AMC Fall Gathering 2016, hosted by the Narragansett Chapter

As some of the member know, our chapter is responsible for hosting the AMC Fall Gathering in 2016. I can not stress the importance of members volunteering for this event. This is an event that all 12 AMC Chapters are invited to attend. We lasted hosted the Fall Gathering in 2006 and it is our turn again.

Our Chapter (and the AMC Joy St. staff) have resources to assist in this event. Many members that were involved in the 2006 Fall Gathering are still active in the Chapter. We will hold the event again at the URI W. Alton Jones Environmental Campus in West Greenwich. The camp has an interesting history. (Do not confuse the Environmental Campus with the Whispering Pines Conference Center which is part of the W. Alton Jones Campus, but across Lake Eisenhower.)

Photos of the 2006 Fall Gathering can be seen in our Photo Album under "Social & Family Events" and additionally here. Does anyone recognize themselves 9 years ago? The original registration page from 2006 has more info on the previous trips and events.

Photos of the 2015 Fall Gathering hosted by the Mohawk-Hudson Chapter at Lake George are in our Photo Album under "Social & Family Events". Photos of our recent tour of the W. Alton Jones Campus have also been posted. The following is a starting timeline of the process to keep us organized and on track. If you think you can assist, please contact our chair Bob Tessitore..

Fall Gathering How-To Timeline
(Download as .doc File)
Table of Contents

• Elect chair or co-chairs
• Recruit a Fall Gathering Committee
• Select Date
• Select Location
• Contact Volunteer Relations Department

• Announce to Chapter
• Delegate tasks
• Hold first planning meeting

• Set budget and prices
• Post event information on your website
• Start PR and advertising
• Set-up PayPal account if you choose to open one
• Hold monthly planning meetings

• Recruit event volunteers
• Draft materials for AMC Outdoors magazine (mid-May final deadline)
• Advertise the Fall Gathering to other Chapters
• Committee Meetings
• Meals
• Collect giveaways/door prizes if desired

• Prep and open registration
• AMC to post live link on homepage
• Continue advertising
• Draft schedule of activities and meetings

• Make signage
• Update schedules
• Continue collecting door prizes (if desired)
• Confirm AV needs with AMC staff and camp facility

• Finalize all schedules
• Confirm event volunteers
• Create volunteer schedule

• Take a deep breath. You're almost there
• Reconfirm all details
• Make sure all signage is correct

• On-site registration

• Evaluations/surveys

Fall Gathering How-To Details

12-18 Months Out (April-October)

1. Elect Chair or Co-chairs

• The Chair of the Fall Gathering Committee should ideally be somebody other than the Chair of the Chapter's Executive Committee. The Fall Gathering Chair should also be somebody who is good at delegating/organizing this event should be a team effort!

2. Recruit a Gathering Committee

• The committee will help with all aspects of planning including finding a facility, registration (if AMC staff if not doing registration), publicity, activities, entertainment, and the budget.
• Give people specific jobs, such as workshops, scheduling, meals, etc.
• If at all possible, ensure that someone on the Gathering committee is a "native" of the facility's locale. Local contacts can go a long way.
• Recruit committee members with a diverse range of skills
• Send members of the Fall Gathering committee to a Fall Gathering hosted by another chapter.
• Contact Chapters who have recently hosted Gatherings. Ask for their advice and materials so you have the latest information.

3. Select Date

• Most Fall Gatherings have been on the 3rd or 4th weekend of October.
• Avoid Halloween and Columbus Day weekends.
• Verify dates of the AMC Board Retreat before booking a location (ask Volunteer Relations Staff).

4. Select Location

• Find and book a facility
• The facility must have the following services:
• Heated rooms that can accommodate at least 100-150 people overnight
• Single-gender bunkrooms (extremely popular with participants)
• A tenting option on the grounds
• Food service for Saturday and Sunday
• At least 8 separate meeting places, able to hold a range of 10-40 people (~15 committees) and one big indoor space (not the dining hall) where everybody can be inside for a forum (large meetings can take place outside if the weather is good)
• Plan a several visits to the facility with as many committee members as can be present.
• Verify the facility's alcohol policy (if alcohol is permitted)

• Scout locations for outings
• Many Chapters advertise widely to get their members to the Gathering for outings, so make sure to find good locations for outdoor recreation appropriate for the season.

5. Contact Volunteer Relations Department

• The contract must be signed by the Director of Volunteer Relations, even if you've already had someone from the Chapter sign it.
• The AMC can provide $3000 in advance-funding (available up to one year in advance) to cover deposits and other costs, which should be repaid following the Gathering. AMC can either disburse the funds directly to the facility or to the Chapter. Contact the Volunteer Relations Department if you need other arrangements.

