DOC

Occoquan Yacht Club

By Bruce Jackson,2014-08-11 18:46
7 views 0
Occoquan Yacht Club

Event Coordinator’s Handbook

    May 2006

    OCCOQUAN YACHT CLUB

    Founded 1984

    P.O. Box 469, Occoquan, VA 22125

    Web site: http://www.OccoquanYachtClub.org

Member Club of the Potomac River Yacht Clubs Association,

    Chesapeake Bay Yacht Clubs Association

    Boat/U.S. Accord # GA80979Y

    Table of Contents

    So You Volunteered. Now What? ...............................................................................................3 Planning is Everything ................................................................................................................3

    Pass the Word to All Hands .........................................................................................................3

    Location, Location, Location .......................................................................................................4

    Cruises, Membership Meetings, and Events ................................................................................4 Cruises ....................................................................................................................................4

    Deposits ..............................................................................................................................5

    Confirmation of Participant Reservations ............................................................................5

    Cruise Arrangements ...........................................................................................................5

    Weeklong Cruises ...............................................................................................................6

    Recent Cruise Destinations ..................................................................................................6 OYC Membership Meetings ....................................................................................................6

    General Membership Meeting .............................................................................................7

    October Chili Cook-off & Dessert Contest/Election of Officers/General Membership

    Meeting ...............................................................................................................................7

    Events .....................................................................................................................................7

    Planfest ...............................................................................................................................8

    May Flag Raising Ceremony ...............................................................................................8

    Dinghy Regatta....................................................................................................................8

    November Santa Cruise .......................................................................................................9

    December OYC Holiday/Change of Watch Party ................................................................9

    Events Sponsored by other Organizations ............................................................................9 Did We Have a Good Time? ..................................................................................................... 10

    Need Help? Contact Information ............................................................................................... 10

    2006 Board and Staff ............................................................................................................. 10

    2006 Fleet Captains ............................................................................................................... 10

    Updating the Event Coordinator Handbook ........................................................................... 11 Notable Names .......................................................................................................................... 11

    Past Commodores.................................................................................................................. 11

    Commodore's Cup Recipients ................................................................................................ 11 Bent Prop Award Recipients.................................................................................................. 11

    Golden Snorkel Award Recipients…………………………………………..………………...12

    Cruise Coordinators Check List…………………………………..…………………………...13

Occoquan Yacht Club Event Coordinator's Handbook May 2006 2

So You Volunteered. Now What?

    It happens to all of us: there’s a call for a volunteer and out of the blue, your arm shoots up. Just like that, you have a job on your hands, like coordinating one of the more than two dozen events the Occoquan Yacht Club schedules yearly. Or perhaps your arm has volunteered your services on the OYC Board.

    What happens next? Well, first of all, on behalf of the Club, please accept our warmest thanks! Second, you’re in luck: with this guide, you can organize a successful cruise, land-

    based event, or Board-sponsored event, and have fun doing it.

    Here is some general guidance for you. There are also specific details and more than a few hard-learned lessons stirred in, all intended as a basic foundation to help Coordinators do their job. Some information serves primarily as a reference for successive OYC Boards, so pay attention, future OYC Board Members! OYC will update this guide periodically with new information, most of which will come from youafter your coordination job is done.

    Planning is Everything

    One of the major strengths of OYC is the comprehensive schedule of events that its members have annually enjoyed. These events are the result of careful planning and on-site execution, with an emphasis on attention to detail.

    In most cases the overall planning has been taken care of for you, e.g., date and destination for your event. However, in a few cases the location of certain cruise events sponsored by OYC is selected by the Coordinator.

    Pass the Word to All Hands

The best-planned event will sink upon launching if no one knows it’s going to occur. The

    responsibility for publicizing each event resides with the Event Coordinator. Board members will publicize the OYC schedule of events in their monthly Daymarker articles, and The

    Daymarker editor will headline the next four events each month on the back page of the newsletter. Nevertheless, the Coordinator should submit articles to The Daymarker ideally

    for two successive months prior to the sign-up deadline. The copy deadline for The thDaymarker is the 20 of each month.

