RockHallFleet.com

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GratitudeYachting.com

Listed here are all committees for the Island Packet Rock Hall Rendezvous and the primary tasks of each committee. Our hope is to fully document these committees for the purposes of organization and planning of future rendezvous.   We also want to continuously improve the process and the event.

Recycle Committee
bulletContact Kent County Recycling to arrange for barrels to be delivered on Friday morning. Contact person is Marty Holden, phone 410-778-7488.
bulletRequest 6 bins and at least 6 bags.
bulletEstablish a committee of 3 or 4 to assist with regular checking and emptying of barrels and replacing of bags.
bulletPosition barrels along back of bathhouse wall only.
bulletGet recycling signs from Fleet Captain. Post signs above barrels.
bulletMaintain recycling area appearance and encourage cooperation.
bulletOn Monday morning, move bags and empty bins to concrete pad near the ice machine for pick-up.

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Clean-up Committee
bulletEstablish a committee of 6 to 8 people to assist.  Possibly assign different people to different events to share the responsibility.
bulletOn Friday afternoon, assign someone to set up the trash cans along the back wall of the bath house and put 39 gallon size trash bags into each trash can.   If there is any chance of rain, move trash cans away from the bath house so they don't fill with water.
bulletStraighten chairs in the tent and dispose of trash and recyclable items after each event – Friday nite pizza, Saturday afternoon workshops, Saturday nite dinner, Sunday nite dinner.  Please check each morning for anything that may have been missed in the dark.
bulletEmpty trash cans and replace trash bags as needed. Take bags to dumpster.   If dumpster is full, put bags beside it.  

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Pizza Party Committee
bulletForm a committee of 4 to assist with advance orders and serving the pizzas.
bulletIn May, mail  Gratitude Yachting Center the pizza order form to be mailed out with registration materials. 
bulletOn the order form, call this "The Eighth Deadly Sin Party," a la Jimmy Buffet's song.  Encourage guests to dress as Parotids. The order form should inform guests that this is a BYOB event sponsored by the Rock Hall and that the slices are quite large.  On the form, instruct guests to mail order forms directly to someone on the committee with checks made payable to that person. 
bulletOn Wednesday the week of the Rendezvous, call Mike at Tony’s Pizza in Rock Hall to order the large large pizzas, eight slices per pie. (22 pizzas were ordered in 1998 and 50 were ordered in 1999, which was about 9 too many.) Get the total payment due at that time.  Phone: (410) 639-****
bulletBuy paper plates (not styrofoam) and napkins in advance.
bulletBring to the Rendezvous a list of number of slices ordered by each boat.   Alphabetize the list by boat name.  Bring 2 copies of the list.
bulletBring two pizza cutters.
bulletPlan to pick up pizzas at 6:45 p.m. You will probably need 2 cars to get them.
bulletPlan to serve from two tables with a list at each table.
bulletFlatten boxes and recycle them at the Sharp Transfer Station, open Sat. from 8.a.m. till 2:00 p.m.
bulletSave receipts for the Rock Hall fleet for reimbursement.

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Dock Master Committee
bulletEstablish a committee of 8 or more to assist on Friday morning, Friday afternoon and Saturday morning.
bulletUse Cathy Beam’s flags to designate each dock a different color.
bulletWork with Madelyn Reni, Spring Cove Marina owner.
bulletUse boat and hand held VHF radios.
bulletGive yellow ribbons to arriving yachts and explain their use during designated Yacht Visitation times – Friday 3:00 – 6:00 p.m. and Saturday 11:00 – 1:00 p.m.
bulletFamiliarize yourself with the dock diagram located on the website.  Print out copies for the committee.

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Gift Bag Packing Committee
bulletEstablish a committee of 4 or more people available to assist on Thursday afternoon immediately prior to Rendezvous.
bulletContact Gratitude to agree upon a suitable time for Thursday afternoon.
bulletAssemble gift bags with pre-printed name tags, hats, tee-shirts by size, rendezvous literature, free gifts and other items.
bulletArrange with Gratitude a time on Saturday morning to pick up and deliver gift bags to the tent.  (Usually 8:00 a.m.)  Arrange for some strong arms to help!

