Hearing a story is a calming ritual for children just before bedtime.

Preparation:

Bring a selection of children’s books to Star that would appeal to children ranging in age from two to seven years. (Although Star has a collection of books, it may not be sufficient.)

Time:

Since bedtime for children under the watch of the Pelican “Children’s Monitor” is 8:00 P.M., the time to tell the story is 7:45 P.M.

- The Pelican who is the Children’s Monitor will begin the hallway watch at 8:00 P.M. and finish at 11:00 P.M.

Location:

Gather the children who want to hear a story at a place near the Pelican’s Monitoring Station on the first residential floor of the Oceanic Hotel.

- Expect that parents will be near-by as they finish helping their children prepare for bed at 8:00 P.M.

Procedure:

· Since children prefer consistency and routine at bedtime, it’s best for the same storyteller to present the story each evening.

· Decide how to treat “late arrivals” who come after 8:00 P.M. and would like to hear a story.

You’d be very kind to read a later story if you think that a child needs your calming support.

· The Banquet and the Grand March on the final night may run past 8:00.

You may foresee that you will be unable to present the story after 8:00 P.M. on the final night. You should then tell the children on the previous night that there will be no story on the final night.

· After reading the story, say goodnight to the children.

- Either a parent or guardian will put a child to bed, or children will go to their rooms by themselves.

- Leave the hallway in the care of the Pelican “Children’s Monitor.”

Families with children aged eight years and younger are housed in the Oceanic Hotel. Each room with a child aged eight or younger requires a name plate for that child on the door. This is for safety and convenience.

Rationale:

By grouping children in an accessible place, staff (Pelicans) can search more easily for children in an emergency, such as a fire or a storm, that requires evacuation.

Also, the name plates help a Pelican learn the locations of children when he or she provides “group child-monitoring” at a hallway station each night from 8:00-11:00.

Procedure:

Obtain a list from the LOAS registrar of the names of all children under eight years of age who will be staying in the Oceanic Hotel.

Make a name plate (measuring approximately 11” x 4”) with the first name of each child in a particular room.

- If a child is two years of age or younger, include the child’s age on the name plate.

Also, bring blank sign plates to Star in case you must change or add a new sign.

Arrange with the LOAS Registrar for a list of room assignments at Oceanic when you arrive on Star. Check your stock of name plates with the guest list to make sure that your signage is accurate.

Attach the name plates to the appropriate doors.

LOAS has an option to serve clams and mussels during one of the adult Social Hours. Usually, the Chairs, the Provisioner, and the Social Hour hosts concur to offer this event. The Chairs will then recruit a Coordinator to announce, tally participants, and collect the cost of participation.

1) Identify yourself to the Provisioner as the Coordinator of Clams & Mussels.

2) Your job begins on Star once the Provisioner tells you the day that the clams and mussels will be provided.

3) Determine from the Provisioner the cost per person for the clams and mussels.

4) Prepare a sign-up sheet to record a participating person’s name and payment. Place the sheet on the “Sign-up Desk” in the lobby.

5) Announce at Saturday evening's orientation the scheduled day and the price of the clams and mussels, plus the location of the sign-up sheet.

6) You may find it convenient to bring the sign-up sheet to Social Hour for a couple of days and collect payments there.

5) Make a simple accounting of your sales and give the collected money to the Treasurer.

The Final Banquet is a celebration of our week together. The atmosphere is more formal to befit the occasion; decorations in the Dining Room and on the tables, a printed Program (printing a program is optional), a celebratory menu, and the opportunity to dress with more formality.

The Banquet Hosts are the masters of ceremony for the array of events in the Program. These events are a microcosm of the week, invoking the spirit, showing our appreciation for those who work so that we can play, eating with delight, praising athletic accomplishment, honoring our children, thanking the volunteers who give energy and creativity to the week’s success, looking ahead to next year by naming new Chairs, and dancing a march of amazing energy and joy as a testimonial to shared community.

Budget:

Funds are quite limited for this event, so please be frugal unless you plan to donate material.

Preparation:

Consider forming a small group of helpers.

Plan to provide simple decorations in the Dining Room.

- Avoid helium balloons since helium is illegal to transport on the ferry.

- Avoid small items that will fall on the floor and make it difficult for the staff to sweep up

- If decorating with vinyl balloons take care to keep them from leaving the dining room. To prevent the balloons’ damaging wildlife, deflate all balloons after the banquet and dispose of the pieces off Island.