    Why so much publicity? Several reasons. To collect cruise participants who did not indicate interest at the Planfest or March general membership meeting. To remind procrastinators. To alert members for whom this might be new information. To give the indecisive time to decide. And so on. The point here is, no matter how wonderful the event, you as Coordinator will have to help some folks get off the dime and sign up. Also, it’s important to alert your fellow Club members to an upcoming deadline oftenas the Club grows and

    events become more popular, late sign-ups are increasingly likely to be disappointed to find they’ve been shut out of oversubscribed events.

The Coordinator’s article should include information about the cruise, deposit requirements,

    refund policy, address to mail the sign-up coupon and deposit check (usually the Coordinator’s mailing address). The coupon must include the following information for each boat:

    Occoquan Yacht Club Event Coordinator's Handbook May 2006 3

    ; Boat Name

    ; Crew name(s) and telephone (cell)number(s)

    ; Number of participants on board

    ; Boat length

    ; Boat beam (width)

    ; Boat draft

    ; Power requirements (30 or 50 amp)

    ; Number of nights attending (Arrival & Departure)

    ; Dinner reservations, if applicable

    The article and sign-up coupon should include a specific deadline for response. To avoid frustration and wasted effort, the Coordinator should set a sign-up deadline with sufficient flexibility, since many responses are received after the deadline. The Coordinator should ask Fleet Captains to publicize the event person-to-person on their respective docks.

    But, we’re getting ahead of ourselves; there’s other work to be done before the publicity begins.

    Location, Location, Location

    In selecting a destination marina for a cruise, the Coordinator must determine the availability of:

    ; An adequate number of slips which meet power, length, and beam requirements of

    the participating boats

    ; Food services, such as restaurants and grills

    ; Additional amenities (shopping, water sports, swimming pools, tennis court, ground

    transportation, etc.)

    The marina selection process will involve early communication with the operators of the siteby telephone, fax, face-to-face, e-mail, etc.

    The general area for the OYC weeklong cruise(s) will be determined at the January Planfest. Following that selection, the Coordinator must obtain information noted above for multiple sites, preferably keeping successive stops no farther apart than 3-4 hours of cruising time.

    The location of OYC-sponsored land-based events is somewhat governed by tradition. Cruise destinations vary from year to year and special events such as land cruising by car have been held at various locations in the region.

    Owners and operators of any destination or event facility may change over time as might physical configurations and availability. Therefore, each site must be arranged through its owner/management annually.

    Cruises, Membership Meetings, and Events

    Following are the descriptions and required preparation for OYC cruises and events: Cruises

    Cruises are scheduled to various weekend-accessible destination marinas or anchorages on the Potomac. For the longer cruises, destinations extend to the Chesapeake Bay, New Occoquan Yacht Club Event Coordinator's Handbook May 2006 4

    Jersey, and North Carolina. In working with marinas, early contact is essential, both by phone and with follow-up in writing. Once the number of participants is known, the Coordinator should give the destination marina(s) the names of boats, sizes, power requirements, durations of stay, dinner reservations, and slip deposits. Deposits

    Deposits are required to secure a sign up. The signups at the January Planfest and March Membership meeting only indicate interest: they do not secure a reservation. The

    coordinator determines the deposit amount required, taking into consideration any marina requirements, and advertises it in The Daymarker, with notice that checks are to be made

    out to the Coordinator, unless otherwise specified. The Coordinator works with the Treasurer to deposit them, and ensures that the marina is paid accordingly. Confirmation of Participant Reservations

    The Coordinator also uses his log of sign-ups received with deposits to determine participation on a first-come, first-served basis, regardless of whether or not an advance deposit is required by the marina. The 1997 Board instituted this policy to add credibility to marina arrangements and to determine a cutoff point when events are over-subscribed. Many marinas take deposits as assurance that the slips they have set aside for OYC will be used. Deposits may not be refundable after a certain date depending on marina policy; if cancellation is necessary, prospective participants must be advised of this in advance publicity.

    Cruise Arrangements

    The Coordinator must also complete other arrangements with the marina and cruise participants, including the following:

    ; Activitiesvolleyball, picnic, local tours, etc.

    ; Correspondence/itinerarysend a letter or flier to each participant outlining the

    cruise arrangements and providing a schedule of events, including plans for getting

    underway and returning to home port. The letter should specifically let participants

    know that the Coordinator will assist them in making transit arrangements.