12 Months Out (October)

1. Announce to Chapter

• Your Chapter Newsletter: Post a notice that your Chapter's turn to host the Fall Gathering is approaching. Request volunteers and outing/activity leaders.
• Post a Fall Gathering announcement on your Chapter websit

2. Delegate Tasks

• Assign people specific jobs and ensure that everyone has a clear understanding of the time-frame of the job.
• Facility (equipment requests, meeting locations, etc.)
• Budget
• Publicity & Advertising (work with AMC Staff)
• Registration (general online registration and on-site)
• Directions and signage
• Hospitality (help people find their lodging, food between meal times, etc.)
• Food (work with facility staff)
• Outings/Activities (subdivide by activity if necessary)
• Secretary (take notes and circulate minutes of meetings)
• Website management
• Preparation of Welcome Packet

3. Hold your first planning meeting

• Schedule monthly planning meetings

9-12 Months Out (October-January)

1. Set Budget and Prices

• Budget: These weekends must be planned to break even.
• Draft a budget and send it to the Director of Volunteer Relations. Expenses should include:
• Printing and mailing costs (unless material is all electronic)
• Supplies and equipment (good signs for meeting rooms and roads, volunteer identification)
• Committee expenses
• Food
• Facility rental costs
• Advertising
• Entertainment/Activity expenses
• Price-Setting
• Based on all expenses, plan registration prices based on a minimum of 70 overnighters and 70 day visitors. (This is a modest estimate based on past attendance, and it may vary if the facility contract sets a minimum number of overnight participants.)
• Ask other Chapters who recently hosted a Fall Gathering for any advice on pricing.
• Except for credit card registrations (or all registrations if AMC handles registration), chapters take care of accounting without going through AMC's accounting office.

2. Start PR and Advertising

3. Hold planning meetings once per month

• After a few in-person meetings, communication via email or conference calls may be necessary in order to ease the burden on committee members.

6-9 Months Out (January-April)

1. Recruit Volunteers

• Core volunteers should communicate clearly and often.
• Give volunteers clear tasks and instructions.
• Get enough volunteers for Friday evening and Saturday morning to help with check-in.
• Get a volunteer shirt or hat for your Fall Gathering volunteers so that guests can easily find someone to help them if they have questions or concerns.
• Have backup volunteers in case volunteers do not show up.

2. Draft material for AMC Outdoors magazine ad, made by Staff (mid-May deadline)

AMC Outdoors
• The Volunteer Relations Department pays for two half-page or one whole-page ad. Chapters may opt for additional advertising at their own expense. Advertising deadlines are two months in advance of the edition date.

3. Advertise to other Chapters

• Other Chapter Newsletters
• AMC staff sends out quarterly updates to chapter newsletter editors and can include your announcement of dates, registration materials, etc.

4. Committee Meetings

• AMC Volunteer Relations will work with departments and committees to determine which will be holding meetings at the Fall Gathering and what their needs are (room size, equipment, etc).
• There are usually 10-15 meetings over the course of the weekend, mostly on Saturday.
• The big challenge for the committee meeting schedule is avoiding conflicts for those who serve on multiple committees.
• Nothing can conflict with the AMC President's Open Forum on Saturday 4-5 PM.

5. Meals

Work out all details about schedules and options with the facility.
Menu
• Simple, hearty food is best. Have trail lunches available at breakfast for people involved in longer outings. Some chapters have offered boxed or trail lunches to all participants, which can save time at the lunch hour.
• Offer a children's meal for the dinners.
• Inquire about vegetarian options.
• If possible, have a beverage station available at all times.
Alcohol
• It is best to have people bring their own alcohol. If you supply alcohol, you become responsible for their personal safety during and after the event.
• Specify if glass bottles are permitted at the facility.

3-6 Months Out (April-July)

1. Prep and Open Registration (unless AMC Volunteer Relations Staff are handling it)

• Set a registration deadline that is one full week earlier than the day you must give final numbers to the facility.
• Registration Form
• Please include the following information on the form:
• If alcohol is not permitted on the Gathering site
• If vegetarian options are available
• A list of contacts who can answer questions about the event; provide a phone number and e-mail addresses (spread the workload around for answering emails so one person is not overwhelmed, have a designated email address for facilities, activities, meals, etc.).
• Put the registration form on your Chapter Website so that people can download it.
• AMC can also put a link to your Fall Gathering website on www.outdoors.org when you are ready. Amcfall.org will be available for each hosting chapter to use for their Fall Gathering.
• Payment
• Checks should be made payable to "AMC".
• If you decide to accept credit cards (Visa/MasterCard) request the name as it appears on the card, expiration date and billing address. Credit Card payments should be sent to Joy St. in batches during the registration period and immediately following the deadline. We have had problems in the past with incorrect/illegible numbers, so as much notice as possible is needed.
• People have been very late to register in the past, so have a plan for how you will handle stragglers. Decide in advance if you will accommodate them or turn them away.

