LOAS 1 2023 Conference Chairs:
Vanessa Rose and Ken Keech
Registrar: Rebecca Armstrong
Youth Coordinator: Kristin Tlili
with full youth staffing and programming
Human progress: Why the Smart Money is on the Side of Long-Term Optimism
with Randall Grometstein
Pink Parlor 10:40 - 11:40am
Take a little time for an afternoon listening session and meditation with music. Be outside with the sun on your face, a blanket and good book, or just you and your ears. There may be a brief discussion about the pieces of music that follows.
Scott Anderson has been an avid record collector and DJ for over 25 years, and is a founder and partner in Public Records, an audiophile listening room and club in Gowanus neighborhood of Brooklyn. He fondly remembers Rudy Nashan and other conferees presenting afternoon music at LOAS in the 70’s and 80’s.
During the week, make announcements that art produced by conferees during the week can be displayed on the last day of the conference.
Work with art workshop leaders to encourage workshop participants to display their creations.
The day before the show, contact Conference Services to make sure that four 6' tall accordion display boards will be brought to the Art Show location on the day of the show.
On the last day of the conference, set up the art show in Newton to run from 3:30 to 6:15.
Take down the display and ask artists to pick up their work to take home from the island.
After the Banquet and the clapping of appreciation for the Dining Room and Kitchen staff, the younger children are usually ready for a change of scene. Traditionally, the children go next door into the Elliot or pink parlor for an activity that lasts 30-45 minutes while the adults finish the testimonials at the Banquet. After the Banquet, the adults pass through the lobby to include their children in the Grand March.
To offer a choice, bring several half-hour videos suitable for ages two through 10. If you decide to show a video, arrange with Conference Services, the day before the Banquet, to provide a TV and VCR by 7:00 P.M.
Ask the Banquet hosts if they have planned musical accompaniment for the children’s recession into Elliot. Light fanfare for the kids can be fun.
The Master of Ceremonies will announce the time, between 7:15-7:30, for the children to go to the lobby. The emcee will then introduce you as the leaders of the after-banquet children’s activity.
Stand in a prominent place for the children to see, and lead them from the Dining Room. Explain to the children that they will spend some time with you until the Grand March passes. At that time, a guardian will either take them on the March or put them to bed. Entertain the children until the Grand March occurs. Then help each child find his or her parent.
Bingo is a popular and fun event that benefits the island, full of cheering and good humor. Expect a turnout of 50 to 60 people of all ages for this very multigenerational activity. The game pieces are usually stored with Conference Services so that the front desk can get them for you on the island.
The game runs on StarBucks, $1 coupons redeemable only at the snack bar. (They must be guarded, as they serve as currency, so don't leave them strewn about your room.) You can get last year's design from the people who did it last year, or you can have fun creating your own. (They fit three on a page If sized similarly to a dollar bill.) Before the event, the Bingo Coordinator discusses the StarBucks with the
Snackies (the Pels who run the Snack Bar) and arrange to give them real cash immediately following the game in proportion to the StarBucks awarded as prizes.
The Coordinator needs to recruit several volunteers to run the event. Several of these tasks could be combined and done by one person, or you can create a large team of helpers.
- A couple of people to sell bingo cards, at $1.00 per card, shortly before the event begins. Be sure the cost is on the chalkboard and is mentioned in any announcements, so no one will be surprised that there is a charge to play. Emphasize that this is an event that offers financial support to the island.
- Helpers to set out bingo chips on each table.
- Someone to "call" the numbers and someone to read back the winning card before awarding the prize.
- A banker to announce what the winner gets for each game. The prize usually starts at a couple of dollars and creeps up to a whopping $10.00 at the end of the evening.
To make the evening more exciting, someone (it could be the banker, or another volunteer) can award random prizes between games. For example, s/he might ask who has a birthday in June, or on the 15th of any month, or who celebrated a double-digit birthday this year, etc. Anyone who answers correctly gets a StarBuck. This spreads out the winnings and makes the event more fun, as it keeps one or two people from raking in lots of StarBucks while others get none. This is a critical role because the prize awarder needs to set a pace of giving out StarBucks so that we do not exceed the dollars taken in from selling cards, and so that the event lasts about an hour without running out of StarBucks.
The children in the Lunging, Cedar and Duck Youth Groups are treated to a Carnival and Field Day on the front lawn of Star. The coordinators are typically young adults who have the energy, imagination and charisma to run such an activity. The Junior High Youth Group (Smuttynose) traditionally staffs the activities under the coordinators’ guidance.
- Confirm the Carnival’s time and date with the Chairs.
- Before arriving on Star, ask the Chairs for the names of the Youth Coordinator and the Leaders of the Junior High Youth Group. Contact the Youth Coordinator to plan the logistics of timing, activities, materials and oversight. Share your conclusions with the Junior High Leaders.
- Ask the Youth Coordinator for the amount of the budget for the Carnival.
- Aim for simple, safe activities that involve crafts, feats of skill and entertainment.
- Consider “spin art,” face painting, soap bubbles, ring tossing, sponge tossing, relay racing, a “fish pond,” fortune telling, and hide-and-seek (and dunk) the Senior Highs.
- Avoid eating, avoid materials, such as latex balloons, that will endanger or clutter Star’s ecology.
- If providing “spin art,” determine if you must bring batteries, paint and paper for the two machines that reside on Star.
Procedure on Star:
- Inform the leaders of the Lower, Middle and Upper Elementary Youth Groups of the Carnival’s date and time.
- Arrange a time with the Smuttynose Group to explain the event, to recruit and train activity leaders, and to possibly brainstorm ideas.
- While training, emphasize that the Smutties should act respectfully and encouragingly with the younger kids and among themselves.
- Explain that Smutties also help with the set-up and clean-up of the Carnival.