- If a volunteer has not stepped forward to create the Table Decorations, find someone to do so and coordinate the room & table decor.

Produce a Program (again, optional) that is formatted as an 8.5" X 11" folded sheet of paper. Make 150 copies. Place Programs at the tables at every other place setting.

Suitable text for the Cover tells the location, Conference Name, date, Theme, Chairs, and Banquet Hosts.

Also consider putting a graphic on the Cover.

The second page is available for quotations of Star Island wisdom.

The third page lists the order of the Program’s events: Invocation; Clap out the Waitrae; Meal; Clap out the Waitrae, Bakers, Dishwashers, Snackies, the Butter-Cutter, Cooks, Hostess; Children’s Recession to Elliott Hall; Athletic Awards; Acknowledgments by the Conference Chairs; Announcement of next year’s LOAS 1 Chairs; Grand March.

It’s helpful to put the lyrics to the "Star Island Song" on the back page, plus the "Star Island Cheer."*

Produce the Programs off Island. Send a copy to the Chairs, the manager of Conference Services, and to the Head of Food Services.

Once on Island: Contact the Head of Food Services to estimate when the meal will end.

Contact the coordinator of Post-Banquet Child Care to determine how the younger children will recess from the Dining Room. Decide whether or not to accompany their recession with celebratory music.

Contact the leader of the Grand March to discuss the music for the Grand March, and to coordinate the end of the Banquet and beginning of the March.

Contact the Island Music Director to confirm music for the Grand March.

Invite the Minister of the Week to make the Invocation.

Procedure:

On the morning of the Banquet, ask the Dining Room staff when (after lunch) you and your helpers may begin decorating the room.

Review with the Chairs the timing of their portion of the testimonials.

At 6:35 P.M. begin the Invocation with the Minister of the Week, followed by the Clapping of the waitrae into the kitchen and the Meal

By 7:15 proceed with the rest of the program so that the Grand March can begin at 8:00.

Remove decorations after the Banquet and dispose of any waste-paper products off-island.

Coordinate with the Banquet Hosts to create a table design that harmonizes with the room decorations. Depending on the Hosts' desires, you may design the entire table or just a centerpiece. There will be flowers on each table, so do not add flowers or make flowers the focal point.

Understand that the budget for this is essentially $0, unless you decide to donate any materials being used.

A popular technique is to coordinate with one of the youth group leaders to have a youth group create some parts (paper tablecloths for drawing/painting, found objects for centerpieces, etc.).

When the program is over, you would be responsible (with the Hosts) to clean up and remove the table decorations. If kids' projects were involved, make sure the kids know to pick them up after the banquet.

The Final Party takes place in both rooms of Newton Center after Evening Chapel. The time period is usually from 10:00 P.M. until midnight. Since alcohol will be served at the party, New Hampshire’s liquor law prohibits people under the age of 21.

Contact the LOAS Provisioner, to arrange beverages and food for refreshments. You should also learn the amount of your food budget

Provide a non-alcoholic punch. You can also provide soda, plus some wine and beer from the Social Hour’s stocks.
Provide munchies like mini-pretzels and chips.
Depending on your budget, you can order prepared food from Star’s kitchen. Usually, this food consists of a platter of crackers and cheese, a platter of vegetables and dip, and a couple of platters of nachos.
Bring great music, tapes or CDs, for dancing at the party. Dancing takes place in the front room.
Talk with Conference Services the day before the party to:

Arrange the set-up of refreshment tables;
Arrange the set-up of sound equipment;
Determine the extent of the cleaning up that Conference Services expects.
Ask the leaders of the Scholarship Auction to remove the auction items before the party.
Recruit helpers.

Decorate the back room. (Check with the leaders of the Starlight Café to learn if their decorations will remain festooned in the back room of Newton throughout LOAS 2. If so, for LOAS 1, you may decide to use fewer decorations of your own.) Simplicity is the guideline. No helium balloons are allowed since helium is prohibited on the ferry, and the balloons impact the island and ocean environment adversely.

Arrange the food in the back room near the kitchen.

Stock the tables of refreshments so long as the food and drinks last.

Assign a DJ for the evening.

Tell any remaining revelers just before midnight that boarding for the ferry starts at 8:00 A.M.

Arrange a clean-up crew. For any people who don’t want to leave at midnight, recruit them to help as well.