2. AMC to post live link on homepage

• Summit: AMC's intranet can serve your publicity purposes in two ways:
• An announcement can be put on Summit with links to your registration forms and your website so that all volunteers and staff can see it whenever they visit Summit.
• AMC Staff can make use of the bulk email feature and email a Fall Gathering announcement to all Chapter and VMF Executive Committee volunteers.

3. Continue Advertising

• Promote the Fall Gathering to your Chapter members

4. Draft a schedule of activities and meetings

• Schedules
• Make sure you leave enough time between activities for people to get from one place to the next. Leave enough time for dinner.
• Have something planned for Friday evening for those that arrive early and need something to do. Friday afternoon hikes or a Friday night happy hour and dinner are good ideas.
• Sunday AM activities are also good for participants looking for something to do before they head out (hikes, paddling trips, bike rides, etc.)
• The Gathering Committee should include a person or sub-committee to manage the creation and distribution of the schedule for the weekend. It should include:
• Registration times
• Mealtimes
• Meeting times
• Outings/Activities
• Workshops
• Entertainment
• Entertainment
• Each chapter must decide what it wants to offer for entertainment. Many chapters have offered shows like a jazz singer or bluegrass band on Friday night. Some participants arrive late on Friday for early Saturday meetings.
• Chapters should offer entertainment for Saturday night. Events in recent years have included a magic show, contra dancing, a bonfire with folk singer lead sing-along, or local music.
• Facility-Based Entertainment
• Keep in mind that the facility you choose may have attractions like basketball courts or ping pong that people may want to use. Be sure to include that information in the schedule.
• Have alternatives for bad weather.
• Outings/Activities
• Chapters should make the most of the surrounding area to offer bike rides, hikes, paddling, etc.
• Trips should vary in length from half to full-day. Descriptions should include realistic expectations for time of return, gear requirements, and level of difficulty. Be sure to offer a range of levels with more easy options than hard.
• Be clear with leaders about hike return times and be aware of where groups are going. Always have your leaders' cell phone numbers so you can reach them at any time.
• Workshops
• Many chapters include workshops in their schedules. Past examples of topics include yoga, backcountry cooking, gear demonstrations, first aid, naturalist topics, etc.
• Make the most of your chapter's strengths and think about others who may want to present a workshop. Local outdoors stores are sometimes willing to come at no cost to the chapter to present a workshop (and do a little advertising on the side). AMC staff can also offer workshops free of charge.
• Past topics have included wind power sitting policy, AMC's Maine Woods Initiative, and air quality concerns. Volunteer Relations Staff can assist chapters in finding staff.

2 Months Out (August)

• Signs
• The biggest complaint we've had is that the meeting rooms were hard to locate, maps were inadequate, and signs were too hard to see. Since room changes seem to be inevitable, plan to post any changes and assignments clearly!
• A master schedule posted in a central location is recommended.
• Announcements at meals about schedule changes should be accompanied by a visual backup.
• Don't let the facility representative be the main person who will take care of all necessary signage on site. Your group should be responsible for signage.
• Create signs that express the concept of "when things go wrong call these people" for participants when dealing with emergencies, maintenance issues, etc.
• Maps/ Directions
• Make sure there are good maps of the facility.
• Verify that the driving directions make sense. Have someone drive the route.
• If there are detours, delays, or road closures to get to the meeting location, inform your participants so they can be prepared.

• A/V needs
• The most common equipment requested by AMC committee chairs includes easels and markers, screens, extension cords, and LCD projectors. Are there costs for the use of any of this equipment?
• If a facility has everything you want except provision of equipment, AMC committee chairs can cope with that.

1 Month Out (Sept

Month of the Fall Gathering

Day of Fall Gathering

• Have a registration table set up from Friday afternoon through Sunday morning. Stick to your registration times, people will wait.
• Have maps of the facility, nametags, and any revised schedules on-hand.
• Have a plan for managing 'day visitors' including collecting money, spare nametags, spare packets if needed, etc.
• Have a table for information (pamphlets, updates, etc.)
• Have your "day of" registration plan/work flow clearly detailed in writing for volunteers who will be working registration. Go over the paper with them.
• Have a cash box and cash on-hand for last-minute registrations or payment of day-trip fees.

After the Event

• Create an evaluation form or online survey for participants to fill out after the event.
• Share results with AMC Volunteer Relations Department