- Foster safe practices.
- On the second day of the conference, contact Star’s liaison for Conference Services to determine the equipment; tables, chairs, etc. that Star can provide. The Desk Clerk can guide you to the liaison.
- Publicize the Carnival.
- The Carnival’s traditional closing activity is to “hide and seek (and dunk) the Senior Highs” who come at the end. When a kid finds a Senior, the kid leads the Senior to the ocean for a dunk. Consider substituting or including the Jr. Highs if that works better.
- Have fun!
- After the Carnival, praise the Smutties in a public forum for their service.
For Next Year:
- Immediately after the Carnival, note the successful and unsuccessful procedures.
- Augment this job description with corrections and with a list of this year’s successful activities and their required materials.
- Give guidelines about procedures that do or do not work well.
- Email your notes to next year's chairs.
- Chalk and erasers are supposedly available from the Lobby Desk, put bring your favorite set of colors!
- Arrive on the early ferry, if possible, to post the first day's schedule for conferee arrival. (Notify the LOAS Registrar in order to be on the boat list)
- Complete the schedule for the next day before evening chapel. (The Conference Chairs will give you the next day's information the day before) The back side of the chalkboard can be used to start the next day's schedule and kept turned to the wall until the start of evening chapel.
- You and the Conference Chairs have sole power over what is written on the board. A second board will be available for miscellaneous announcements and postings by others. Erase any unauthorized entries from the main schedule board.
- Stay in contact with the Conference Chairs to note any changes in the schedule that may need to be altered on the board.
- Neatness and clarity count. Artistry is always appreciated. Timeliness is a must.
Recently, a new, neon, removable chalkboard system was used so that the board could be created separately and then hung on the chalkboard. Consider this option as well.
Ask for bell-ringing lessons from an Island Staff member/experienced bell ringer. Your ring should be slow and measured, once every 6-10 seconds.
Bell-tolling times are:
- 5 minutes before Morning Chapel
To ring the chapel bell:
- Enter the chapel bell tower through the door on the north side of the tower.
- Grasp the bell rope and pull down with a firm, but slow, motion until the bell rings once. Release the rope slowly.
- Count to 8 and repeat.
- Do not ring the bell any faster than at six-second intervals, so the ringing bell will not be confused with a fire alarm.
Ask for bell-ringing lessons from an Island Staff member/experienced bell ringer. Your ring should be slow and measured, once every 6-10 seconds.
Bell-tolling times are:
- 5 minutes before the beginning of the Inter-generational Chapel. Check with the Chairs for the schedule.
- 5 minutes before the beginning of Evening Chapel. The time is variable from 9:30 to 10:00 on Saturday through Friday, depending on the evening’s activity. Check with the Chairs for the schedule.
To ring the chapel bell:
- Enter the chapel bell tower through the door on the north side of the tower.
- Grasp the bell rope and pull down with a firm, but slow, motion until the bell rings once. Release the rope slowly.
- Count to 8 and repeat.
- Do not ring the bell any faster than at six-second intervals, so the ringing bell will not be confused with a fire alarm.
Ask at the Front Desk in Oceanic for a list of acceptable flowers and areas where you may pick flowers and greenery for chapel arrangements.
Locate a vase. Vases may be in the chapel under the podium, in the "rope pull room" in back of the chapel, or in the a cabinet by the snack bar. Ask for help at the front desk if you can't find a vase.
Arrange flowers for the first evening's Service.
Flowers may not require changing daily. Since we shouldn’t "over pick" the island, simply freshen the arrangement so that an attractive bouquet is present for each Morning and Evening Service. (Consider that an arrangement doesn’t always have to be flowers.)
The Chief Polar Bear encourages Shoalers to partake of a daily early-morning dip in the ocean. Often, the Chief Polar Bear employs a theme for the week, plus ridiculous costuming, special recognition and prizes for those who participate. For some reason, the Chief’s goal is to spur every Shoaler to participate.
Consider a theme for the week, plus costuming, that draws attention to your mission.
Design a badge to award each Polar Bear. Number each badge in ascending numerical order since Polar Bearing is an evangelical activity that seeks daily converts.
- For those who repeatedly take the polar fling, devise a method - e.g., numerical stickers, color-coded marking - to distinguish their daily progress.
- Since you can award a daily prize for outstanding valor in the category of your choice, or can award several prizes at the week’s end, consider bringing some gag gifts to Star.
Upon arrival at Star, ask the Front Desk Clerk to direct you to Star’s liaison for Conference Services.
- Introduce yourself as the Chief Polar Bear and explain that you will lead the Polar-Bearing at the dock from 7:00-7:45 each morning.
- You might be asked to explain Polar Bearing at the Conference Orientation.
- Explain that the sport is for thermally-hearty swimmers and that people should bring a towel and something warm to wear after the dunk.
- Explain the qualifications for becoming a Polar Bear. Traditionally, a child has been required to enter the water to the neck, whereas an adult has been required to submerge. As Chief, you’re the arbiter of the requirements, depending on weather & temperature, that a person must satisfy.
- Prepare a chart for the names of participating Polar Bears in ascending numerical order.
- Arrive at the dock each morning of the conference, weather permitting, just before 7:00. Greet each Polar Bear, record his or her name, and give a badge when he or she comes out of the water.
- You could ask the Chalkboard Scheduler to update the tally of Polar Bears.
- Remind the Polar Bears that warm drinks are available from 7:00-7:45 on the porch or in the lobby each morning and that breakfast starts at 8:00.
- Last but not least, a Chief Polar Bear leads by example.
Location: Dragon and Kiddie Barn
You will (likely be asked, or you can offer to) participate at conference orientation by announcing that parents will
Meet 15 minutes before the first Morning Chapel to sign up for at least one turn during the week.
