CHAIRMAN'S PLANNING GUIDE Project Name: Annual Seven Springs Ski Getaway

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PLANNIN G

I. Primary purpose:

The primary purpose for this project is to afford an opportunity for Jaycees to get away for a weekend ski trip to Seven Springs in Pennsylvania. The weekend will allow for 2 full days of skiing at one of the top 50 ski resorts in North America, plus apres ski camaraderie. A great way to build relationships, learn and improve skiing skills, and experience the options of slope side lodging with all the amenities.

2. Give a brief description of the proposed project and background information. Follow this with a listing of the specific and measurable goals to be accomplished by this project.

The proposed weekend ski trip is a repeat of last year's trip. The trip allows Jaycees to continue their ski experience, and provides a terrific social atmosphere. The trip is planned for January 8 - 10, 1999.

Package:

Seven Springs Mountain Resort, Champion, Pennsylvania . 2 nights accommodations at the resort lodge . Lift tickets included for the two days of skiing . Buffet breakfast each morning . One apres ski dinner buffet . Last Run Party, cash bar with happy hour from 10 - 11 PM. . Discounts for Ski Rentals and Lessons . All Taxes . Use of Heated Pool . Complimentary Overnight Ski Check

Other available activities: . Sleigh Rides . Snow tubing . Bowling . Game Rooms . Mini Golf

_Bus transportation will be provided through Ski Trips Unlimited and will be arranged separately.

The goals for this project are as follows:

GOAL 1 - To involve 40 Jaycees

GOAL 2 - To involve 5 new and/or prospective members

GOAL 3 - To encourage social interaction

GOAL 4 - To remain within the proposed budget

3. What are the specific manpower assignments?

Ann McG., President (address deleted) (phone deleted) (email deleted) Responsible for overall management of all Chapter projects and activities.

Jim L., Activation VP (address deleted) (phone deleted) (email deleted) Will ensure that ski trip project meets Activation portfolio goals and is conducted in accordance with recognized chapter procedures and policies.

Bill I., Treasurer (address deleted) (phone deleted) (email deleted) Will be responsible for preparing checks necessary to pay ski resort, the bus company, and to assure that there are funds available.

Lisa M., Co-Chair (address deleted) (phone deleted) (email deleted)

Laura J., Co-Chair (address deleted) (phone deleted) (email deleted) Coordinate all aspects of the project with the ski resort, the bus company and other appropriate sources. Will prepare flyers, advertise and promote trip at chapter events, collect participants' money, keep all related accounts, prepare CPG and project notebook.

4. What specific materials, supplies, and resources will be required?

Promotional materials: Newsletter articles, postcard mailers, flyers, and hotline announcements Film and development for CPG, slideshow, etc. Tour packages sold by Seven Springs Mountain resort. A $100 deposit to hold our spot at the resort is due by September 25, 1998. A $50 deposit for each participant is due by October 23, 1998. Ski Trip Unlimited Bus Transportation $200 deposit is due by November 1, 1998.

5. Describe the potential problems and solutions to successfully complete this project.

Potential Problem Inclement Weather

Solution Limited weekends are available during the winter. The trip has to occur. Many non-ski activities at resort. Potential Problem Too few participants

Solution Open up trip to non-Jaycees when appropriate. Potential Problem Too many participants interested

Solution 1st make sure it is serious interest. Than look into arrangements with Seven Springs for additional rooms. If there are enough extra interested parties, look into a second bus. Potential Problem Parking for cars over the weekend. Cars towed in 1997.

Solution Make sure the towing company is notified in advance and a flyer is posted prominently in the windshields of each car instructing "Not to Tow." Potential Problem Some participants want to drive to Seven Springs, therefore get a discount on costs.

Solution Make clear in promotional material and at all events that the ski trip has one price regardless if the person drives him/herself or goes on the bus. This makes it much simpler for the chair people to control the budget. Potential Problem Some participants have problems with an early departure time.

