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| sierra_conf [2011/09/07 00:13] – kalatalo | sierra_conf [2013/08/26 06:38] (current) – sedona |
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| **1 month** in advance: You should be getting an idea of how many people are interested from Berkeley, and have your point people set up. This helps you get a head count to start thinking about the car situation. This is also a good time to ask the chair of the department how much funding you can get. It gets the event on the chair's radar to help avoid problems after the fact. | **1 month** in advance: You should be getting an idea of how many people are interested from Berkeley, and have your point people set up. This helps you get a head count to start thinking about the car situation. This is also a good time to ask the chair of the department how much funding you can get. It gets the event on the chair's radar to help avoid problems after the fact. |
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| **2 weeks:** Okay, you now want a more definite headcount. Sometimes there are not enough cars for everyone who is going, and so you need to think about renting a car. You should know how many other schools have people coming, and if there is one school with a lot of people, it is reasonable to ask them to make one of the meals. In fact, Caltech generously offered to also subsidize part of the campsite one year, so you might even be able to ask your point person at places if other departments might throw in extra subsidies to reduce costs to each individual. | **2 weeks:** Okay, you now want a more definite headcount. Sometimes there are not enough cars for everyone who is going, and so you need to think about renting a car. You should know how many other schools have people coming, and if there is one school with a lot of people, it is reasonable to ask them to make one of the meals. In fact, Caltech generously offered to also subsidize part of the campsite one year, so you might even be able to ask your point person at places if other departments might throw in extra subsidies to reduce costs to each individual. **Make sure you send out a suggested packing list, so everyone is prepared for chilly nights!** |
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| **1 week:** This is the point you want the headcount complete, the car and driver numbers (just FYI, it will probably take the equivalent of one entire car to bring food and supplies, so plan for that), food restrictions, and equipment requests. There are many students at Berkeley who have equipment that might not be able to come, who should be more than willing to loan out things like tents and sleeping pads. The numbers might still fluctuate, but for the most part, this is the good concrete number. The things everyone needs are: a tent, a sleeping pad, and a sleeping bag. Things you will want in general are camp stoves, skillets, spatulas, and as many camp chairs as people can provide. | **1 week:** This is the point you want the headcount complete, the car and driver numbers (just FYI, it will probably take the equivalent of one entire car to bring food and supplies, so plan for that), food restrictions, and equipment requests. There are many students at Berkeley who have equipment that might not be able to come, who should be more than willing to loan out things like tents and sleeping pads. The numbers might still fluctuate, but for the most part, this is the good concrete number. The things everyone needs are: a tent, a sleeping pad, and a sleeping bag. Things you will want in general are camp stoves, skillets, spatulas, and as many camp chairs as people can provide. |