 

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Registration Committee
bulletEstablish a committee of 6 or more to assist with registration Saturday morning 9:00 – 11:00
bulletDistribute gift bags and answer questions during registration.
bulletGive gold stars for the name tags of first timers.  Make them feel welcome!
bulletDistribute and explain yellow ribbons ("Don't hit me with water during the raft-up, please!) and red ribbons  ("Welcome aboard my boat!")
bulletManage Rock Hall Fleet Membership Renewal and dues collection.
bulletArrange for at least 1other person to remain at registration from 11:00-12:00 and another from 12:00 to 1:00 for late registrants.
bulletArrange with Gratitude what to do with registration materials after 1:00 p.m.

 

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 Wine and Cheese Party Committee
bulletEstablish a committee of 4 to 6 to assist Saturday before dinner. Wine & Cheese party is scheduled for 5:00 – 6:00. The DJ will be playing.
bullet2 weeks ahead order 7 dispensing boxes of wine (3 red and 4 white) from Rock Hall Liquors. Ask to have them chilled.
bullet1 week ahead order cubed cheese tray - 15 lbs. with mustard from K-Foods or other supplier.
bulletBuy 10 large assorted boxes of crackers, 1 paper tablecloth, napkins, small paper plates and small plastic cups.
bulletObtain money from Fleet Captain. Pick up chilled wine and cheese trays by 4:30 p.m.
bulletSet up in center of tent, serving from both sides of the table. Keep table neat and replenish supply of wine etc. as needed. Clear table at 6:00 p.m.
bulletSave receipts for Rock Hall Fleet for reimbursement.

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Trophies Committee

 

(see separate document)

bulletCheck with Gratitude Yachting Center regarding total budget for trophies and engraving.  (Usually $600.)
bulletOrder trophies by July 1. In the past, we have used Gerhard’s Engraving Service in Lansdale, PA 215 855-5052, fax 215 855-1864. The contact person is Bill Miller. The fleet’s information is filed there under "Island Packet Rendezvous, Radeen Cochran."
bulletOrder 1st, 2nd, and 3rd place trophies for racing classes listed on Trophy List.
bulletBring an extra long tablecloth for trophy table.
bulletPrepare trophy display before 9:00 a.m. registration begins on Saturday morning. Arrange in order by size. Leave up during workshops, wine and cheese and dinner. Put away safely Saturday night.  Set up again before dinner Sunday evening.   Presentation follows dinner.

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Shuttle Service Committee
bulletOrganize a committee of 4 or more drivers with cars at Spring Cove Marina.
bulletProvide transportation to and from K-Foods parking lot for shopping from 10:00 a.m. to 12:45 p.m. on Saturday. Last pick up at 12:45 p.m., so everyone can attend workshops!
bulletProvide additional shuttle service to town to visit participating merchants who donate door prizes.  Get list of local merchants from Gratitude one week before.

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Race Committee
bulletEstablish a committee to assist with running the race.
bulletObtain race committee boat.
bulletProvide copies of race course for skipper’s meeting.
bulletProvide list of names and winners for posting on the Rock Hall Web Site and for other publications.

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Beer Meister Committee 
bulletObtain key to the beer truck from Gratitude Yachting Center during the day on Saturday. At that time, make specific arrangements for returning the key Sunday night or Monday morning.
bulletOpen taps at 3:00 on Saturday and Sunday. Close taps at 10:00 p.m. or lights out in tent.
bulletKeep taps flowing smoothly! There will be lite beer, dark beer and regular beer.  Maintain supply of cups.