Enjoy!

Final Party Facilitator for Senior High Youth Group

Traditionally, the Appledores have a farewell party on the final evening of LOAS. The party starts at 10:00 P.M. and continues until midnight.

The party serves three purposes: it’s an enjoyable closure to the week’s activities; if offers a chance for important farewells for those entering their final year of junior/high school (or going off to college); it gives the youth another opportunity to behave responsibly.

Preparation:

The Chairs recruit the Facilitator to help the Youth Coordinator with food, decorations, oversight and clean-up.

o The Youth Coordinator supplies food and beverages.
o The Facilitator brings low-budget decorations to Star.

The Facilitator, the Youth Coordinator, the Appledore youth group leaders, and the Appledores will meet mid-week to plan the party. They will discuss behavioral expectations, food, music, activities, clean-up and curfew.

Location:

The party now takes place in the Snack Bar area.

Procedure:

Two days before the party, the Youth Coordinator speaks with the liaison to Conference Services (ask at Front Desk of Oceanic) about the party.

o They make sure the area is available and ready
o They agree on the level of clean-up that is requested from the Appledores and the Facilitator after the party.

On the day before the party, the Facilitator attends a meeting with the Youth Coordinator and the Appledores’ parents to discuss a level of discreet oversight at 45-minute intervals.

o One way to drop in is to ask if the kids have enough food and drink.
o Another way to drop in is to use the snack bar if it's opened.

On the day of the party, the Facilitator works with the Appledores to offer help decorating the area.

Also, on the afternoon of the party, the Youth Coordinator gives the facilitator the refreshments to set up after the Grand March.

The Facilitator greets the Appledores at 10:00 p.m. and turns over the space to them.

The Facilitator, or an adult designee, will help end the party at midnight and will work with the Appledores to put the area in suitable order.

Final Party Facilitator for Junior High Youth Group

See job description for senior high and just substitute "junior high". Recently, a cost saving measure is to combine both the senior and junior high parties, as the individual parties tend to be lightly attended.

The chief purpose of the Grand March is to say good-by to everyone in the
conference. We do this by passing everyone individually as we spiral in and spiral
out. We also have a lot of fun.
There are two versions of the Grand March:
Version I is for the Hotel Lobby. It’s more intimate and has better singing.
Version II is for the front lawn. It can handle a large crowd – children, adults, entire
conference. Don’t use this version unless there’s enough outdoor light. It’s
important that you see faces as the line passes you. For LOAS, at the end of the
banquet, it is usually dusk and beyond – hard to make out faces.
Version I
1) Arrange music and timing with Music Director.
2) Have lobby cleared of furniture.
3) Make sure porch speaker system in on and active (so music can be heard when
outside.
4) Form pairs (by two’s) led by March leader, this year’s conference chairs and
then next year’s chairs.
5) March around dining hall, thru Elliot (pick-up children), onto porch, down east
porch onto lawn and up the front stairs to enter lobby.
6) Go to the right when entering lobby.
7) Immediately switch to single file. Station someone at the door to make sure
everyone is single file.
8) Spiral in and then out. Use entire lobby space from the piano to writing desk
and front door to snack bar door to make spiral as large as possible.
9) Form single or double line to make a big circle and hold hands.
10) Sing Auld Lang Syne, then a Star cheer for next year’s conference.
Version II
1) Follow steps 1 – 5 in Version I, but omit going up the front steps. Stay on the
front lawn.
2) When everyone is on the lawn, switch to a single file, holding hands and begin
the large spiral.
3) Follow steps 8 – 10 in Version I to finish the Grand March.
4) Have someone on the front porch, watching the Grand March, who will cue the
Music Director when to play the music, when to play Auld Lang Syne, and when to
stop for the final cheer.

Upon arrival on the island, check with Conference Services Coordinator to let him/her know the date and time of the bonfire. The Conference Services person usually sits on the bench by the Front Desk for 15 minutes before every meal.

Request marshmallows and sticks.

Arrange for someone to lead songs (playing a guitar?). The island Music Director may be able to help you identify someone to lead the singing.

Make announcements. Remind people that children must be accompanied by a parent or guardian.

The Island staff will let you know if the location of the bonfire will have to be moved at the last minute, due to wind conditions of if it will need to cancelled. If the bonfire does have to be cancelled due to weather conditions, plan to have a sing-a-long on the front porch.