A turn will begin 10 minutes before morning chapels and end after the last child is picked up.
Nightly outside the kids’ library on Oceanic 2nd floor, 7:45 - 8:00 PM
Families with children aged eight years and younger are housed in the Oceanic Hotel. Each room with a child aged eight or younger requires a name plate for that child on the door. This is for safety and convenience.
By grouping children in an accessible place, staff (Pelicans) can search more easily for children in an emergency, such as a fire or a storm, that requires evacuation.
Also, the name plates help a Pelican learn the locations of children when he or she provides “group child-monitoring” at a hallway station each night from 8:00-11:00.
Obtain a list from the LOAS registrar of the names of all children under eight years of age who will be staying in the Oceanic Hotel.
Make a name plate (measuring approximately 11” x 4”) with the first name of each child in a particular room.
- If a child is two years of age or younger, include the child’s age on the name plate.
Also, bring blank sign plates to Star in case you must change or add a new sign.
Arrange with the LOAS Registrar for a list of room assignments at Oceanic when you arrive on Star. Check your stock of name plates with the guest list to make sure that your signage is accurate.
Attach the name plates to the appropriate doors.
LOAS has an option to serve clams and mussels during one of the adult Social Hours. Usually, the Chairs, the Provisioner, and the Social Hour hosts concur to offer this event. The Chairs will then recruit a Coordinator to announce, tally participants, and collect the cost of participation.
1) Identify yourself to the Provisioner as the Coordinator of Clams & Mussels.
2) Your job begins on Star once the Provisioner tells you the day that the clams and mussels will be provided.
3) Determine from the Provisioner the cost per person for the clams and mussels.
4) Prepare a sign-up sheet to record a participating person’s name and payment. Place the sheet on the “Sign-up Desk” in the lobby.
5) Announce at Saturday evening's orientation the scheduled day and the price of the clams and mussels, plus the location of the sign-up sheet.
6) You may find it convenient to bring the sign-up sheet to Social Hour for a couple of days and collect payments there.
5) Make a simple accounting of your sales and give the collected money to the Treasurer.
The Final Banquet is a celebration of our week together. The atmosphere is more formal to befit the occasion; decorations in the Dining Room and on the tables, a printed Program (printing a program is optional), a celebratory menu, and the opportunity to dress with more formality.
The Banquet Hosts are the masters of ceremony for the array of events in the Program. These events are a microcosm of the week, invoking the spirit, showing our appreciation for those who work so that we can play, eating with delight, praising athletic accomplishment, honoring our children, thanking the volunteers who give energy and creativity to the week’s success, looking ahead to next year by naming new Chairs, and dancing a march of amazing energy and joy as a testimonial to shared community.
Money is included for decorations in the line item on the budget for Final Parties, ask Chairs or Treasurer how much is available. It’s typically around $50. You can get a reimbursement form on Island from the Treasurer.
Consider forming a small group of helpers.
Plan to provide simple decorations in the Dining Room.
- Avoid helium balloons since helium is illegal to transport on the ferry.
- Avoid small items that will fall on the floor and make it difficult for the staff to sweep up
- If decorating with vinyl balloons, keep them from leaving the dining room. To prevent the balloons from damaging wildlife, deflate all balloons after the banquet and dispose of the pieces off Island.
- Check with conference services to see that flowers will be on the tables. If you would like, you can add additional table decorations.
Produce a Program (again, optional) that is formatted as an 8.5" X 11" folded sheet of paper. Make 150 copies. Place Programs at the tables at every other place setting.
Suitable text for the Cover tells the location, Conference Name, date, Theme, Chairs, and Banquet Hosts.
Also consider putting a graphic on the Cover.
The second page is available for quotations of Star Island wisdom.
The third page lists the order of the Program’s events: Invocation; Clap out the Waitrae; Meal; Clap out the Waitrae, Bakers, Dishwashers, Snackies, the Butter-Cutter, Cooks, Hostess; Children’s Recession to Elliott Hall; Athletic Awards; Acknowledgments by the Conference Chairs; Announcement of next year’s LOAS 1 Chairs; Grand March.
It’s helpful to put the lyrics to the "Star Island Song" on the back page, plus the "Star Island Cheer."*
Produce the Programs off Island. Send a copy to the Chairs, the manager of Conference Services, and to the Head of Food Services.
Once on Island: Contact the Head of Food Services to estimate when the meal will end.
Contact the coordinator of Post-Banquet Child Care to determine how the younger children will recess from the Dining Room. Decide whether or not to accompany their recession with celebratory music.
Contact the leader of the Grand March to discuss the music for the Grand March, and to coordinate the end of the Banquet and beginning of the March.
Contact the Island Music Director to confirm music for the Grand March.
Invite the Minister of the Week to make the Invocation.
On the morning of the Banquet, ask the Dining Room staff when (after lunch) you and your helpers may begin decorating the room.
Review with the Chairs the timing of their portion of the testimonials.
At 6:35 P.M. begin the Invocation with the Minister of the Week, followed by the Clapping of the waitrae into the kitchen and the Meal
By 7:15 proceed with the rest of the program so that the Grand March can begin at 8:00.
Remove decorations after the Banquet and dispose of any waste-paper products off-island.
Discuss locations /rain locations with the chairs. The Party starts after evening chapel and winds down around 11:30. Since alcohol will be served at the party, New Hampshire’s liquor law prohibits people under the age of 21.
The Provisioner orders the food and drink. The party includes alcoholic and non alcoholic beverages and typically the food includes platters of cheese and crackers, vegetables and dip as well as nachos.
Bring great music, tapes or CDs, for dancing at the party. Dancing takes place in the front room.