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Nautimart Committee
bulletEstablish a committee of 5 or 6 to assist on Saturday morning at 8:30 and to attend the tables during the day on Saturday, due to missing items in 1999.
bulletSet up 6 tables outside the tent between the trees and the bath house.
bulletMake small signs to tape to tables explaining the hours of the Nauti-mart and the procedure for labeling items and purchasing items.
bulletProvide pens and tags with string and scotch tape for labeling items and envelopes for shoppers to use for putting in their money and the tags from the items.
  (There are plenty of supplies from 1999 Rendezvous.  Obtain from Hayden Cochran.)
bulletLabeling instructions for sellers:  On tag, put name, boat name, location of boat during Rendezvous, price and name of item.
bulletPurchasing instructions:  Place money and tag from item in an envelope and deliver to the seller in person.  Remove item from table.
bulletExplain to sellers that all items must be removed before 5:00 p.m. on Saturday.
bulletNauti-mart opens at 9:00 a.m. and closes at 5:00 p.m. on Saturday.
bulletTurn in receipts for expenses to Fleet Captain for reimbursement.

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Tent and Table Committee
bulletEstablish a committee of 6 or more to assist who are available on Friday afternoon and on Monday after 11:00 a.m.
bulletOn Friday afternoon, set up folding tables and chairs under tent following diagram (separate document).  Annouce around the docks that set-up will be at 4:00 p.m. to get as much help as possible.
bulletFollowing Annual Meeting and Rendezvous Evaluation on Monday morning, encourage everyone to help take down tables and chairs and stack as originally delivered.   Fold tables used for caterer as well. 
bulletArrange in advance with Madelyn Reni, owner of Spring Cove Marina, a specific time after 11:00 a.m. on Monday to assist with taking down tent lights and coiling heavy extensions cords and storing them in her barn.

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Publicity Committee
bulletContact Robin Kurowski at Gratitude to help with new releases, publications for Rendezvous, etc.
bulletWrite a press release annoucing the dates and registration information for sailing and Chesapeake Bay magazines. Submit in time for publication in June issues.

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Microphone and Podium Committee
bulletObtain microphone and podium for use Friday, Saturday and Sunday.
bulletEstablish a committee to make sure equipment is turned off at lights out and that it is protected from rain.

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Dinghy Race Committee
bulletObtain $10 gift or gift certificate for the winner to be awarded by you on Sunday night.  Save receipt for reimbursement.
bulletProvide brief instruction sheet explaining race location and rules.
bulletIf possible, provide starting and finishing horn or flags and some kind of floating mark/marks.

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Seminar Committee
bulletContact possible seminar participants.
bulletExplain format and times for workshops.
bulletSubmit names and topics to Fleet Captain by June 1.
bulletSubmit a brief description of the seminars and the participants to Gratitude Yachting Center by June 1.
bulletMake 2 signs per seminar listing the title and the names of the participants and their boat or company name.
bulletPost signs during registration Saturday morning.
bulletMeet with and assist seminar participants during Rendezvous.

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Mutt Strut/Kitty Crawl Committee
bulletList all IP Pets that will attend the Rendezvous
bulletHave all IP Pets perform tricks and parade at 4:30 Saturday before the Wine and Cheese Party
bulletDonations go to the Kent County Humane Society.

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Door Prize Committee
bulletMeet with Gratitude staff to obtain the door prizes and a list of prizes and donors.
bulletSomeone with a car will help you.
bulletBring prizes and list prior to Sunday night’s event.
bulletDistribute prizes Sunday night after the trophy presentations.

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Children’s Games Committee
bulletBy June 1, e-mail the Fleet Captain and Robin Kurowski a list of children's activities and schedule.
bulletOne week before the Rendezvous, call Gratitude to find out the total number of children between ages 5 and  12 who are attending. This information is on the registration forms.
bulletObtain inexpensive treats and trinkets for prizes.  Save receipts for reimbursement from the Fleet Captain.  (Budget in 1999 was $35.)
bulletOrganize a variety of games, some active, some quiet, some competitive, some not.

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Rendezvous Radio Net Committee
bulletPrepare announcements for Saturday and Sunday mornings at 8:30 a.m.   Arrange with committee chairs to make announcements.
bulletBriefly explain format as used in the Islands.
bulletEncourage radios to stay tuned to VHF channel 78 on low power.
bulletHave fun!

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Rock Hall Fleet E-mail RockHallFleet@yahoo.com
Gratitude Yachting Center E-mail  GratYaht@dmv.com
Last modified: April 05, 2006