[SBU Board] Matt K Comments on Friday Daytime Schedule

[Tim White]

Thanks for the discussion JC.  This one is different and takes some thinking through.

Let's be careful about establishing session start times and a setup show time based on things always going smoothly.  Especially with a Friday morning session in wintertime, we should allow some contingency time in our planning.  I'm still concerned about the risk of variability in rush hour traffic and adverse weather.  We have no assurance, yet, of how many folks will be able to support setup at all, or make it on time.  (I for one will be out of town.  Several board members work and other conflicts might arise for some.)

Delays are most likely to impact the Friday morning session starting and completing on time.  And we shouldn't plan on this session completing any sooner than 3-1/2 hours after its scheduled start time.  

While we're hopeful, we have no good idea how many people will play both Friday morning and afternoon.  We should probably encourage folks to bring a sack lunch if they wish (and store it in the Vasa fridge if they'd like) but expect some will go out to eat between sessions.  As JC notes, eating places are nearby.

All in all, my initial sense (rightly or wrongly) is something like 10:30 / 3:00 / 7:00 or 11:00 / 3:30 / 7:30 (which would presume players who play two sessions will play morning & afternoon and not afternoon & evening), but I'd like to hear from others.  I suggest we avoid the confusion that might arise from the morning or afternoon session beginning on a quarter-hour, especially given the new schedule.

I understood at last week's board meeting that Jenni was taking a look at the fast pairs event.  It would be helpful to get her view on the Friday evening session's timing (and in consultation with Matt) her take on its staffing (she'll need a break at some point and I don't know what ACBL policy might be concerning a TD working three sessions in a single day).

Setting the show time for setup might be best deferred to the Feb board meeting prior to the tournament, at which time the number of folks available to help setup can be understood and factors of rush hour traffic, weather and pre-positioning the trailer considered.

Thoughts?

Tim

 


On Sep 16, 2017, at 11:06 AM, JC Chupack <jc.chupack at gmail.com> wrote:

> I was thinking about this a little bit.  I think these are valid concerns.  We talked a bit about the challenges of earlier setup before we voted.
> 
> Along those lines, I think our start time could be 11am or even 11:15am on Friday, with 3:30pm for the second session.  An 11am start means entries start being sold around 10:15am. Finish time ends up being 2-2:30, which leaves an hour to get lunch, and there's fast lunch options nearby to Vasa, or folks can brownbag at their discretion.
> 
> Last year, we started set-up for the Sweetheart at 11am for a 1:30pm session start, but we weren't actually in the room and getting things going until 11:15 (I have timestamps on my phone for when I took pictures, which was before we unloaded anything).  We had 8-9 people, with a few of those folks arriving late, plus directors.  We were done by 12:30, aside from minor aesthetic things that easily parallel'd with entry sales and director tasks.  And, for the Bothell location, we have to document it and then tear it down before we start, which is not true at Vasa Park.  Plus Vasa Park's kitchen makes Ann's setup easier, IIRC.
> 
> So, for an 11am start, we'd have setup start at 8:30am, which is conservative enough that we have some room if some portion of setup crew arrives late. 
> 
> If we can unload the trailer and/or park the trailer at least on Thursday evening, that might simplify matters, of course. Depends on what Vasa's schedule is?  Could someone check with them to see if dropping stuff off on Thursday evening is an option without incurring additional cost?
> 
> JC
> 
> --
> JC Chupack
> * Find me on Facebook, LinkedIn, Google+, or Twitter: jcchupack
> 
> On Fri, Sep 15, 2017 at 9:32 AM, Tim White <trkwhite at gmail.com> wrote:
> In follow up to our discussion and decision Monday evening to implement daytime sessions Friday of Sweetheart and Sun Tan sectionals, I sought Matt Koltnow's views:
> 
> "With regard to Seattle sectionals changing schedule, I think I understand you're saying three sessions on Friday only? Are the morning-afternoon events one-session or two? I suspect you already know my opinion of the change to Friday. It is hard enough to get set up in time for an afternoon start. Now we will have rush hour traffic to contend with as well, even if the room is set up on Thursday night. Staffing for three sessions adds expense and complexity. I imagine you might get a small increase in overall attendance year over year.
> 
> I don't think I would have recommended this change, but I don't think that is what you're asking me."
> 
> Tim
> 
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