MBC Spring Foray Organizing Timetable			Revised May 19, 2008

Note:  This schedule/guideline is a developmental stage and may not be complete, so please help to perfect it.  Also, it may not apply perfectly to all forays and groups, so feel free to modify it as needed.

1 ½ years in advance - Decide location
Discuss with MBC State Board at Jan-Feb meeting to get ideas and support.

 In deciding a location, keep in mind that northern locations may be very early in their development, so these are best when Memorial Day is late.  Consider the history and future projections in choosing a location.  Also, see the Michigan Botanical Clubwebsite:  http://www.michbotclub.org/ and http://www.michbotclub.org/more/forays/foray_list.htm

> 1 year in advance – set up Foray Organizing Committee

Chair (usually Chapter President)
Food and accommodations
Program – evening lectures and field trips
Registrar and on site registration table
Treasurer

These can be split up in various ways, and several people may work in some categories.  This should not be a one-person show; it's too big a job and working together will strengthen your chapter.

Scout location  Check accommodations and food service.  Beware, check directly.

1 year in advance - reserve accommodations?  
			   See Food and Accommodations Committee Guidelines
Popular sites book up a year in advance.

Estimate attendance – This has been running ca 110, but ranges from 90 in the Hocking Hills (02) to 120 at the Bruce Peninsula (97) and ca 150 at St. Ignace (2004).  120 may be a practical maximum.

Get a written statement showing deposit and conditions for cancellations.  Usually, we get special rates with an expiration deadline.  Get name of coordinator/contact person.  It works out much better if you work consistently with one person.  Note that often the main meeting room, the podium with a loudspeaker and sometimes even some A/V equipment (e.g., video projector) can be negotiated into the Club package.  We need a screen for projection in the evening lectures, but often, a white wall will suffice quite well.  We also need a smaller room for the Michigan Botanical Foundation and the MBC state board meeting late Sat. and Sunday afternoons.  In addition, we need a bulletin board in a central location to post information for participants.

Heads up for campers-  Some information about camping in the foray area should go into the preceding fall Arisaema.  Those planning to camp will need to book themselves long in advance for popular areas.

Food    Usually, we eat at the accommodation site.  We always have some vegetarians to accommodate, but others with specialized dietary restrictions need to work directly with the kitchen.  In some cases, they have to bring some supplementary food, but generally, we have worked well.  Also, we have a lot of members with known or incipient cardiovascular disease, so in the interest of holding onto our members,  there should be a “heart-smart” option as well as standard “artery-clogging” fare.  It is a good idea to have a specified menu or you may find cheaper substitutes on the table.  This may in fact be necessary due to availability, but then you can get a refund.  Be sure to arrange breakfast early enough to allow participants to have a leisurely, social breakfast and time to go back to their rooms before leaving on field trips, usually 8:45?

Usually, we do not provide the dinner on Friday eve, but we do provide all other meals including a bag lunch for Mon. and drinks/snacks for Fri.-Sun. evenings.  The Sat and Sun eve drinks/snacks should follow the speaker, ca. 9 pm, but the Friday evening snack can be earlier if there is no speaker.  This practice might be reevaluated; the use has been low.  
 
1 year in advance - Decide Budget (at least in rough form).  You will have to make some estimates, but take care not to leave yourselves short.

Hanes Fund  – Apply well in advance.  Best to aim to cover some expenses of field trip leaders and speakers.  Talk to previous organizers.

Arrange Programs – There are many ways of finding the needed experts.  One is to make phone calls to local colleges, nature centers and park naturalists in area to find out who has expert knowledge of the natural history of the area.  Can use local naturalist networks or clubs.  Another approach is to start at the state level, e.g., DNR, TNC, Forest Service, etc.  All will have experts in the area.  Often MBC chapters have many experts among there members.  See foray field trip organizer worksheet.

Field Trip Leaders – You can work out the actual field trip sites and plant targets during the process of inviting leaders (They will have ideas on good places to go and things to see.), although you may have some special places that you want to cover.  Best to have 15 or fewer participants per leader; however, with special care and help from the facilitator more can be accommodated.

Speakers - two or three – Friday, Saturday and Sunday evenings.  The first speaker might tell about the relevant geology/geography of the area.   Unless the site is relatively close/central, most attendees will arrive too late on Friday to warrant a Fri eve speaker.  Plan a social event/mixer with a designated time for announcements?

Leaders/speakers – offer an honorarium and/or expenses, particularly nonClub members and those who have travel a long distance.?  Determine what a/v equipment might be needed.  Talk to previous foray organizers.

