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Start these steps 2 weeks before each regatta. For back to back weekend regattas, these steps need to be done right away on Sunday/Monday after the last regatta.
Start these steps 2 weeks before each regatta. For back to back weekend regattas, these steps need to be done right away on Sunday/Monday after the last regatta.
The following steps should be started 2 weeks before each regatta. Each step can be completed by the same person, or by different people.
STEP 1: Complete Current Inventory
STEP 1: Complete Current Inventory
Where: Rowing Center
When: 2 weeks before regatta (Sun-Tues)
Who: 1-2 Parents
What:
Make sure that Bins 1-8 are off the trailer emptied on to the appropriate shelves
Complete the Regatta Food & Supplies Inventory Form >> (this can be done on a phone or computer)
Notify the parent that is completing Step 2
STEP 2: Complete the Regatta Shopping List
STEP 2: Complete the Regatta Shopping List
Where: At home (probably best done on a computer, but could be done on a phone)
When: 2 weeks before regatta (Tues-Thurs)
Who: 1 Parent
What:
Pull up the Regatta Food Inventory Results >>
Use the "Current Inventory" tab and make sure you are looking at the most recent inventory (check the date at the top)
Pull up the Regatta Shopping List for the regatta you are shopping for
Fill in the quantities (in the yellow column) using the "Estimated Number of People" numbers in the second tab (call or text Coach Sue with questions)
2025 - Illinois
2025 - Indy
2025 - Regionals
Contact the parents that will be doing the shopping and tell them what their timeframe is to complete the shopping. Send them a link to the Regatta shopping list (below). The pre-regatta shopping should be done at Woodmans. Fruits, veges and other fresh food should ideally be purchased Wednesday or Thursday prior to the regatta.
2025 - Illinois
2025 - Indy
2025 - Regionals
STEP 3: Shopping & Unpacking at the RC
STEP 3: Shopping & Unpacking at the RC
Where: Grocery Store (shopping can be done at any grocery store for each regatta), Rowing Center
When: Assigned timeframe (the week before the regatta)
Who: 1 Parent
What:
Contact Coach Sue regarding payment method and make sure you have the appropriate payment card
Using the Regatta Shopping List to purchase the items listed for the grocery store and check them off as you purchase them
2025 - Illinois
2025 - Indy
2025 - Regionals
Bring items to the rowing center and unload them placing them in the appropriate areas (shelves in the office are labeled, or place the the refrigerator or freezer)
STEP 4: Regatta Loading
STEP 4: Regatta Loading
Where: Rowing Center
When:
Non Perishables & Equipment: Thursday during practice
Perishables: 1-2 days prior to the regatta OR someone should make plans for refreshing ice if cooler is going to be packed for more than 48 hours.
Who: 1-5 Parents
What:
Parents meet at the rowing center to load for the regatta
All bins should be empty (or mostly empty) and in the office next to the shelves
FILL BINS - Fill each bin using the following information:
Bin Manifest - Each bin as a bin manifest inside the bin - use that as a loading manifest for what goes in each bin
Regatta Shopping List/Loading Manifest - Use the regatta shopping list & loading manifest as your loading manifest, checking off each item as it is loaded, including the equipment needed
FILL COOLERS - Load coolers using the regatta shopping list as a loading manifest
LOAD COOLERS AND BINS ON TRAILER - Load all coolers and bins on to the trailer including any tent bins that may have been unloaded
STEP 5: Regatta Unloading
STEP 5: Regatta Unloading
Where: Rowing Center
When: Saturday or Sunday immediately after regatta
Who: 1-5 Parents
What:
Parents meet at the rowing center when the Utility Trailer arrives to unload
This step can be combined with STEP 6 but it does not have to be
The only times that MUST be unloaded are the coolers
Cooler items should be put in the refrigerator and/or freezer (do not store ice in the freezer - get rid of any ice that is left)
1 parent should take the Dirty Dish bin home, wash all the dishes and return them to the appropriate bin
STEP 6: Unloading Bins & Shelving
STEP 6: Unloading Bins & Shelving
Where: Rowing Center
When: Sunday thruTuesday after regatta
Who: 1-2 Parents
What:
This step can be combined with STEP 5 but it does not have to be
Unload Bins 2-8 from trailer
Unpack items in all bins back on to their appropriate shelves in the office so inventory can be completed
Empty bins should be stacked next to the shelves in the office
PROCEED TO STEP 1 (can be done at the same time as this step, or at a different time)
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