Pre-Event Preparation

Events/Activities begin during the days before the event.  Pre-event preparation is the responsibility of Kaitiaki Matua, although all Kaimahi should help with weather watching and preparations leading up to an event.

PRE-EVENT PREPARATION PROCESS

1. Weather

Observe the weather as follows...

10 days before - Observe the weather using Windfinder.  If it's looking dodgy, maintain observations.

5 days before - If it's still looking dodgy, start considering any modifications to the activity.

3 days before - Still dodgy? Start discussing any modifications with other Kaimahi involved and relay any potential modifications to Admin.  Admin should then update the client with a pre-warning.

The day before - If the dodginess in weather prevails, you can either make a decision to call off the activity if necessary, or wait till the morning to make the final call if there's still a chance to continue.  This decision should be communicated to the client as soon as possible.  Even if you decide to wait till the morning, the client may want to postpone/cancel so they can make other plans ahead of time.

1 hour (minimum) before - Final call for modifications to the event, if it hasn't already been cancelled.  As usual, the client should be informed as soon as possible.

NOTE: No comms are needed if there are no issues.

2. Modifications

Cancellation – when the activity is unable to operate and the client is unable to postpone due to other commitments.
Postponement – when an activity is unable to operate, but the client can reschedule to a later date.
Alternative - when the chosen activity is unable to operate, but the client is keen to chooses another activity we provide
Adjustments – when changes are made to suit the weather or circumstances, i.e. relocation, change of course

3. Role Delegation

Delegate all relevant roles before the event, so you all know what you're doing ahead of time.

4. Equipment

Check all equipment needed is onsite and in working condition BEFORE the event.

Replace or repair any equipment that isn't in working condition.

Prepare equipment for use on event day.

5. Food and beverages

Shopping lists are provided for generic services.  

5. Provisions

Create a list of all extra provisions needed, i.e. food

Procure and deliver all extra provisions onsite

Prepare those provisions by unpacking as needed and setting them up as best as possible.  For example - You don't want to be unpacking a fishing rod and rigging it on the day of the event.

6. Communications

Communication is key to an efficiently run event.  Keep up the comms and keep an eye on comms for any pre-event information.