At the bonfire, welcome people, supervise the distribution of sticks, introduce the singer, and, at the end of the festivities, announce that it is time to go (the bonfire usually lasts about an hour).

Although Conference Services will be there to set up and light the fire, please tell him/her that you will be the designated person to put out the fire. You must be present until the end. After the fire is put out, let the Front Desk know. The night crew will double-check the fire pit later that evening.

The Musicale is the presentation of a musical evening on Star, reminiscent of Victorian times. It occurs in the Lobby of the Oceanic Hotel, itself of Victorian vintage. The tone is refined, usually featuring trained musicians.

Time

Check with the chairs to find out which day the Musicale will be held.

Preparation

When you arrive on island (or before), contact Star’s Music Director to discuss auditions and plans for the Musicale.

Post an Audition Sheet on the Lobby’s “Sign-up Table.”

- List the time of the Musicale.

- List the time of the Auditions.

- Number the sheet with 15 blank slots.

On Saturday evening at the Conference Orientation make an announcement regarding the Musicale.
Describe the Musicale as an opportunity for musicians to share their talents with us.

Tell interested people to sign the Audition Sheet and attend the audition, bringing any necessary sheet music.

On the day of the musicale, discuss with Star’s Conference Services representative, available on the bench near the Front Desk for fifteen minutes before each meal, preparations for the Musicale.

You may need one or two microphones with the sound system, music stands, and a couple of stools.

Chairs must be arranged for the audience.

Find someone to lower and raise the lights at the performance on your signal

Audition

The Musicale presents a range of abilities from enjoyable parlor music to polished performances.

Offer positive evaluations.

For a New Shoaler whose presentation is not suitable for the Musicale, having a different tone, you can suggest that the Talent Show or the Starlight Cafe may be a better venue.

Take care not to duplicate presentations that would be in the Talent Show.

Measure the duration of each presentation so that you can predict the length of the program. The program is about an hour in length.

Develop the program with balance and variety from one presentation to the next.

Present any children at the beginning of the program.
Performance

Ask the performers to gather in the Pink Parlor at 7:45 P.M.

At 8:15, lower the lights and wait briefly for the audience to become silent.

Welcome the audience.

Introduce each performer with enthusiasm, telling the person’s name and the musical selection.

Close the performance by thanking the audience and the performers.

- Ask members of the audience to help return the chairs to their appropriate places.

A name tag contains information to help fellow conferees connect with each other. New Shoalers appreciate all the help they can get–and give–with a name tag. Old Shoalers can put a name to a face from the past and continue to grow in relationship.

Using a Computer for Data Input, Formatting and Printing

o Ask the Registrar for a sorted List of Conferees that contains the following fields:

First Name, Last Name, New Shoaler, City, State.

Use a software program to translate the information for each conferee to a name tag format. E.g.,
• The first name is most prominent, at the top.

• The last name is less prominent, in the middle.

• The city and state are the least prominent, at the bottom.

• The designation as a New Shoaler is at the lower-right corner. It’s helpful to make this designation a noticeable graphic, e.g. a colorful star.

· Finally, you can add LOAS 1 or 2, the current year, and a discrete design at the upper-left of the tag.

It’s important to choose a legible type font. People like to read a name tag quickly.
For accuracy, check your formatted data against your original list.
After evaluating the formatted text for a proper fit, print the data on perforated name tag stock.
Assembling the Name Tags

Purchase plastic name tag covers.
- Covers with pins work well.

- Place a small piece of adhesive tape on the back of the cover, preventing the tag from falling out.

Distributing the Name Tags
o If possible, arrive at the dock by noon or 12:30. You may be sharing a table with whomever is distributing luggage tags for the room assignments at Star.
o Package all unclaimed name tags and–once on Star–place them on Oceanic’s Lobby Desk. Write on the Message Board, “Pick up unclaimed name tags here.”

Note: Bring extra stock to make replacements for people with new information or who have lost their name tags.

The goal of this half-hour tour is to introduce the New Shoalers to the major buildings and landmarks that they will need to know at the beginning of their stay on Star.

· Before arriving on Star, ask the Chairs or Registrar for a list of New Shoalers.

· Ask the Desk Clerk at Front Desk in Oceanic Lobby for copies of the Star Island map for each New Shoaler.

· The New Shoalers will have been instructed in the Chairs’ Letter to New Shoalers to meet at the “Island Tours” sign on the East Porch at 4:00 P.M. (or whatever is the assigned time).

