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ILLINOIS INDIANS Click here to print a copy in pdf format
BREAKFAST & DINNER
The assigned Local Chapter for breakfast or dinner is responsible
for purchasing their own supplies needed to prepare and serve the meal.
All paper products listed on the inventory list will be purchased
as needed for the outings/rally by the Secretary.
Any specialty items needed for your meal, should be purchased by
the chapter. A count of
members planning on attending an outing or Rally will be available after
the 15th of the month of the outing or Rally.
You should be contacted by the State President or Treasurer on
the numbers. Be sure to
allow 10% extra for late arrivals and drive-ins.
An Expense
Reimbursement Request Form, included in the packet, is to be filled out
and receipts attached. This
is to be given to the State Treasurer and reimbursement of your expenses
will be done before the outing or rally is over.
An inventory of the club trailer as of September 30,2007 in also
included.. Please use what
supplies are available. At
the end of the breakfast or dinner, mark off what you have used and add
to the list any unopened
leftovers that are going into the trailer and give the update to the
Secretary. A new inventory list will be e-mailed each time to the
chapter listed for the next outing/rally.
The Club encourages new menu ideas for breakfast and dinner.
A recommendation of $3.00 per person for breakfast and $5.00 per
person for dinner is suggested.
After meals, wash dishes, sweep and mop kitchen floor and take out the
kitchen trash as needed.
Return all supplies and equipment to the club trailer, unless needed by
the next group.
The Chapter assigned for Parking should have at least two members
on the grounds on Wednesday before the Spring and Fall outing and
Tuesday before the June Rally. Use the parking detail sheets that are in
your packet.
Parkers are responsible to place the following signs—two highway
signs (Illinois Indian Logo and arrow) at the intersection of Hwy.
49 and the road leading to the Fairgrounds.
One Handicap sign (Logo with handicap emblem) to be
placed at the appropriate area.
One Register Here Sign and one WIT Stop Sign to be placed
in front of the first road for camping.
Eight Alphabet Signs—used to identify each row for
parking. Orange Flags—used
to mark each parking area at the front and back of each site.
Each site is approximately 30 feet wide.
These items are found in the club trailer which will be inside
the main building.
Parkers will lead each coach to their respective site and make sure that
the coach is parked correctly.
All coaches are to be parked at an angle with driver side of
coach approximately 3 feet from the orange flag so that when slide-outs
are in the out position they are not beyond the orange flag. If they
wish to park without removing tow car, place them in the last row.
Parkers need to keep a record of each coach that comes on the grounds.
The records should include name, WIT number and date of arrival.
Illinois Indians Parking Placement sheet is in your packet
to record this information.
The treasurer will make up a list of all pre-registered attendees and
will e-mail to the Chapter President before the outing or Rally.
If someone arrives that is not on the list, simply add their
name, WIT number and date of arrival to the bottom of the Treasurer’s
list. This list is to be
turned into the Treasurer at the end of each day of parking.
The list will be returned before the next day of parking duties.
At the end of the outing or Rally (Sunday), all signs, flags, and
canopies (if used during the Rally) should be returned to the club
trailer.
HANDICAPPED PARKING
10 Spaces: front row,
facing the entrance road to the campground.
ROW A
Parking Spaces:
A1—Parking Captain
A2 thru
(amount needed)—Parking Crew
ROW B
Parking Spaces: B1—State
President
B2—State
Vice-President
B3—State Secretary
B4—State Treasurer
If the State Officer is not present, please leave the space
empty.
B5 thru (if needed—Parking Crew)—members attending outing
ROW C,D,E,F,G,H
Parking for the members attending outing
For the Spring and Fall outing use the first 12 spaces in each
row. For the Rally, adjust
if
needed.
During the Rally use C1 and D1 for Area Representatives and any
other National Officers
JUNE RALLY:
Vendors that choose to camp with us and may have another brand of
camper, shall be placed by the shower house.
Electric and Water hookup are available at this site.
COFFEE AND DRINKS
The Local Chapter assigned for Coffee and Drinks are asked to
follow these guidelines:
Coffee pots, coffee, etc. has to
be unloaded from the Club trailer.
All the coffee items are in one large container and we would like
to keep the items in the same place.
Coffee is to be prepared for Friday morning of Outings and Rally.
The small coffee pot is to be
used for water only (for hot tea & hot chocolate).This may be moved up
to Wednesday, use your own judgment.
Directions for making coffee are in the duty book.
Keep pots going the entire day. The night before (starting Thursday
night) prepare two pots of regular coffee and one pot of decaf coffee.
Prepare the small coffee pot with water for tea.
In the morning (about 6:00a.m.) designate one person to see that
all coffee pots are plugged in. Plug two coffee pots into the extension
cord and plug the extension cord into the receptacle. Plug the other
into a different wall receptacle. Place the drink table under the glass
case on the east wall of the main room.
Lemonade and Iced tea are to be prepared for the Outing/ Rally starting
Friday. With the water being what it is, lemonade can be kept overnight
(not mandatory) but tea must be dumped and remade each day.
Lemonade can be “added to”. This may be moved up to Wednesday,
use your own judgment. (We have gallon bags for iced tea) Ice may be
purchased at Casey’s or ask the VP to get the ice for you.
All coffee pots / cooler jugs used are to be cleaned inside and out
before being placed in the Club trailer after worship services Sunday
morning. All “parts” are to
be kept with each pot.
Please do not use our dishtowels to wipe out the inside of the coffee
pots, use a paper towel.
Before placing the supplies back in the large container, update
the inventory list of amounts used and give to the Secretary.
Please make sure all coffee supplies go back in the one large
container marked for coffee and place back in the trailer.
Weather plays a very important part of this duty please, make the
necessary adjustments.
RALLY DECORATIONS
The Local Chapter assigned for decorations for our Rally is to
contact the President to make sure they are going along with the theme
of the event.
The stage decorations must be up early Wednesday morning.
Walls may or may not be decorated.
Do not use staples.
Tables decorated for Saturday’s Rally dinner must be finished by
4:00p.m.
You will be reimbursed by the Illinois Indians for monies spent
for decorations. Attached
is the expense reimbursement request form, please attach all receipts to
this form and give to the Treasurer.
Illinois Indians would like to keep the decorations at no more
than $125.00 , if possible.
However, if you find you are in need of more funds, contact the
President who will take it to the Board for a decision and you will be
notified of the decision.
SET UP AND HOUSEKEEPING
Obtain from the President the arrangements required each day for
meals, general assemblies, seminars, and crafts.
Sweep main hall, entry and kitchen area, as needed, before event
starts. (Wednesday for
Rally, Thursday for regular Outing/Meetings).
Set up table and chairs each day, sufficient for number of
attendees that day and class sizes for crafts and seminars.
At the end of the event, after worship services or if there is no
services after 9:00a.m., place all tables and chairs away from
all rooms; sweep all rooms, as needed.
Chairs are marked A, B, C and must go on the correct
“rack”. Deposit waste and
garbage in drums or dumpster outside the building. Mop entry and kitchen
area, if needed.
Assist in gathering all ILLINOIS INDIANS property and place in
the club trailer. Please
make sure items are placed in the appropriate containers.
GAMES
Please keep the president informed of what you are planning for your
activities.
Included in the duty notebook are rules and score sheets/braket sheets
for Beanbag Baseball, One Hole
Washer Toss, Three Hole Washer Toss and Hillbilly Golf.
Game prizes (or medals) should be purchase for first and second place.
Reimbursement form for expenses will be in the duty notebook.
A recommendation (if
possible) is to start pre-elimination rounds for Washer Toss on Friday.
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