Summary of Kick-off Meeting

July 9-11, 2010
Schedule for the Weekend

Friday Night: Packet Pickup
Boat drop off
Warm –up sail
Camping set-up
Dinner @ Club via reservation
Low key social event (bonfire)?

Saturday: Registration
Opening Ceremony
Skipper’s Meeting
First Gun (Goal of 3-4 races)

Sunday: Last Race 1PM
Closing Ceremony 3PM


RHYC Goals for Hosting JO:
- Exposure to YC
- Make Money

JO Goals:
- Broaden base of youth sailing
- Establish JO Events around the country
- Fun & Learning
- Competition

Theme for weekend events: Olympics
- Opening ceremony where clubs march in with club burgee
- Awards ceremony
- Past Olympian slide show
- Formal Closing ceremony with podium for awards

Workgroups
- Registration
- Publicity
- Clothing Sales
- Food: Suggested Owners Diana Georgeson, Jen, and Dan
- Awards
- Sponsorship
- Housing
- Parking
- Fun
- Clinic
- Rain Delay Events
- Safety
- Clean-up
- On-the Water: Chuck Parry

Publicity (Getting the Word Out):
Agreed that we need to commence this activity right away.
Goal would be to find an individual to pull together a marketing plan and execute against it
Brainstormed Activities:
- Update RHYC website
- Send letter to other YC before season ends that includes dates, lodging info, etc. This should include outside of MD (VA, NJ, PA, RI, NY, international?)
- Contact Kent County calendars & website (Connier)
- Target Publications include:
o CBM
o Spinsheet
o CBRYA Website
o Nor’easter
o US Sail Magaizine
o Local Newspapers (Baltimore Sun, Annapolis, Kent County News)
- Consider a human interest article
- Reach out to other sailing programs and class associations

Registration:
Goal: Seemless & Fast packet pickup
How:
- Drive 90% on-line registration
- Start advertising now
- Penalties for late registration
o <2 weeks to event – surcharge of $30
o On-site registration – surcharge of $50
- All waivers should be included on-line (medical, legal, photos). Examples are on the JO website.
- Pick-up tables should be organized by: boat type, last name.
- Bags should be assembled the week prior and should include: program of weekend events and FAQ, welcome letter, Map (Registration, Boat launch, parking, coach boat launch, camping info)
- Separate table for coaches with their own back of info.
- Food sales will be at registration
- Separate Question/Answer area away not part of registration
- Active.com does charge 4.5% of fee
-
Brainstormed Activities:
- Friday night: Reservations at the Club
- Saturday
o Breakfast: Bars/Donuts, Coffee, Juice, H2O
o Lunch: Sandwiches, Chips, Water on the water except for Green Fleet. Will need boats to deliver. Parents can eat at the club
o Dinner: Consider caterer

Sponsorship:
Official Sponsors of the JOs include: West Marine, Active.com, GIL (need to determine what they actually provide).
Brainstormed Activities:
- Sponsors will have levels:
o Gold - $500 (or larger)
o Silver - $250
o Bronze - $100
o ?? - Giveaways
- Sell ads in packet with JO schedule, FAQ, etc . This would cover printing cost & generate some money
- Walgreens – First Aid Kits
- Marinas – Advertise them as slip rentals in Housing guide too
- Local Sponsors:
o Durdings – Ice Cream Trucks
o High Tech Pavilion
o Herr’s
o Pepperidge Farm
o Drink Sponsor?

Food:
Agreed that we should give out wristbands indicating that people have paid for the food
Brainstormed Activities:
- Friday night: Reservations at the Club
- Saturday
o Breakfast: Bars/Donuts, Coffee, Juice, H2O
o Lunch: Sandwiches, Chips, Water on the water except for Green Fleet. Will need boats to deliver. Parents can eat at the club
o Dinner: Consider caterer
- Sunday
o Breakfast: Bars/Donuts, Coffee, Juice, H2O
o Lunch: Sandwiches, Chips, Water on the water except for Green Fleet. Will need boats to deliver. Parents can eat at the club
o Club should plan on snacks for purchase during awards ceremony

Fun:
Brainstormed Activities:
- Olympic Theme
- Dance/DJ Saturday after dinner
- Mini awards at Dinner (winner of Saturday races – see awards tab)
- Ice Cream Truck from Durdings
- Promotional Boat to Sail
- Spectator Boat for Parents ($5.00). Must be licensed captain
- RH Kayaking Co to bring Kayaks for parents
- Island Photo Pics or Ashley Love Videography
- Radio Broadcast live
- TV Station to Broad cast
- Bonfire with Smores

Rain Delay Events:
Brainstormed Activities:
- Olympic themed events:
o Hiking Out
o Tug of War
- Movie
- Slide Show

Food:
Brainstormed Activities:
- T-shirts will be included with registration
- Extra shirts avail for purchase in all sizes
- Consider technical shirts
- Backpacks?
- Hats
- Beach Towels?
- Book Cover?
- Tatoos?

Safety:
Brainstormed Activities:
- Walk around of hazards (lightening, powerlines)
- Lifeguard for pool is a must
- First aid kits
- Consider including Coast Guard Auxilliary to help out
- EMT on-site and on-water (does the club have any EMTs)
- Chaperone for the Dance
- Coaches from other clubs will be assigned jobs to help out
- Hoist
Awards:
Brainstormed Activities:
- JO provide 1-3
- Agreed that we should at least go 5 deep
- Green fleet participants should all be given something
- Sportmanship awards
- Top female sailor?
- Certificate given to winner of each race during Saturday dinner

Parking Lot of Ideas:
Gary Jobson to give awards at closing ceremony
Olympic Podium

Actions:
0906.1 Wanda send Connie Chuck’s email with the NJ YC info on program.
0906.2 Wanda send Connie Cindy Genther’s contact info (Chestertown Chamber of Commerce).
0906.3 Wanda generate email to club soliciting volunteers for event.
0906.4 Find cost of wristbands