Solution Make clear in promotional material and at all events that the bus will be leaving @ 3:00 on January 8th from Alexandria. The bus will be leaving Seven Springs @ 4:00 PM on January 10th. By leaving at these times it will give all participants ample time to Ski. Potential Problem Confusion regarding Ski's being included in the cost and who is renting Ski's.

Solution Make clear in promotional material and at all events that the Ski's are not included in the cost. Collect money from anyone who will be renting Ski's prior to trip. Let Seven Springs know in advance how many Ski Rental coupons are needed. Potential Problem A participant changes their mind, after deposits have been made. Solution Make clear when participants are registering for the trip, that the deposit is non- refundable. Participants will be responsible for identifying a replacement from whom they may receive deposit.

6. Complete a Proposed Budget indicating all anticipated income and expense.

Proposal for 45 participants

Ski Resort 2 Per Room $232.00 3 Per Room $209.00 4 Per Room $190.00

Add an Additional $5.00 per person for a slope side room.

Must have an average of 2.5 people per room.

Bus - Ski Trip’s Unlimited

$1300.00 Divided by 45 participants = $28.88 round up to $29.00

Miscellaneous Costs

Flyers Donated Film & Development $25 Beer/Sodas/Snacks $200

45 participants X $5 = $225

Total Cost Per Person

Resort + Bus + Miscellaneous

2 Per Room $232 + $29 + $5 = $266 3 Per Room $209 + $29 + $5 = $243 4 Per Room $190 + $29 + $5 = $224

Seven Springs offer Complimentary Packages for Trip Leaders: 1 per 25 paying adults, and 2 per 42 paying adults. Does not include the transportation portion. Project Chairpersons will be provided the option to take full advantage of the Complimentary Packages. No division of the package value will be distributed among the project participants. 7. List the specific steps to bring this project to a successful completion showing planned dates for each step.

Date Proiected Activity to Accomplish Planning 6/98 Submit requested dates for Ski Trip to Seven Springs 8/27/98 Received Confirmation from Seven Springs 9/8/98 Met with Co-Chair to discuss CPG 9/9/98 Called Ski Trips Unlimited to Reserve Bus Transportation 9/13/98 Prepared CPG 9/14/98 Present CPG to Board of Directors for approval 9/15/98 Produce flyer to promote trip 9/21/98 Advertise via Newsletter, Jaycees list, Internet and Hotline 9/15/98 Mail Deposit to Seven Springs 9/28/98 Promote project at Chapter Meeting and start taking deposits 9/98 - 12/98 Promote project at all Chapter activities 10/18/98 Mail 2nd Deposit to Seven Springs 11/01/98 $200 Deposit Due to the Bus Company 12/15/98 All payments due to Alexandria Jaycees 12/19/98 Final Payment Due to Seven Springs 12/19/98 Final Payment Due to Ski Trips Unlimited 1/7/99 Shopping for Snacks and Beverages for Bus Trip 1/8/99 Contact resort for Room Numbers 1/8 -10/99 SKI TRIP!!!!!! IMPLEMENTATION AND EVALUATION

8. Record any revision of the original plan.

Date Description of Revision

All dates remained the same except for the following:

11/10/98 Started discussions with Landmark Plaza, to park cars in same lot as last 3 years. Tried to get confirmation in writing. 11/30/98 Made 2nd attempt to get a letter in writing from Landmark Plaza to park in lot. 12/15/98 Made 3rd attempt. The lady in charge said she did not have time then. 12/31/98 Offered to write letter and have Landmark Plaza sign. They said they needed to check with their legal department. 01/06/99 Talked to Landmark Plaza legal department. Was told that we could not park @ Landmark Plaza. 01/06/99 Called Landmark Mall, asked if we could use a section of their parking lot for the weekend. They said yes (Yeah!). 1/8/99 Shopping for snacks and beverages for bus trip.