    ; Schedule of eventsprior to or on arrival at the destination marina, each participant

    should be provided with a schedule of events. The schedule can be very simple (one

    page, preferably), and should provide all members with a timetable for meals,

    cocktail/dock parties, and information on available amenities. The schedule of events

    should include information regarding refueling and pump-out arrangements.

    ; Dinner plans:

    o Restaurant Reservationsif the Coordinator made or will make arrangements

    for participants to eat at a restaurant, then that information should be

    included in the schedule of events. A meal choice, if applicable, should be

    provided.

    o Other plansfor two-night cruises, one night should be planned for grilling,

    and one for eating out, with potluck happy hours both days.

    ; OYC Bannerthe Coordinator should get the club banner from the Rear Commodore

    and carry on the cruise or event.

Occoquan Yacht Club Event Coordinator's Handbook May 2006 5

Weeklong Cruises

    The one- and two-weeklong cruises are big events. These cruises have typically been scheduled in July and August, and are occasionally scheduled to incorporate other weekend trips. Between 10 and 15 boats have participated in these cruises. The upper, middle, and lower Chesapeake Bay are the areas generally selected for cruising. The Coordinators vary the area of cruising from year to year, and also try to vary the marinas selected to include new destinations in addition to old favorites. The first night’s stop is usually on the lower

    Potomac; the last night’s stop should be scheduled so that the next day’s cruise does not exceed six hours for the slower boats.

    The information/planning necessary is similar to that for the weekend cruises. The Coordinator should acquire the necessary participant information (boat length, beam, number of participants, power requirements, dinner reservations, etc.). Again, even if deposits aren’t required by the marina, the Coordinator needs them to determine the cutoff

    point for participation.

    The Coordinator should send each participant a written itinerary/float plan that provides a list of destinations, including marina telephone numbers, estimated daily cruising distances and planned activities at each stop. Typically, the Coordinator arranges a daily happy hour on the dock or aboard a volunteer’s boat at each marina. For a two-night stopover, one

    night should be planned for grilling out and the other for eating at a local restaurant. Separate or phased dinner reservations should be made when the dinner group is larger than 10 people.

    The week before the planned departure, the Coordinator should reconfirm reservations and other arrangements with the marinas on the schedule.

    Recent Cruise Destinations

Cruises this year included:

Early Bird Cruise Old Town Alexandria

    Memorial Day Cruise Colonial Beach

    PRYCA Cobb Island Days Cobb Island

    Fourth of July White Point Marina

    Float-In Port Kinsale Marina

    Labor Day Cruise Point Lookout Marina

    End-of-Summer Party Aquia Harbour Marina

    Columbus Day Tall Timbers Marina

    Hardy Souls Cruise Old Town Alexandria

    Santa Cruise Occoquan

    OYC Membership Meetings

    OYC holds Membership meetings the third Saturday in March and October. The Membership Meetings are held at various places due to the fact that OYC does not have a club house. When the actual dates are set, the Board will make the reservations.

Occoquan Yacht Club Event Coordinator's Handbook May 2006 6

March General Membership Meeting

    The Board plans this general membership meeting. The Rear Commodore will ensure that soft drinks, beer (if allowed by the facility), plates, utensils and cups are available for the meetings. Members are requested to bring potluck dishes including entrees and desserts. The Rear Commodore and volunteers should have drinks iced down in coolers and setups available at least one hour prior to the event. The Annual Photo Contest also takes place at this meeting. Award certificates or gifts go to the first, second, and third place winners in five categories: General Boating, People, Animal, Landscape and Photo-shop Art. The Rear Commodore should bring a placard for each category. A designated Board member should also ensure prizes or certificates are available. The Board should arrive at the site in sufficient time to arrange the chairs and tables for dining. The Commodore should prepare an agenda for all in attendance. The Secretary should record the minutes. October Chili Cook-off & Dessert Contest/Election of Officers/General Membership Meeting

    This meeting has evolved into a multi-functional party typically held at the Fairfax Yacht Club. The Board plans this meeting. The Rear Commodore and volunteers should have food, drinks, and setups available at least one hour prior to the event. Tables for the chili should be arranged in an area to which electricity is available. Additional tables for side dishes, condiments, plates, utensils, etc., and desserts will also be needed. The Board should provide decorations (usually available from the shed) and recruit judges for the chili and dessert contests. The Board should purchase prizes and/or prepare award certificates. The Treasurer provides a fiscal report, and the Secretary provides minutes of the previous year's meeting and ballots for the election of the new Board, if necessary. The Commodore should prepare an agenda for all in attendance and announce the slate of Board nominees. The Secretary should record the minutes.