· Introduce yourselves as the Tour Leaders. Ask the New Shoalers to introduce themselves to the group.

· Distribute the maps and begin your tour of the nearby buildings, meeting places, and landmarks. Explain that the far-flung points of interest await their exploration—with a companion—on another day, if they choose.

· Explain basic traditions—like the silent walk to and from Evening Chapel, customs of the week like Social Hour, the Musicale, the Pel Show and the Talent Show—that aren’t discussed at the upcoming meeting with the Star Island Manager.

· Ask if each New Shoaler has found his or her Old Shoaler contact. Help those who have not yet met their Old Sholaers to find them.

1) Try to pair New Shoalers with Old Shoalers who have loads of experience and many friends at Star. Choosing Old Shoaler contacts who are, for example, past Chairs, would be very effective in getting newcomers connected socially. Whereas New Shoalers will naturally gravitate to other conferees having common interests (e.g., kids), having an Old Shoaler contact who is steeped in the society and traditions of Star will broaden the New Shoaler’s experience.

2) Ask the Registrar or Chair for a list of the LOAS conferees who are (1) New Shoalers attending without Old Shoaler family members, and for (2) Old Shoalers who indicated on their registration forms that they’d be happy to contact New Shoalers.

3) Phone or email the Old Shoalers and ask if they are still willing to befriend a new person or family. The tasks of the Old Shoaler contacts are:

- to answer questions that the New Shoaler(s) may have;

- to meet the New Shoaler(s) at the dock in Portsmouth—helping compensate for the overwhelming atmosphere of “someone else’s family reunion” that the New Shoaler(s) may feel;

- to dine with the New Shoaler(s) on Saturday evening, meeting outside the dining hall at 6:25 P.M. to enter on the first bell, and to find seating before the others rush in.

4) Give the name, phone number and email address of the New Shoaler(s) to a participating Old Shoaler contact, asking him or her to get in touch soon after you send a letter of introduction to the New Shoaler(s).

- As the coordinator, it could be helpful to review the dates of birth and connect people whose ages are within a decade of each other.

5) When you have assigned a New Shoaler to an Old Shoaler contact, quickly send a letter of introduction to the New Shoaler to:

-introduce yourself as the Coordinator of New Shoaler—Old Shoaler Contacts;

-introduce the Old Shoaler contact by giving the name, phone number and email address—explaining that the Old Shoaler should be in contact soon.

The position of Porch Bell Ringer is one of delegation. You could literally go though the entire week without ringing the bell yourself as a flock of kids will be asking you if they could ring the bell!

Coordinate with the Chairpeople and the Conference Services Coordinator to determine the schedule of events that will require ringing the bell.

You can create a sign-up sheet if you choose, but remember that you will be working with small children, so planning anything can be a challenge. It might be easiest to choose your "ringer" at that moment.

     - Bell strikes will be single, sharp, clear strikes.
- Mealtime bell strikes will be instigated by the Island's Hostess. Only she determines that it's time.
- Mealtime bell strikes HAVE to have a warning called out, loud and clear, to warn of the loud noise. A simple "BELL!" will suffice.

You will be responsible for organizing and running the silent auction, the proceeds of which go into our Lee Reid Scholarship Fund. The first thing you will need to do is contact all of the conferees. This can be done in a number of ways. You may mail a letter to everyone, you may send a group e-mail to all of the conferees, you can ask the chairs to include your information in the letter they mail to the conferees in July, or you can do any combination. It is critical to have the conferees think about what they want to donate or make for the silent auction before they leave for Star, otherwise, they will not be able to participate.

Before you arrive on Star, you will need to make copies of a bidding sheet. The bidding sheet should contain the following information at the top of each sheet:

Name of item, donor of item, starting bid, and the minimum increment for bids.

Then make four columns down the length of the sheet: bidder name, amount of bid, bidder name and amount of bid.

You will need to bring the following items with you to the island:

Bidder sheets, pencils, tape, push pins and any material you wish to use to decorate the tables which will contain the auction items.

The auction is usually set-up in Newton front, however, check with the chairs to see if they have a different location in mind.

At the orientation on the first night, introduce yourself, tell people how to get their items to you, when the auction will begin and when it will close. In the past few years, the auction has been closing at the end of social hour on Thursday night. The auction used to close at the end of social hour on Banquet night, however, people found it was difficult to get everyone to pay and hand out their items, get to the banquet on time and then they were spending Friday evening tracking people down to pay and give them their items.