_Materials/supplies not planned for:

The cost of a slope side room was $5.00 per person per night. Not just $5.00 per person. There were 5 additional people that needed rides. Therefore we rented a mini-van.

Committee Member Name Karen L. Address n/a Phone n/a Duties: Driver of the Mini-van

9. What changes or recommendations do you have for a future chairman? Overall it was a good, fun and challenging experience. There were a couple of glitches, but nothing that could not be resolved with thought and perseverance.

Lesson # 1 - Always, always get everything in writing.

Lesson # 2 - When disagreements arise, go back to the paperwork that you got in writing.

The Parking Incident, see answer # 8 for issues. On the day of the trip, there was a major snowstorm, we had to go pick up the mini-van, go shopping for the snacks and beverages. We got to Landmark mall just before everyone was due to arrive. The bus was running a bit late. Several people were running late due to the storm. The bus driver said that there was going to be an additional charge if we did not leave by 3:30, which was a half-hour past the time she expected to be leaving. Our paperwork indicated the leaving time as 4:00. Therefore she had no grounds to charge additional. That also extended our available waiting time to 4:30 to wait for those arriving late.

Lesson # 3 - Room Captains are a good thing. Lesson # 4 - Make Envelopes for each room to put all the materials into (Lift Tickets, Ski Rental Tickets, Meal Tickets, etc.).

When you get to the Lodge, you don't want to have to deal with everyone on an individual basis. Assign a room captain for each room. Send everyone else on up to his or her assigned rooms or to the bar. This will get them out of your way, so that you can keep everything straight.

Ski trip went well, lots of snow, lots of fun.

Lesson # 4: Find someway to keep all stuff together in one area, and to make sure it is being watched at all times.

Getting to ready to leave, several busses pull up, several groups start picking up stuff, set of skis disappear. A police report was filed. The skis were found on another bus.

Lesson # 5 - Make sure nobody puts the coolers (directly on the seats of the bus, and that no one sits on top of the coolers.

I know that lesson might sound a little dumb, but it happens. The cushions are supposed to come up off the seats. The coolers are supposed to go onto the metal frame. 2 Seats were broken on the bus. As of yet we have not received a bill for damages, but we will see what happens when we try to use them next year.

10. Give specific and measurable results for each goal established. Describe the impact of the this project on the chapter, individual members and the community. Evaluate your primary purpose.

Primary Purpose: The primary purpose for this project is to afford an opportunity for Jaycees to get away for a weekend ski trip to Seven Springs in Pennsylvania. The weekend will allow for 2 full days of skiing at one of the top 50 ski resorts in North America, plus apres ski camaraderie. A great way to build relationships, learn and improve skiing skills, and experience the options of slope side lodging will all the amenities.

Result: Jaycees had an opportunity toget away for the weekend @ Seven Springs Ski Resort. Freindships continue to grow, several people learned how to Ski, several people improved their skiing skills as well as tubing, bowling, skating and many other fun activities

GOAL 1 To involve 40 Jaycees Result: We had 46 Alexandria Jaycees and 1 Fairfax Jaycees. We had 10 guests.

GOAL 2 To involve 5 new and/or prospective members Result: We had 10 prospective members. 2 Prospective members joined, 2 are expected to join as soon as they graduate from college. We had at least 10 new members.

GOAL 3 To encourage social interaction Result: I realize now that this is not a measurable goal. But everyone talked and had a good time. I guess that is the only way to measure it.

GOAL 4 To remain within the proposed budget Result: The budget had to be adjusted as we gained more people. We stayed within the overall cost of the incoming funds. There was no allocation from the chapter.

INDIVIDUAL - Increased Social and Physical skills.

CHAPTER - Helped to continue activating members. Assisted in gaining a couple of new members. Assisted in retaining other members.

COMMUNITY - No impact on the community.

Complete an Actual Financial Statement. It should include proposed and actual income and expenses.

See attached.