Talk with Conference Services the day before the party to:
- Arrange the set-up of refreshment tables;
- Arrange the set-up of sound equipment;
- Determine the extent of the cleaning up that Conference Services expects.
- Ask the leaders of the Scholarship Auction to remove the auction items before the party.
- Recruit helpers.
Money is included for decorations in the line item on the budget for Final Parties, ask the Chairs or Treasurer how much is available. It’s typically around $50. You can get a reimbursement form on Island from the Treasurer. Simplicity is the guideline.
Check with the leaders of the Starlight Café to learn if their decorations will remain festooned in the back room of Newton throughout LOAS 2. If so, for LOAS 1, you may use fewer decorations.
No helium balloons are allowed since helium is prohibited on the ferry, and the balloons adversely impact the island and ocean environment.
Arrange the food in the back room near the kitchen.
Stock the tables of refreshments so long as the food and drinks last.
Assign a DJ for the evening.
Tell any remaining revelers just before midnight that boarding for the ferry starts at 8:00 A.M.
Arrange a clean-up crew. For people who don’t want to leave at midnight, recruit them to help as well.
Final Party Facilitator for Senior High Youth Group
Traditionally, the Appledores have a farewell party on the final evening of LOAS. The party starts at 10:00 P.M. and continues until midnight.
The party serves three purposes: it’s an enjoyable closure to the week’s activities; if offers a chance for important farewells for those entering their final year of junior/high school (or going off to college); it gives the youth another opportunity to behave responsibly.
The Chairs recruit the Facilitator to help the Youth Coordinator with food, decorations, oversight and clean-up.
o The Provisioner orders food and beverages.
o The Facilitator brings low-budget decorations to Star.
The Facilitator, the Youth Coordinator, the Appledore youth group leaders, and the Appledores will meet mid-week to plan the party. They will discuss behavioral expectations, food, music, activities, clean-up and curfew.
Usually Brookfield but check with Appledore Youth Leaders
Two days before the party, the Youth Coordinator speaks with the liaison to Conference Services (ask at Front Desk of Oceanic) about the party.
o They make sure the area is available and ready
o They agree on the level of clean-up that is requested from the Appledores and the Facilitator after the party.
On the day before the party, the Facilitator attends a meeting with the Youth Coordinator and the Appledores’ parents to discuss a level of discreet oversight at 45-minute intervals.
o One way to drop in is to ask if the kids have enough food and drink.
On the day of the party, the Facilitator works with the Appledores to offer help decorating the area.
Also, confirm with Conference Services the day before the party where refreshments for the final party should be delivered
The Facilitator greets the Appledores at 10:00 p.m. and turns over the space to them.
The Facilitator, or an adult designee, will help end the party at midnight and will work with the Appledores to put the area in suitable order.
Final Party Facilitator for Junior High Youth Group
See job description for senior high and just substitute "junior high". Recently, a cost saving measure is to combine both the senior and junior high parties, as the individual parties tend to be lightly attended.
Due to COVID the Grand March now takes place on the porch.
- Decide with the Chairs how the march will be configured. Ask to have a couple of minutes at the end of the Final Banquet to explain of the Grand March: The line forms behind the Grand Marshall with Current Chairs followed by the next two years of Chairs. The march proceeds through Elliot to pick up the kids, out through Gosport, and onto the porch. Once everyone is on the porch, switch to Auld Lang Syne with arms crossed and holding hands, then a Star Cheer for next year’s conference. Have someone in the banquet who will cue the Music Director when to play the March and then cue when to switch to Auld Lang Syne.
- Ask conference services to turn rocking chairs sideways and push chairs up to the railing.
- Arrange music and timing with the Music Director.
- Ask someone to sing the new song into a mic that projects onto the porch.
- Make sure the porch speaker system is on and active.
conference. We do this by passing everyone individually as we spiral in and spiral
out. We also have a lot of fun.
There are two versions of the Grand March:
Version I is for the Hotel Lobby. It’s more intimate and has better singing.
Version II is for the front lawn. It can handle a large crowd – children, adults, entire
conference. Don’t use this version unless there’s enough outdoor light. It’s
important that you see faces as the line passes you. For LOAS, at the end of the
banquet, it is usually dusk and beyond – hard to make out faces.
1) Arrange music and timing with Music Director.
2) Have lobby cleared of furniture.
3) Make sure porch speaker system in on and active (so music can be heard when
4) Form pairs (by two’s) led by March leader, this year’s conference chairs and
then next year’s chairs.
5) March around dining hall, thru Elliot (pick-up children), onto porch, down east
porch onto lawn and up the front stairs to enter lobby.
6) Go to the right when entering lobby.
7) Immediately switch to single file. Station someone at the door to make sure
everyone is single file.
8) Spiral in and then out. Use entire lobby space from the piano to writing desk
and front door to snack bar door to make spiral as large as possible.
9) Form single or double line to make a big circle and hold hands.
10) Sing Auld Lang Syne, then a Star cheer for next year’s conference.
1) Follow steps 1 – 5 in Version I, but omit going up the front steps. Stay on the
2) When everyone is on the lawn, switch to a single file, holding hands and begin
the large spiral.
3) Follow steps 8 – 10 in Version I to finish the Grand March.
4) Have someone on the front porch, watching the Grand March, who will cue the
Music Director when to play the music, when to play Auld Lang Syne, and when to
stop for the final cheer.
The Ice Breaker historically occurs after dinner and before the Conference Orientation (note: timing may be different if Conference Orientation is on Sunday). Its goal is to encourage many people to meet and interact in an engaging way. Its real goal is to get people laughing so hard that their endorphins allow them to enjoy making contact with people who stepped on their feet on the ferry without saying, “Excuse me.” Actually, simply getting people to greet each other and engage in a jovial way will be a job well done.
