Leading a Lodge Event

Leader Benifits

Après is pleased to encourage event leaders. To this end lodge event leaders stay free "all inclusive" of accommodation and event food and drink provided minimum attendance numbers are met. Minimum numbers are 12 participants for the leader to stay free and 18 for the leader and assistant. Ancillary events are not necessarily complimentary to the leaders and should be separately budgeted for Board approval. Also event leaders each receive a lodge coupon for 1 day's accommodation at the bunk rate for each day of the event, again provided minimum attendance numbers are met. ALEC will automatically permit leader and assistant comp. setting when minimum attendance numbers are met.

Advertising

Advertise your event in the Scribe, on the web and at meetings. Remember the Scribe deadline is the the first Friday after the board meeting (which is the first Wednesday of the month) email:

Pricing

Organised weekends include all food. The base pricing (cost for members) is up to the leader but the accepted standard is:

Base price (members): $30 per day
Guests: Base price + $5 per day
Deluxe room: Base price + $5 per day
Children age 4-13: $15 per day (50% of Base price)
Children age 14-17: $24 per day (80% of Base price)
Children age 18-20: $30 per day (100% of Base price)
Extra dinner: $10 each
Extra breakfast: $4 each
Extra lunch: $3 each

Children of members and guests are priced the same. The $5 deluxe suppliment applies to everyone.

Budget

Apres requires that a Lodge Budget Form be submitted with any Check Request for an advance when the amount needed exceeds $500.

For less than $500 an On-line Check Request or Paper Check Request only is sufficient for a cash advance. Both forms may be printed. Print 2 copies, one for the Treasurer and one for Lodge Operations Director.

Usually the main cost is food. A typical estimate is $12/day/person. For example an estimate for 24 attendees over a weekend would be $12 x 2 x 24 = $576. However any amount is permissible with board approval.

Reservations

Reservations should not be taken prior to Scribe advertising or more than 30 days in advance.
Reservations for part-time attendees should not be taken until the Sunday before the event.
Check that memberships are current from the online members list. Contact: for password.
Please use the on-line accounting program ALEC to enter sign-up names, payment method, bed numbers, etc.
Ask about carpool, bunk choices and chore preferences.
Get the door code of the event month and give to participants.
Payments must be in full before the event, members must pay for guests.
Lodge capacity is 30 including captain and co-captain.
Check Après' cancellation policy.

Waiver

Everyone must sign the Après standard waiver on arrival at the lodge. Use the extension sheet for extra names.

Chores

We now have a self sign-up chore sheet available for your web page. This may be edited by the leader to change, add or remove chores and move signees. Access to the editor is from your ALEC account.

Paper versions are also available here. Print the new window that appears:

2 day weekend single page form
3 day weekend page 1 page 2
4 day weekend page 1 page 2 page 3

Closing Procedure

The captain is responsible for leaving the lodge clean and tidy.

Clean floors and kitchen surfaces, vaccum carpets and empty trash.
Check fire is out and close damper.
Close drapes and close and lock windows.
Remind attendees to take perishable leftovers.
Make an inventory of fridge contents and email to the next captain or

After the Event

Prepare an expense report complete with checks and check request if money is owed using ALEC and mail with sign-up sheet and receipts to the Director of Lodge Operations, currently:

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