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Ensure somebody has been assigned with event organizational ownership. They don't necessarily have to do anything other than ensure that everything necessary is done. General checklist: * Food and drink (and vegetarians, vegans, allergies) * Heating sources, should food require heating * Cups, plates, cutlery, napkins, and serving utensils * Having an agreed-upon and known location * Transportation to and from * Invite alumni or other guests, if appropriate * Issue periodic reminders of the event (at least one person is bound to forget) * Activities; if kids are coming, it might be worth explicitly assigning somebody to deal with kid-specific activities * Reimbursing expenses ---++ BBQs Determine: * How many people are coming (including kids), and whether they are vegan/vegetarian * Where to have it (the Spanish Banks is close; there are BBQ stations in Stanley Park) * Who has a BBQ * Who can drive or needs a ride Tasks: Allocate to various people: * Barbecue + fuel + cooking implements (separate set of equipments for meat and veggie) * I will bring hotdog and hamberger buns * I will bring veggie items for BBQ for _v_ people * I will bring some meat burgers / sausages for BBQ for _m_ people * I will bring condiments (cheese slices, ketchup, mustard, relish, mayo, sliced tomatoes, sliced onions, lettuce, etc.) * I will bring some king of drinks for _n_ people. * I will bring some kind of salad/slaw for _n_ people * I will bring some munchies (potato chips, nachos & salsa, etc.) * I will bring some kind of dessert for _n_ people. * I will bring some ice (and cooler) * I can give _n_ people a ride to and/or from the site Other Stuff: * We have some paper plates etc. in the lab. But I suggest trying to be more environmentally aware and each bring plates/forks/knives/cups from home for ourselves nevertheless. * Have people bring coolers * Blankets, games (frisbee, beach balls, cooler) Budgeting: These were made up but seemed reasonable (PP-Consp = consumption (portions) per person, PP-Cost = cost per portion) |Item|PP-Consp|PP-Cost|Notes| |BBQ|Food|1.6|| |Drinks|1.2|$0.60|| |Condiments|1|$0.20|Ketchup,mayo,relish| |BBQ|Fuel|$10.00|| |Salads|1|$1.00|| |Desserts|1|$1.00|| |Veggies|1|$0.25|Tomatoes,onions|
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Topic revision: r3 - 2006-08-31
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TerryHon
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