If you have one really nice item, you could consider holding a separate raffle for that item. If so, plan on bringing raffle tickets with you and also check with the donor to see if they are agreeable with the idea.

On Thursday night, have the social hour hosts announce when the auction will be ending. At the appointed time, go around and circle the highest bid on each sheet. Have a table set-up where the highest bidders may pay you. You an accept either cash or checks made payable to "LOAS". Turn the money over to the treasurer.

Keep track of who owes you money and who has not picked up their items. Sometimes people will pay during social hour and forget to pick up their items before they go to dinner. All auction items need to be out of Newton by the end of the banquet so people can begin to set-up for the final party.

Near the end of the week, there is a softball game played on the infamous Star Island Softball Field between the Conferees (who choose to play) and the Pelicans (who are young, cut and play together all summer). The Softball Coach is to field a team and to try to win.
Decide if you would like to hand out a Trophy for MVP and if so, bring it with you (past awards have included the Game Ball, singed by all players, Golden Gloves, Silver (mini) Bats, Certificates and Starbucks.
Announce at the Conference Orientation that we will need conferees to field a team to play softball against the Pels. Putting a signup sheet on the writing desk allows players to sign up. Here is a downloadable PDF file for the sign up sheet: Softball Sign Up Sheet
Suggest players be at least age 16 (because of past injuries).
Set up practice days (usually 2 to 3) in between other afternoon events. Do it early and make sure it shows up on the chalk board. Check with the Chairs to make sure there are no conflicts. (One suggestion is to have practices at 4pm on Monday & Wednesday and have the game on Thursday or Friday).
Play softball against the Pels and win or lose with dignity, grace and good humor.
Report the score or major accomplishments at the Final Banquet. Present the MVP award and if desired, congratulate/console the Pels (especially if there is a large LOAS component).
The setup of the team is your decision and who you pl;ay and when is all up to you. here are some of the structures that have been used in the past:
Limit the amount of players to 20 to field two 10-person teams. They can alternate innings in the field or you can mix and match. With this, you then can bat all 20 in one batting order. PRO: very easy to manage, everyone gets lots of playing time. equitable. CON: Hard to win. Some may be upset they cannot play.

Allow for any amount of players and you can either set up one batting order, or if ambitous, you can bat 10 people and substitute as desired. PRO: Easiest way to get the best players on the field and in the batting order. Best chance to win. All can play. CON: Can certainly be unequal, as better players will play more. May get hurt feeling if someone does not play, or play enough. Much harder to manage.

The Adults’ Social Hour occurs each afternoon of the conference. It’s a time for mixing, munching and enjoying a glass of wine or beer. (For conferees who prefer non-alcoholic beverages, an alternative venue is usually offered in the Pink Parlor.)

Preparation:

· Consult with the LOAS Provisioner to learn the scope of the snacks and alcohol that the budget affords, and to learn what the Provisioner will order and what you must order. The provision provides wine, beer & sherry. No liquor is allowed to be served at social hour.

- In some past years, people have purchased tickets for “Clams & Mussels." (This is a separate volunteer job.) Also, conferees have offered a wine-tasting. The budget may allow you to order hors d’oeuvres from Star’s kitchen on one day.

· Consult with last year’s hosts to learn how they managed the set-up and the clean-up of glasses, snacks, and beverages each day.

- The kitchen in Newton Center is your preparation area.

- A Pelican from Star’s Conference Services may help with set-up and clean-up.

· Consult the Chairs to decide the location of Social Hour.

- In good weather, Social Hour can take place on the lawn of the Stone Village or on the Lindquist Deck. In windy or rainy weather, Social Hour occurs in Newton Center.

* A Pel delivers and puts away the sound system each day.

* Electrical outlets are in Parker (near lawn of Stone Village) and on the Lindquist Deck.

· You may choose a theme for the Social Hour, and assign daily sub-themes to enhance humor and sociability. A balance that honors introverts and extroverts is wise.

- Inform the Chairs if you plan themes; they’ll be listed in the Chairs’ Letter to Conferees so that people can plan in advance.

- Consider bringing prizes—gag gifts—for winners of the daily theme contest.

· Consider arranging with the LOAS Registrar to arrive on the conference’s first day on an early boat so that you can begin preparations for Social Hour.