Time: First evening of LOAS from 8:00 to 8:20 P.M. or at social hour - check with the chairs to see what their preference is.
Location: Oceanic’s Lobby or social hour
Choose an activity that causes two distinguishable groups of people to interact with each other.
- Prepare enough material for about 100 people.
- For example, give a member of one group a riddle for which a member of the other group has the solution. The humor comes from the solution’s being incontrovertible but unexpected.
- Or, try a game that has a pair of people finding a solution to a puzzle by question-and- answer. E.g., a player has an historical person’s name on his or her back and must ask another player questions to determine the identity.
Design the props so that people will know whom to approach.
Keep the cost of materials below $10 unless you wish to donate materials.
Write clear directions and test them on a few people off island. This experimentation will help you determine timing, since it’s important during an ice breaker to keep a dynamic pace.
Welcome the participants promptly and explain that the game will last for about 10 minutes.
Read the instructions and start the game.
At the appointed time, stop the interaction.
This Service helps teach the tradition of Evening Chapel Services on Star Island, so that the youth will grow to appreciate this wonderful ritual.
1) Plan a short evening Service, of 15 to 20 minutes, that would be appealing to all ages. You may include stories, songs, live music and a message.
A well-planned interactive component, such as a conversation, an invitation to contribute, movement, song, or simple crafting of a communal symbol can be very engaging.
2) Arrange at the beginning of the week to have Star’s Music Director play the Chapel’s organ, if desired. You may also invite volunteer musicians to participate.
3) Let Conference Services know that you want the chapel lanterns lit and ready for a 7:15 P.M. Chapel Service.
4) If you would like to have flowers, contact our volunteer Chapel Flower Arranger.
5) The bell’s ringing helps to make the silent procession special for the youth.
6) Meet the families at the east end of the porch at 7:10 P.M. to explain the tradition of carrying lanterns silently to and from the Chapel while the bell rings. Set a tone of reverence at this point. Remind the participants that each of them and each lantern brings light to the Chapel.
7) On the afternoon of your Service remind the various helpers; Pels with lanterns, the Bell Ringer, the musician(s) that the Intergenerational Chapel Service will occur at 7:15 P.M.
The Intergenerational Karaoke Night is a wonderful opportunity for people of all ages to get together and get their groove on. It usually takes place earlier in the week in the hour before kid bedtimes.
As coordinator, you can prepare by:
1) Communicating with conference chairs and hotel conference services regarding the day, time and location for the activity (it is typically slotted for Sunday evening 7:30-8:30pm in Brookfield)
2) Communicating with conference services about the optimal way to play music in the confirmed location. Confirm the request for sound equipment to be set up.
3) Prepping a playlist of upbeat dance songs that appeal to many generations (approx. 60-90 min. worth -- ask friendly adults or teens to DJ for you if you are not feeling savvy in this regard)
- Announce on game day at lunchtime that there will be a Parent/Child Kickball Game. (You can decide the teams in whatever way suits you: parents vs. children; moms & sons vs. dads & daughters; sorted shoes on sight= mix of adults and kids.)
- Emphasize that this is a PARENT-child game, and parents must participate if their child or children plays.
- Gather your crowd at the ball field. (Sort out the teams based on who shows up!)
- Have clear rules and go over them with all players! (The "three out" traditional way of play can be ditched for the "everybody kicks and then the next team is up" form of play.)
- If you are going to keep score, make it clear from the beginning and keep to the rules set out at the beginning. If this is a "just for fun" game, make that clear too.
Upon arrival on the island, check with Conference Services Coordinator to let him/her know the date and time of the bonfire. The Conference Services person usually sits on the bench by the Front Desk for 15 minutes before every meal.
Request marshmallows and sticks.
Arrange for someone to lead songs (playing a guitar?). The island Music Director may be able to help you identify someone to lead the singing.
Make announcements. Remind people that children must be accompanied by a parent or guardian.
The Island staff will let you know if the location of the bonfire will have to be moved at the last minute, due to wind conditions of if it will need to cancelled. If the bonfire does have to be cancelled due to weather conditions, plan to have a sing-a-long on the front porch.
At the bonfire, welcome people, supervise the distribution of sticks, introduce the singer, and, at the end of the festivities, announce that it is time to go (the bonfire usually lasts about an hour).
Although Conference Services will be there to set up and light the fire, please tell him/her that you will be the designated person to put out the fire. You must be present until the end. After the fire is put out, let the Front Desk know. The night crew will double-check the fire pit later that evening.
Early morning beverages are for early risers: birdwatchers, polar bears, wake-up singers, etc. The station is located on the front porch of the Oceanic Hotel.
This role is evolving from the description below. Check with conference services to see how it’s being done this year. A friendly face or two at the coffee station who can keep the area straightened up will be helpful.
Conference services provide Pelicans with preparing the station, replenishing coffee and hot water, and removing the station later. Supervise serving hot beverages: coffee, tea, and cocoa each morning from 7 - 8.
Make sure you have baskets, signs for dirty and clean spoons, and signs for the different milk products. (Note that it is better to have labels on the containers as they get shuffled around.) Check for trash cans and point people to the recycling bins.
Let the Pel know if you are running low on anything - let them know that we go through a lot of cocoa packages! If you are running low, go to the front desk and have them alert the Pel. (some early morning Pels are more on the ball than others.)
Keep the station as neat as possible by cleaning up and wiping spills. The Pel can provide you with rags for this purpose. Supervise youngsters who need help. The hot water is very hot! Watch where they put the dirty spoons. Advise them on how to clean up after themselves.
A separate small table for the cocoa will help things move along more smoothly.
When the breakfast bell rings, it is time to close up shop for the morning. The Pels will clean the station up.