Foray Scholarships – This is a very important component of the MBC program.  The application deadline is usually ca. Apr. 21, shortly before the foray registration deadline; however, there usually has been some flexibility on this if we are not full.  The announcement should be made in places frequented by interested students four weeks or so before this deadline.  Digital copies of the announcement and application forms are available at the linked sites.  Each chapter will pay the registration, room and board for the one scholar and the Michigan Botanical Foundation (Robb Fund) will cover the next 2.  If you want to sponsor more than 3, contact the MBF (http://www.michbotclub.org/).

4 months (late Jan.)  prepare announcement for the Arisaema.  
Check previous issues.  Digital copies (including the registration form) will be available from previous organizers.  You can use these as templates.
This should include a brief, but enticing, description of the location with emphasis on special features, information on the speakers and field trip leaders, titles/outlines for the field trips, titles for the evening lectures, information on housing (usually participants work directly with the housing) and a registration form with clear deadlines.  It has worked well to preregister for the field trips on a first-come-first-serve basis; this avoids a mini-mob scene at the Foray.  The old registration database will be available in digital form from the previous organizers, and that can be used as a template.  It seems best to confirm our receipt of each registration form in some way, postcard or e-mail.

The Arisaema with his information on the foray needs to be in the hands of members as early as possible, so they can plan this event and their summer schedule.

Budget and registration fee – work out the budget and registration fee.   By this time, you should know about Hanes Fund support.   Allow some cushioning.

Registration fee – should include the Foray Booklet, registration notification post cards and postage, supplies related to the field trips (see section below on needed at the site), copies of maps, door prizes (if any), incidentals.

Prepare Foray Booklet – Although the booklet will be distributed on site at registration, it may be more efficient to combine this with preparation of the announcement for the Arisaema.  Check previous foray booklets.  Again, digital copies will be available for use as templates.  Also, see the Booklet Action Checklist.

Contents:
Cover and binder
Index
Welcome by the host president
Notices
Foray Committee – List all involved with planning and implementing
Site map, Revised/final schedule, Revised Field trip and leader descriptions 
Maps and plant lists
Speakers 
List of registrants and leaders

Registration packet -  distributed at registration
Foray booklet
Some local park brochures, etc. might also be included in the packet.    

Local tourist literature probably should not be placed in this packet but be made available on the registration table for those who are interested.

2-4 weeks before – 

Process registrations - (This timing will depend on the cancellation deadline at the foray site).  
Cabin/ room assignment
Assign field trips and prepare a roster for each field trip.  Copies to go to the field trip facilitators.  The digital file for this can be obtained from the previous organizers.
Prepare name tags – Recycled tag holders and name tag database should be available from the previous hosts. 
Supplies  - stapler, scissors, tape, marking pens, hi lighters, bulletin board, tablecloth (for registration table), garden basket for decorative flowers if you wish. (Save receipts for reimbursement)
Prepare signs indicating directions within the residence site (usually placed in the lobby near the entrance and motel check in desk)
e.g. Directions- Ballroom, Registration 
Also, prepare large signs to be waved to identify field trips at the staging.

Get staging supplies (see staging below, save receipts):

Enlist field trip facilitators - See Field trip coordinator guidelines for details
Usually, these are taken off the registration list, and they are experienced foray attenders.  

Ask facilitators or targeted participants to bring ice chests for lunches out in the field

Enlist a photographer to make a few representative photos for pbulication in a follow up report after the Foray.

On site - 

Field Trip Staging -  See Field trip coordinator guidelines for details

Make signs for each field trip – the week before
Field trip signs with handles to hold them high
Color streamer tapes to attach to the antennae of cars driving in field trip caravans
		Different for each trip
Be sure each driver has a map showing the target site(s)  Often, these can be copied at the motel for a fee.

Buy water for distribution on the field trip sites?

Needed at the site - 

Make a duty roster for the site.  Add a separate document here in the future?
       
Goody bags, door Prizes (if any)?  Be very careful to keep this brief (,20 min)

Sales?  –  Books, MBC souvenirs?

Audio–visual -  
	projector- Slide? Digital? 
	Boombox with microphone (backup?)
	Extension cords
	laser pointer
	podium with microphone/loudspeakers
	screen

After the Foray- 
Check that all bills are paid.
Pass along the name tags and digital files to the next foray organizers.
Other?

General rules :  Patience, patience (everyone is doing their best and there are many different styles of operating).   Give people encouragement to take initiative/responsibility.   Many hands make light work.  It helps a lot if all have some understanding of the objectives.
	
						ForayOrgTimetable.5.19.08.rtf