Procedure:

· On your arrival at Star, ask the Front Desk Clerk to help you contact Star’s liaison for Conference Services. Arrange for daily set-up and removal of tables, glasses, etc. Also confirm that you and the Music Appreciation Host have a spot for the sound system.

· Prepare your snacks in the kitchen and set up tables and glasses at 5:15.

· The Social Hour runs from 5:30 to 6:15. At 6:10, inform parents that they must leave to pick up their children from their Social Hour(s) at 6:15.

· Welcome the participants; at about 5:45 present a competition around the theme; award a prize for the person who best represents the theme.

· Verbally solicit contributions to help pay for refreshments. (No signs with written amounts may be posted at Social Hour.)

- You may set a “Contribution Basket” on a table with snacks, but not with liquor.

· LOAS’s liability insurance does not cover damage to persons and property that results from intoxication.

· People under the age of 21 may not be present where alcohol is being served.

· Clean up the area at the end of the Social Hour.

The Adults’ Social Hour utilizes LOAS's Mobile Stereo System (which will be delivered to the designated area and should already be there) to flood the Social Hour area with background music (and to occasionally make announcements). A Maestro's job is to prepare music for each of the social hours. Expect to supply music for 7 sessions, each approximately 1 hour.

- The preferred source for music would be an MP3 player, such as an iPod, iPhone, iPad or SmartPhone. There is a headphone plug to insert into the headphone jack of your device.

- You can either plan a "theme" of music for each night, or shuffle the playlist or you can take requests. It's entirely up to you.

- Don't be surprised or insulted when someone makes a comment on the music. Remember: you WILL NOT please all of the people, ANY time. So the shoot for the music you think will enhance the gathering.

- Also remember that this is background music. Sing-a-longs don't generally go over well at social hour, unless it ties in with the theme.

Emily Jones, LOAS I Annual Fund coordinator has written up a full description of the Coordinator’s duties along with some suggestions. You can see the GoogleDoc here!

The Annual Fund Conference Volunteer serves a one season term that begins with appointment by the conference chairs in early spring. The Volunteer is asked to attend an orientation and training conference call in April/May. Following the group call, the Star Island Director of Development will coordinate with Annual Fund Coordinator to schedule a one-on-one call to strategize the LOAS I conference. When on island, the volunteers tailor a basic set of requirements to the needs and culture of the conference. Following the conference volunteers are asked to send a follow-up reminder communication. In the final two months of the year the volunteers may be asked to personally contact anyone in the conference who has given in the past but not yet in the current year. All materials needed will be provided by Star Island Corporation (SIC). Below are the responsibilities for each time of the year.

Before The Conference

·         Sign a confidentiality agreement (provided by SIC).

·         Schedule an initial orientation/training call with Peter Squires, Star Island Director of Development at least 6 weeks prior to the conference (30 minutes). The purpose of the call will be to review results from the prior years, set goals, discuss plans and to answer any questions. If only the lead annual fund volunteers can attend this initial call, that is fine!

·         Identify and confirm additional annual fund team members as appropriate with assistance from conference leadership. Note that each conference is different – some have a large team, and others have only a few volunteers. For a large conference, it is best to have a minimum of eight people to split up tasks during the week.

·         Send pre-conference email(s) to shoalers based on discussion with Peter to encourage making your gift before arriving on-island, plus informational reminder about what Annual Fund is.

On Star Island

·         Meet with Peter early in the conference week (Saturday or Sunday). You and your team will be given all necessary materials (annual fund buttons, gift reply slips, reports as needed and any other collateral materials) (30 minutes).

·         During the week, volunteers will hand out annual fund buttons to those who have donated, make announcements about the annual fund as appropriate, make specific asks if that is the determined strategy for the conference, and potentially staff a table in the lobby to promote the annual fund and answer questions. Different volunteers can staff a table at different times/days, and it typically only takes about 30 minutes before or after lunch or dinner.

·         Track total % participation or % of on-island goal on the Tucke-o-meter with assistance of SIC staff.

·         Note that SIC staff is available throughout the week to assist and answer any questions or help with tasks!

After The Conference

·         Post-conference – if time and willingness, send thank you emails or notes to donors with assistance from SIC staff.

·         November/December – if possible, send follow up emails to conferees (administrative duties will be managed by SIC staff including drafting the emails and sending them out).