The Musicale is the presentation of a musical evening on Star, reminiscent of Victorian times. It occurs in the Lobby of the Oceanic Hotel, itself of Victorian vintage. The tone is refined, usually featuring trained musicians.
Check with the chairs to find out which day the Musicale will be held.
When you arrive on the island (or before), contact Star’s Music Director to discuss auditions and plans for the Musicale.
Post an Audition Sheet on the Lobby’s “Sign-up Table.”
- List the time of the Musicale.
- List the time of the Auditions.
- Number the sheet with 15 blank slots.
On Saturday evening at the Conference Orientation, announce the Musicale.
Describe the Musicale as an opportunity for musicians to share their talents with us.
Tell interested people to sign the Audition Sheet and attend the audition, bringing any necessary sheet music.
On the day of the musicale, discuss with Star’s Conference Services representative, available on the bench near the Front Desk for fifteen minutes before each meal, preparations for the Musicale.
You may need one or two microphones with the sound system, music stands, and a couple of stools.
Chairs must be arranged for the audience.
Find someone to lower and raise the lights at the performance on your signal.
The Musicale presents a range of abilities, from enjoyable parlor music to polished performances.
Offer positive evaluations.
For a Shoaler whose presentation is not suitable for the Musicale, having a different tone, you can suggest that the Talent Show or the Starlight Cafe may be a better venue.
Take care not to duplicate presentations that would be in the Talent Show.
Measure the duration of each presentation so you can predict the length of the program. The program is about an hour in length.
Develop the program with balance and variety from one presentation to the next.
Present any children at the beginning of the program.
Ask the performers to gather in the Pink Parlor at 7:45 P.M.
At 8:15, lower the lights and wait briefly for the audience to become silent.
Welcome the audience.
Introduce each performer enthusiastically, telling the person’s name and the musical selection.
Close the performance by thanking the audience and the performers.
- Ask audience members to help return the chairs to their appropriate places.
The goal of this half-hour tour is to introduce the New Shoalers to the major buildings and landmarks that they will need to know at the beginning of their stay on Star.
· Before arriving on Star, ask the Chairs or Registrar for a list of New Shoalers.
· Ask the Desk Clerk at Front Desk in Oceanic Lobby for copies of the Star Island map for each New Shoaler.
· The New Shoalers will have been instructed in the Chairs’ Letter to New Shoalers to meet at the “Island Tours” sign on the East Porch at 4:00 P.M. (or whatever is the assigned time).
· Introduce yourselves as the Tour Leaders. Ask the New Shoalers to introduce themselves to the group.
· Distribute the maps and begin your tour of the nearby buildings, meeting places, and landmarks. Explain that the far-flung points of interest await their exploration—with a companion—on another day, if they choose.
· Explain basic traditions—like the silent walk to and from Evening Chapel, customs of the week like Social Hour, the Musicale, the Pel Show and the Talent Show—that aren’t discussed at the upcoming meeting with the Star Island Manager.
· Ask if each New Shoaler has found his or her Old Shoaler contact. Help those who have not yet met their Old Sholaers to find them.
1) Try to pair New Shoalers with Old Shoalers who have loads of experience and many friends at Star. Choosing Old Shoaler contacts who are, for example, past Chairs, would be very effective in getting newcomers connected socially. Whereas New Shoalers will naturally gravitate to other conferees having common interests (e.g., kids), having an Old Shoaler contact who is steeped in the society and traditions of Star will broaden the New Shoaler’s experience.
2) Ask the Registrar or Chair for a list of the LOAS conferees who are (1) New Shoalers attending without Old Shoaler family members, and for (2) Old Shoalers who indicated on their registration forms that they’d be happy to contact New Shoalers.
3) Phone or email the Old Shoalers and ask if they are still willing to befriend a new person or family. The tasks of the Old Shoaler contacts are:
- to answer questions that the New Shoaler(s) may have;
- to meet the New Shoaler(s) at the dock in Portsmouth—helping compensate for the overwhelming atmosphere of “someone else’s family reunion” that the New Shoaler(s) may feel;
- to dine with the New Shoaler(s) on Saturday evening, meeting outside the dining hall at 6:25 P.M. to enter on the first bell, and to find seating before the others rush in.
4) Give the name, phone number and email address of the New Shoaler(s) to a participating Old Shoaler contact, asking him or her to get in touch soon after you send a letter of introduction to the New Shoaler(s).
- As the coordinator, it could be helpful to review the dates of birth and connect people whose ages are within a decade of each other.
5) When you have assigned a New Shoaler to an Old Shoaler contact, quickly send a letter of introduction to the New Shoaler to:
-introduce yourself as the Coordinator of New Shoaler—Old Shoaler Contacts;
-introduce the Old Shoaler contact by giving the name, phone number and email address—explaining that the Old Shoaler should be in contact soon.
The position of Porch Bell Ringer is one of delegation. You could literally go through the entire week without ringing the bell yourself as a flock of kids will be asking you if they could ring the bell!
Coordinate with the Chairpeople and the Conference Services Coordinator to determine the schedule of events that will require ringing the bell.
You can create a sign-up sheet if you choose, but remember that you will be working with small children, so planning anything can be challenging. It might be easiest to choose your "ringer" at that moment.
- Bell strikes will be single, sharp, clear strikes.
- Mealtime bell strikes will be instigated by the Island's Hostess. Only she determines that it's time.
- Mealtime bell strikes HAVE to have a warning called out, loud and clear, to warn of the loud noise. A great way to get the kids involved: “3 - 2 -1 - BELL” followed by “1 -2 -3” Ring, for a 3 second pause before ringing the bell one time. It’s important to give folks time to cover their ears.
Check with chairs as to when they would like the road race to be held.
Announce the race at Orientation on the first day.
A good form of competition is, not the fastest, but the runner who most accurately predicts his/her time. Two laps seems like a good distance.