    Events

    For land-based events where the Club provides hamburgers, hot dogs, utensils, plates, condiments, beer, soft drinks, etc., consumption on average per attendee has been as follows:

    1 hamburger and bun

    1 hotdog and bun

    2 soft drinks/bottled water

    2 beers

    Excess soft drinks, beer, and unopened condiments may be stored in the Club’s shed. Anything else should be stored elsewhere or discarded.

    The Rear Commodore purchases all required food, beverages, and utensils, and also arranges for trashcans, ice, and coolers as necessary. The Treasurer is responsible for providing tickets for “50-50” or other raffles at land-based events. The Board will determine

    in advance whether the prize will be merchandise or 50% of the collected cash.

    Finally, the Rear Commodore should ensure that the OYC banner is displayed at land-based events as well as most cruise events.

    Occoquan Yacht Club Event Coordinator's Handbook May 2006 7

Planfest

    The annual Planfest is traditionally held at Oasis on the Occoquan. The Board plans this event and should provide the OYC banner, PA system, pens, event sign up sheets, clipboards, nametags, and markers, and sign in sheets. The Coordinator typically orders munchies type foods.

    The OYC Board customarily presents a draft schedule of events for the membership’s review and comments at the Planfest. At that meeting, volunteer members sign up to coordinate a variety of cruises and land-based events sponsored by the Club and other organizations.

    At the Planfest (and again at the March general membership meeting), Coordinators will collect names of prospective participants on sign-up sheets for their respective events. May Flag Raising Ceremony

    The OYC Board coordinates this event with the Occoquan Harbor Marina, planning for both outdoor and indoor facilitiesthe latter especially important in the event of inclement

    weather. The club provides hot dogs, hamburgers, beer, sodas, condiments, and paper products.

    The OYC Board and set-up volunteers should arrive at the event site at least one hour prior to the event. The Board should provide a P.A. system, boom box and tape of the "Star Spangled Banner." The Rear Commodore, together with Board volunteers, will set up tent, tables, trashcans, coolers, drinks, etc. (Note: Ice is available at no charge from OHM. In addition, the Board should ensure that a 20” x 30” OYC pennant is available. Dickie Lynn of OHM usually stores the pennant over the winter. OHM has traditionally provided the American and Virginia flags. We ask members to bring side dishes and desserts. Weather permitting, this event has been held at the picnic area in front of the OHM office, adjacent to the OHM grills. Three club tables should be set up in a U-shape, underneath the club tent. These hold all of the barbecued food, side dishes, dessert, plates, utensils, etc.

Be sure to start the coals early! It’s easy to get distracted by all that’s going on,

    especially if you’re on the Board and “front-and-center” during the flag-raising ceremony

    itself. If you're on the Board and you're also the designated burger-flipper, recruit a volunteer to start the coals by a certain time, and to start grilling, if necessary.

    Inclement weather. If indoor facilities are necessary, club-purchased beer, soda, wine, etc. cannot be used.

Whom to invite. The Secretary maintains a list of invitees.

    Dinghy Regatta

    The Dinghy Regatta has been held at a variety of locations. This event has taken the form of a Shrimp-fest as well as a potluck. The Club provides paper products and utensils. The Rear Commodore should also bring the club banner.

    The Event Coordinator should arrange for timers, the dinghy, pump, blindfolds, etc., to be available, and distribute or announce race rules on the scene. The Coordinator supervises the running of the races and is responsible for preparation of the award certificates or gifts and their presentation to the winners.

    Occoquan Yacht Club Event Coordinator's Handbook May 2006 8

November Santa Cruise

    The Santa Cruise is the Saturday after Thanksgiving. We escort Santa by (decorated) boat from OHM to the Occoquan Town Dock. This event must be coordinated with the Occoquan Town Merchants Association. Currently the OTMA President is Annette Riley at 703-497-6826 (H) or 703-491-0635 (W).

