PAS Members and Courtney,
In answer to Ted's Question:
The plan is to draw a certain equal number of tickets per half hour time
frame of
*5:30pm, 6pm, 6:30pm, 7pm, 7:30pm, 8pm, 8:30pm, and 9pm*
and only if there are enough items, a 9pm drawing.
Then, eveyrone needs to *pick up their prizes by 9;45pm,* that is the close
of the raffle.
No one needs to be present to win because i will *draw a ticket and tape
it to the winning prize*,
and list their number on a piece of paper on the Raffle table.
If they have to leave early, and they didn't win as of that time, they
don't win.
And if their ticket is drawn at a later time in the evening after they have
left to go home,
their item will be recycled back into the items we might use at the STEAM
event in March
at BMC.
So, the tickets drawn, if anyone is at the raffle table at the time I draw
them, 1) I'll announce what item is being raffled at that time,
and then 2) I will announce the winning ticket number to those standing
there. You don't have to be present to win, but you do have to
be present by 9:45pm to pick up your prize.
This way, eveyrone can attend all the activities of the night, including
getting some time to enjoy the star party outside that night.
Star party ends at 9;45. The Raffle ends at 9:45, and the idea is that
people will leave shortly after that so PAS members and PVCC volunteers can
depart by 10pm.
I'm starting the raffle drawings at 5:30, so we have a few tickets in the
raffle spinner (designed and built by Bruce Wurst for the really cool
raffle we had for David Levy's presentation at the Arizona Science Center
many years ago - I love my raffle spinner).
* The *event begins at 5p*m
* and we are asking that everyone who is a *volunteer* helping out inside
the Aquila building arrive by *4pm for set up*.
* Those helping with the *major setup*, Sam and I are arriving at *2pm* to
go put up posters, provide the table cloths, organize the rooms the way
they need to be arranged, etc. We can use some help with this.
* Guest *Speakers can arrive by 4pm* if they are going to load their
presentation on to the computer for the ease of running it this night,
or *4:30* if they are going to run their presentation on a *USB drive.*
** Telescope Team needs to arrive by 6pm* for driving down and setting up
their telescopes and be done with set up to start the star party at 7pm.
I hope to have signs created and set up to stop people from going down to
the observing deck until 7pm.
*Star Party begins at 7pm.*
I hope to have signs pointing out where we are having activities etc, so
that none of the activities are skipped and eveyrone can find what they are
looking to experience and see on this night.
I also hope to have a list of upcoming speakers and their presentation
times either in paper form on a wall by the Presentation room or on the
electronic board giving times, speaker names and presentation titles.
I dont' know that there will be a list of upcoming activities and their
locations, but I hope to provide a list of where to find the guest speaker
promo tables, and possibly the activities at the other tables in that room
even if that is only a sign on the door to each room.
Activities in the rooms in the Aquila building all conclude at 9pm.
Guest Speakers go till 9;30pm if we have enough to fill the time slots
I think that answers the questions that everyone has sent me, i will post
this to the forum thread so we are all on the same page. Private forums,
for the PAS members to know the set up.
cc Courtney, who is helping me set up the activites indoors.
Before i close this email
NEEDED:
We need to have *2 volunteers* from PAS to help guide the telescope
team *Vehicles
*down to the observing deck
at *6pm to 7pm*
and then again at *9:30pm* to when ever the last vehicle leaves?
This can be someone with or without a scope this night.
And we need to have one of those *volunteers* - or both, if they want to
work as a team, who would like to be* RSVP in charge of the Observing Deck*,
This can be someone with or without a scope this night.
I'd also like a volunteer to be a *Runner for the Telescope Team*. Give
them bathroom breaks during the night. No pay, just recognition in the
newsletter and many thanks for the help.
I need a *Volunteer for the Kids Coloring Korner*, just to monitor that the
kids are sharing the crayons, coloring only on their pages, providing the
needed info for the pages once completed, and picking up their colored
pages when leaving for the night, and who can take photos of the picture
wall and a few photos of the kids at the tables (their backs will be to you
but that doesn't matter) and then provide those photo to me via email. I
haven't had a volunteer sign up to do this yet. Kids corner is from *5pm to
9:30pm. *Please arrive by 4pm for setup.
I'd also like to have a* volunteer runner *to provide any of the
Activities/Demos personnel, PAS or PVCC volunteers, a break from their
activity table during the night, if needed.
*Breaks* will be limited to *10 minutes* tops, please. Go run to the
bathroom or your car, and get back quickly.
All Indoor Runners need to be a BMC by 4pm for discussion of what to do,
and then be there from 5pm to 9:30pm.
Also, i would love to have a few* PAS volunteers *who want to have a table
where by they can do some short *demos* for PAS for the public to enjoy,
about various things astronomy related. Demo people need to arrive by 4pm
for set up, and can leave at 9;30pm after they pack up their props and
return them to me.
I will provide what you need to do the demos, and please do not leave your
items unattended or give them away, they are need for the next bit event
done by PAS, such as the STEAM event in March 2019. I'm thinking of having
each volunteer do one demo but put 2 demos at a table.
Sign up via email to me, very soon.
Everyone from PAS,* please wear your name badge*, if you have one, and are
volunteering in any way at this event.
This is your dress code for the night. And if you are wearing an astronomy
related t-shirt, please only advertise PAS at this event. I will have
plenty of other people doing demos and promo tables from other
organizations and they don't need your help to advertise them.
Thank you all for your assistance... This is a huge event and I need
everyone's participation.
An advantage to bringing someone with you to help out with what ever you
might be doing at this event, is that you have a bathroom break buddy. And
for this, you can take a longer bathroom break which might include walking
around to the various activities and checking out what is there, this
night, take turns at the table. I dont' mind as long as there is always
someone at your table to promote or demo what you are doing that night.
Let's make this the best Celebration of 70 years as an astronomy club EVER!
With your help, we can make this happen.
If you are a member of PAS and you are attending this event for fun, not a
volunteer, you my start* RSVP'ing your attendance *on the site at this link:
http://www.pasaz.org/forums/calendar.php?do=getinfo&e=2541&day=2018-10-11&c=1
I'd like to know you are attending in case weather cancels the outdoor
portion of the event. Drop an RSVP to the above link, today.
Many thanks to everyone. Have a super Week!
We hope to see you at this Celebration!
Terri, Event Manager
--
Good friends are like stars. You don't always see them, but you always know
they are there.
Terri Phoenix Astronomical Society <http://www.pasaz.org/> Event Manager
since 2008
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