Can give awards for youngest and most senior runners, etc. You may want to prepare certificates or ribbons to award.
Have participants sign up at writing desk in lobby.
Print numbers on 8-1/2 by 11 sheets that say "LOAS ROAD RACE" and attach to runners’ jerseys with safety pins.
Request one or two pitchers of water, with paper cups, from Conference Services.
Record runners’ predicted finishing times.
You will need two people at the finish line to identify runners, read the stopwatch, and record times. Consider whether you will need help to hand out cups of water.
Announce the winners at the Final Banquet and bestow certificates/ribbons.
You will be responsible for organizing and running the silent auction, the proceeds of which go into our Lee Reid Scholarship Fund. The first thing you will need to do is contact all of the conferees. This can be done in a number of ways. You may mail a letter to everyone, you may send a group e-mail to all of the conferees, you can ask the chairs to include your information in the letter they mail to the conferees in July, or you can do any combination. It is critical to have the conferees think about what they want to donate or make for the silent auction before they leave for Star, otherwise, they will not be able to participate.
Before you arrive on Star, you will need to make copies of a bidding sheet. The bidding sheet should contain the following information at the top of each sheet:
Name of item, donor of item, starting bid, and the minimum increment for bids.
Then make four columns down the length of the sheet: bidder name, amount of bid, bidder name and amount of bid.
You will need to bring the following items with you to the island:
Bidder sheets, pencils, tape, push pins and any material you wish to use to decorate the tables which will contain the auction items.
The auction is usually set-up in Newton front, however, check with the chairs to see if they have a different location in mind.
At the orientation on the first night, introduce yourself, tell people how to get their items to you, when the auction will begin and when it will close. In the past few years, the auction has been closing at the end of social hour on Thursday night. The auction used to close at the end of social hour on Banquet night, however, people found it was difficult to get everyone to pay and hand out their items, get to the banquet on time and then they were spending Friday evening tracking people down to pay and give them their items.
If you have one really nice item, you could consider holding a separate raffle for that item. If so, plan on bringing raffle tickets with you and also check with the donor to see if they are agreeable with the idea.
On Thursday night, have the social hour hosts announce when the auction will be ending. At the appointed time, go around and circle the highest bid on each sheet. Have a table set-up where the highest bidders may pay you. You an accept either cash or checks made payable to "LOAS". Turn the money over to the treasurer.
Keep track of who owes you money and who has not picked up their items. Sometimes people will pay during social hour and forget to pick up their items before they go to dinner. All auction items need to be out of Newton by the end of the banquet so people can begin to set-up for the final party.
Pel/Conferee Annual Game
Near the end of the week, there is a softball game played on the infamous Star Island Softball Field between the Conferees (who choose to play) and the Pelicans (who are young, cut and play together all summer). The Softball Coach is to field a team and to try to win.
Decide if you would like to hand out a Trophy for MVP and if so, bring it with you (past awards have included the Game Ball, singed by all players, Golden Gloves, Silver (mini) Bats, Certificates and Starbucks.
Announce at the Conference Orientation that we will need conferees to field a team to play softball against the Pels. Putting a signup sheet on the writing desk allows players to sign up. Here is a downloadable PDF file for the sign up sheet: Softball Sign Up Sheet
Suggest players be at least age 16 (because of past injuries).
Set up practice days (usually 2 to 3) in between other afternoon events. Do it early and make sure it shows up on the chalk board. Check with the Chairs to make sure there are no conflicts. (One suggestion is to have practices at 4pm on Monday & Wednesday and have the game on Thursday or Friday).
Play softball against the Pels and win or lose with dignity, grace and good humor.
Report the score or major accomplishments at the Final Banquet. Present the MVP award and if desired, congratulate/console the Pels (especially if there is a large LOAS component).
The setup of the team is your decision and who you pl;ay and when is all up to you. here are some of the structures that have been used in the past:
Limit the amount of players to 20 to field two 10-person teams. They can alternate innings in the field or you can mix and match. With this, you then can bat all 20 in one batting order. PRO: very easy to manage, everyone gets lots of playing time. equitable. CON: Hard to win. Some may be upset they cannot play.
Allow for any amount of players and you can either set up one batting order, or if ambitous, you can bat 10 people and substitute as desired. PRO: Easiest way to get the best players on the field and in the batting order. Best chance to win. All can play. CON: Can certainly be unequal, as better players will play more. May get hurt feeling if someone does not play, or play enough. Much harder to manage.
Parent/Child Softball Game
The Coach is also responsible for a Parent/Child Softball game mid-week. This game does not always happen, depending on the schedule, but the kids LOVE it! Here are some specifics to help make the kids' game energetic, safe and fun.
For the Parent/Child Softball games, choose one of the non-practice/play days (i.e. Friday if the adult game is Thursday).
Make an announcement a few days before and make sure it show up on the chalkboard!
On the day of the game, the coordinator will decide (depending on who shows up) on team compliments and rules (children vs. adults, but the adults swing opposite, varied mix of both, adults can't play with gloves, etc. use your imagination).
It is recommended that the coordinator not play on either team, but be a constant pitcher or umpire. Disputes WILL occur and there needs to be one adult as the final word.
You may, at your discretion, offer some sort of prize to the winning KIDS, like Star Bucks or such. Check with the Chairs for options.
Emily Jones, LOAS I Annual Fund coordinator has written up a full description of the Coordinator’s duties along with some suggestions. You can see the GoogleDoc here!