    December OYC Holiday/Change of Watch Party

    The OYC Holiday Party/Change of Watch Ceremony is coordinated by the Board. This event has been held at Occoquan restaurants, the Fort Belvoir Officers Club, and the Fort Belvoir Community Club. The number of participants has varied, but a typical number has been 20-25% of the member families. The site should be selected based on:

    ; size

    ; location

    ; pricing

    Because so many possible sites are booked significantly in advance, the Board should select a site early and have the appropriate arrangements, including contract and deposit, completed by June of each year. In addition, a contract for the entertainment, e.g., disc jockey, should be signed as soon as possible, and no later than the end of summer.

    Also in advance, Board members will purchase nametags and burgees for the incoming Board. At the Club's expense, the incoming Commodore will purchase a gift for the outgoing Commodore, and the outgoing Commodore will purchase gifts for the outgoing Board. Board members will also ensure that the Bent Prop award and Commodore's Cup are engraved with the recipients' names.

    The site vendor will arrange the actual configuration of the dining room. However, Board members should ensure that the room arrangement is suitable for the event. This includes making arrangements for a podium and microphone, and a table for gifts and awards. Board members will arrange for table decorations and favors, and prepare a program outlining the evening's events for the attendees.

Events Sponsored by Other Organizations

    The members of Occoquan Yacht Club have been very active in events sponsored or supported by the Potomac River Yacht Clubs Association (PRYCA):

    PRYCA Change of Watch

    Cobb Island Days

    Annual Float-In

    End-of-Summer Party

    Other yacht clubs have also invited OYC members to participate in their events. Naturally, the dates of cruises and land-based events sponsored by other organizations are provided to OYC to be integrated into the OYC Annual Schedule. Accordingly, the OYC Coordinators must advise the membership regarding the date and site of these events. When appropriate,

    providing boat dimensions, the Coordinator will collect deposits and make reservations

    power requirements, and any other requested information.

Occoquan Yacht Club Event Coordinator's Handbook May 2006 9

Did We Have a Good Time?

    After basking in the glow of adulation from all participants, the Event Coordinator should prepare a follow-up article for The Daymarker reporting on the event. The article provides

    "closure" to reaffirm to all readers that "we did what we said we would do," gives the cruise or event participants an enjoyable record of the event, and encourages those who did not participate to join in the club's successful outings in the future. In short, the follow-up article is just good PR, inside and outside the club (other clubs get our newsletter).

    [Note: the 2001 Secretary has no record of the items in the following paragraph, but believes this would be a worthwhile endeavor, for continuity's sake:]

    Finally, the Coordinator should prepare a post-event report to go into files maintained by the OYC Secretary for each event sponsored by OYC. The report should include the date of the event, weather conditions for an outside event, number of participants, food purchased (if applicable), copies of all handouts and copies of pre-event correspondence. In addition, the report should include comments that will be beneficial to future Coordinators. Need Help? Contact Information

    2006 Board and Staff

Commodore Sue Thompson 703-440-8114

    Vice Commodore Joe Livingston 540-373-9203

    Rear Commodore Allen Jorsey 703-850-2888

    Treasurer Trish Mattke 703-690-3966

    Secretary Gail Livingston 540-373-9203

    The Daymarker Editor Steve Thompson 703-440-8114

    Webmaster Ned Rhodes 703-741-0861

    Quartermaster Ilona Zsirai 703-476-6717

    Historian Dana Phan 703-249-1033

    Membership Chair Ruth Eisenman 703-491-5179

    PRYCA Delegate Joan Hicks 703-768-4014

    2006 Fleet Captains

Captain John’s Marina Your Name Here

    Fairfax Yacht Club Pat & Harry Croft 703-451-9147

    Hampton's Landing Andrew Kalweit 703-404-0171

    Hoffmaster’s Marina Alison & Chris Rose 703-803-7351

    Occoquan Harbor Marina Linda and Laslo Bozoky 703-590-8440

    Port Tobacco April & Dave DeHanas 301-934-8074

    Prince William Barbara & Larry Freedman 703-830-1826

Occoquan Yacht Club Event Coordinator's Handbook May 2006 10

Report this document

For any questions or suggestions please email
cust-service@docsford.com