LIL:Retreat Planning
Contents
Retreat! Yay!
Planning for the first retreat for the LIL Group!
Organizing
Someone needs to take responsibility for each of:
- General coordination - sending email about times/places/what to pack/who's doing what/etc.
- Finding a date
- Finding a place to stay
- Finding options for outdoor activities
- Making a meal plan and shopping for lots of food
- Sorting out vehicles (who's driving, when; reserving a large vehicle from fleet services)
- 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:
Time | Friday | Saturday | Sunday |
---|---|---|---|
9-10 |
Food
Sign up for a meal with one person or as a team:
Time Slot | Name(s) |
---|---|
Fri. Dinner | <Your name here> |
Sat Breakfast | <Yay! Cook food!> |
Sat Dinner | <Chef of the weekend here!> |
Sunday Brunch | <Last one!> |
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:
- Get a budget number from Karla
- Make a UCar account: https://www.washington.edu/facilities/transportation/fleetservices/cms/forms/ucar
- Go to the reservation page and update your Driver Profile to add the budget number, if needed
- Make a new reservation: https://ucs.admin.washington.edu/motorpool/UWNetid/newReservation.asp
Organizer note: Everyone who might drive needs a UCar account; it's a good idea to have more than one possible driver. Sign up below!
Driver Name | Completed Driver Training and Van Training? |
---|
Organizing presentations
This requires:
- Checking out a projector and portable screen from the department beforehand.
- This page has a link to the equipment reservation web: http://www.cs.washington.edu/lab/equipment/
- Picking it up from support. The "DaLite 70 inch screen" is the portable one that we used.
- We usually bring the lab projector.
- Making sure those objects + video cables, power cables, and relevant dongles get into vehicles.
- Sending out details about what people should prepare for.
- 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.