The Annual Fund Conference Volunteer serves a one season term that begins with appointment by the conference chairs in early spring. The Volunteer is asked to attend an orientation and training conference call in April/May. Following the group call, the Star Island Director of Development will coordinate with Annual Fund Coordinator to schedule a one-on-one call to strategize the LOAS I conference. When on island, the volunteers tailor a basic set of requirements to the needs and culture of the conference. Following the conference volunteers are asked to send a follow-up reminder communication. In the final two months of the year the volunteers may be asked to personally contact anyone in the conference who has given in the past but not yet in the current year. All materials needed will be provided by Star Island Corporation (SIC). Below are the responsibilities for each time of the year.
Before The Conference
· Sign a confidentiality agreement (provided by SIC).
· Schedule an initial orientation/training call with Peter Squires, Star Island Director of Development at least 6 weeks prior to the conference (30 minutes). The purpose of the call will be to review results from the prior years, set goals, discuss plans and to answer any questions. If only the lead annual fund volunteers can attend this initial call, that is fine!
· Identify and confirm additional annual fund team members as appropriate with assistance from conference leadership. Note that each conference is different – some have a large team, and others have only a few volunteers. For a large conference, it is best to have a minimum of eight people to split up tasks during the week.
· Send pre-conference email(s) to shoalers based on discussion with Peter to encourage making your gift before arriving on-island, plus informational reminder about what Annual Fund is.
On Star Island
· Meet with Peter early in the conference week (Saturday or Sunday). You and your team will be given all necessary materials (annual fund buttons, gift reply slips, reports as needed and any other collateral materials) (30 minutes).
· During the week, volunteers will hand out annual fund buttons to those who have donated, make announcements about the annual fund as appropriate, make specific asks if that is the determined strategy for the conference, and potentially staff a table in the lobby to promote the annual fund and answer questions. Different volunteers can staff a table at different times/days, and it typically only takes about 30 minutes before or after lunch or dinner.
· Track total % participation or % of on-island goal on the Tucke-o-meter with assistance of SIC staff.
· Note that SIC staff is available throughout the week to assist and answer any questions or help with tasks!
After The Conference
· Post-conference – if time and willingness, send thank you emails or notes to donors with assistance from SIC staff.
· November/December – if possible, send follow up emails to conferees (administrative duties will be managed by SIC staff including drafting the emails and sending them out).
The Talent Show is an opportunity for Shoalers—both youth and adult—to entertain us. The Show is traditionally a high point of the week.
- Announce early in the week that there will be a Talent Show on a given night, starting at 8:00 P.M. Describe the customary range of entertainment.
- Remind people that there are several venues for performance at LOAS 1. Suggest that—to prevent the Show from being too long—if people choose to entertain at the Musicale or the Coffee House, they could consider giving others the first chance to entertain at the Talent Show.
- Announce the “try out” times a couple of days before the Show.
- Place a sign-up sheet for “try outs” on the Writing Table in the Lobby.
- When reviewing potential acts:
- Encourage brevity.
- Try to use everyone who wishes to perform.
- Stress appropriateness.
- If someone hopes to perform something questionable, ask him or her, “Would you want your parent to see this?” or “Would your parent want to see this?” This applies to both youths and adults.
- Tell adults that 10-year-olds will probably remain after the “intermission” that allows younger kids to be put to bed.
- Although props are the performers' responsibility, make helpful suggestions.
- Coach a performer if guidance will help.
Help from Star’s Conference Services:
- Meet with the staffer from Conference Services to discuss how Star’s resources can support the Show.
- You may require help with the sound system, stage lights, and props.
- You may need Star’s Music Director as an accompanist.
- Ask for drinking water and cups backstage for the performers.
Help from Volunteers:
- Ask someone to work the curtain. Usually, a teen does the job.
- Ask someone to work backstage to cue the sound system so that any intended recorded music plays soon after an act is announced. Have the Sound Person MAKE SURE the music is cued up on whatever device they have.
Arranging the Show:
- Limit solo acts to three minutes. Allow a bit more time for group acts.
- Tell the performers to prepare and to await their turns in the Sandpiper Room, across from the Press Room.
- Arrange for younger children to perform first while sequencing the types of their performances for enjoyable pacing and variety.
- Tell the first few performers to arrive early and be in place for a prompt curtain time.
- Post an Order of Performance in the stage’s anteroom (Press Room) so that participants know when to perform. This will limit unnecessary conversation.
- When time, announce a 10-minute break for parents to put young children to bed.
- Have an Interlocutor entertain the audience between acts that require a longer time to set up.
- End the Show at 9:45 at the latest. The Evening Chapel is at 10:00 P.M.
Star Island has the custom of waking the conferees each morning with a roving band of singers.
On your arrival at Star, see the hotel’s Desk Clerk.
Ask for the cache of wake-up songs. Choose six songs - one for each morning on Star.
Also ask the Desk Clerk to mark a map of the Island with your "wake-up route." Take particular care to note the areas to avoid. For example, do not go to areas where Pels are sleeping.
Make a short announcement at dinner on day of arrival.
Explain that you are recruiting a chorus to sing the conferees awake each morning.
Tell recruits to meet you in the hotel lobby each morning to learn the day’s song.
Meet for the next five days at 7:00 A.M.
Meet at 6:40 on the final morning, since breakfast is at 7:15 and boarding the ferry starts at 8:00 A.M.
Before teaching the song in the morning, gather the following information:
the breakfast menu from the Dining Hall’s Menu Board;
the water temperature from the Chief Polar Bear;
the weather report from the Desk Clerk.
Once your group is in tune each morning, make the rounds of the two hotels, the cottages, and the motel units. At each destination, sing your song. Follow it by barking the time, water and air temperatures, weather report, and breakfast menu.
Take care at Oceanic to avoid the Pelican’s quarters. Traditionally, you would sing on the second and third floors, but not on the stairway.
Sing on the second and third floors of Gosport Hotel.
Like the Pied Piper, you may draw followers. Some will be small, so walk at a comfortable pace for your group.