Difference between revisions of "LIL:Retreat Planning"

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Here's an example of a ''really'' great set of possible outings, assembled for 2011:
 
  
[https://docs.google.com/document/pub?id=1gOcd_nda7bjGWESCuckNo7MSJHElG133BXKtyv3WwNw Possible plans (2011 lab retreat)]
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=== Food ===
  
In 2013 (mostly due to the weather), we organized the main outing on the second day and only a short one on the last day. The main outing was a hike/climb of the [http://www.summitpost.org/unicorn-peak/151196 Unicorn Peak]. This involved an approach from 4600 feet to 6971 feet over the distance of 2.5 miles, through several steep snow slopes (40%). Out of 9 people who participated in the retreat, 7 joined the hike. Out of those, 3 reached the level of 5500 feet (after 2h) and 4 reached the summit (after 3h). Total time 5h. Due to bad weather, we did only a short hike on the last day along the river near Greenwater. Everyone participated.
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Sign up for a meal with one person or as a team:
  
=== Feeding hungry roboticists ===
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! Fri. Dinner
For a 3-day retreat, plan on 2 dinners (Dieter almost always does one of the dinners on a grill outside), 2 breakfasts, and 2 or 3 portable lunches (usually sandwiches), plus lots of beer and wine.  The shopping takes 2-3 people a couple of hours; the lab owns a cooler, so we do most of it in Seattle before leaving.
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The shopping takes 2-3 people and a car.  The actual cooking takes Cynthia.
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! Sat Breakfast
 
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<font color="green">'''Organizer note:'''</font> Shopping goes better with a rough meal plan in hand.
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! Sat Dinner
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! Sunday Brunch
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=== Vehicle arrangements ===
 
=== Vehicle arrangements ===

Revision as of 00:12, 26 September 2013


Retreat! Yay!

Planning for the first retreat for the LIL Group!

Organizing

Someone needs to take responsibility for each of:

  1. General coordination - sending email about times/places/what to pack/who's doing what/etc.
  2. Finding a date
  3. Finding a place to stay
  4. Finding options for outdoor activities
  5. Making a meal plan and shopping for lots of food
  6. Sorting out vehicles (who's driving, when; reserving a large vehicle from fleet services)
  7. Organizing presentations (checking out a projector and screen, sending short email about times and subject)


Finding a date

We are going October 11-13.

Finding a place

We're staying here: The Miramar House

Organizer note: We've had good luck with this site: http://www.vrbo.com

Planning activities

The general schedule will probably look something like the following:

Tentative Retreat Schedule
Time Friday Saturday Sunday
9-10


Food

Sign up for a meal with one person or as a team:

Fri. Dinner
Sat Breakfast
Sat Dinner
Sunday Brunch

Vehicle arrangements

We usually rent a van from UW Fleet Services, plus one or two people drive their own cars.

The steps for the UCar are:

  1. Get a budget number from Karla
  2. Make a UCar account: https://www.washington.edu/facilities/transportation/fleetservices/cms/forms/ucar
  3. Go to the reservation page and update your Driver Profile to add the budget number, if needed
  4. Make a new reservation: https://ucs.admin.washington.edu/motorpool/UWNetid/newReservation.asp

UW Driver IDs

  • Cynthia = cmat

Organizer note: Everyone who might drive needs a UCar account; it's a good idea to have more than one possible driver.

Organizing presentations

This requires:

  1. Checking out a projector and portable screen from the department beforehand.
  2. Picking it up from support. The "DaLite 70 inch screen" is the portable one that we used.
  3. We usually bring the lab projector.
  4. Making sure those objects + video cables, power cables, and relevant dongles get into vehicles.
  5. Sending out details about what people should prepare for.
  6. Getting everything back to the department when it's all done.

What to Pack

The places we stay are well-appointed; there's no need for things like sleeping bags. Everyone should, however, bring:

  • Bathing suit / tshirt&shorts / whatever for water.
  • Sunscreen.
  • Sunglasses.
  • Hat, gloves, jacket, hiking shoes/boots.
  • Extra socks. (Hiking!)
  • Usual overnight trip stuff -- clothes, toiletries, medication, etc.
  • A backpack.
  • Appropriate activity clothing (e.g., for snowshoeing, we specified "Gaiters, ski pants, or the most waterproof pants you have.")
  • House shoes.
  • Board games

It's often useful for someone to bring:

  • Bug spray.
  • Aloe vera gel.
  • Road maps.
  • Trail maps.
  • NSAIDs and other minor first aid stuff.