uccwiki

See 2012 Camp for the previous year's info, used in organising this camp.

This page serves both as an information page for attendees, and details on how to run UCC::Camp for future organisers.

Event Poster

poster.png SVG of the drawing of Tux

Posters were placed in the UCC Clubroom and Cameron Hall.

http://www.ucc.asn.au/cgi-bin/ucc_camp_register.py

Attendee information is sent to committee-only@ and contact information is saved to a file. The file is later used to email attendees. It should be printed to have a copy of emergency contact details at the event. The script can be edited for next year; it is at /services/http/cgi-bin/ucc_camp_register.py.

Script as of 2013

Tickets

There are no physical tickets. Electronic tickets can be bought through dispense. The sign up script provides instructions for payment via direct debit.

Facebook event

https://www.facebook.com/events/486241124795980/

What it is

Let's put a whole heap of computer nerds in one place for a weekend and see what happens! We'll make sure there's (guaranteed dial-up speed) internet, the rest is up to the people attending. Lanning will definitely happen, but there will also be some people there who are doing hardware/software hacking and coding. Besides that, it's just a great chance to meet some like-minded people and network.

Ideas

Ideas that are struck through didn't actually happen in 2013.

Internet Connection

More information on the Camp Internet connection is available. Discussions can be found in the tech@ archives. There is also discussion in the committee@ archives.

Timing

Start on the afternoon of Friday, July 19th. Stay Saturday and Sunday, and then leave Monday morning. This is during semester break and should be convenient for most people.

Organisers met at UCC on Friday, July 19th at 7am (in theory). See this email describing the plan. With a few changes in timing, the plan was roughly followed.

Attendees arrive at the camp on Friday, July 19th at 4pm.

Meal preparation began an hour or so before the meal. Some of the dinners needed long cooking times and the preparation work was done with the breakfast for that day.

Cleanup began at 8am on Monday, July 22nd, and was finished by 10am. Organisers and attendees met at Hungry Jack's in Mundaring for a discussion of how successful the camp was and what should be improved.

Location

Camp Leschenaultia near Chidlow. http://www.camplesch.com.au/

Map: http://goo.gl/maps/lfbBT

What Attendees Should Bring

This list was also emailed out a couple of days before the camp.

Note: We should have clarified the "earplugs" point, as many people thought it was a joke and then regretted not bringing earplugs.

Additions to the list for 2014

Meals

All meals will be catered for, except Monday morning breakfast.

[BOB] oversaw cooking. Organisers and several attendees helped with cooking. Everyone was encouraged to wash their own dishes, but when this became too inefficient volunteers would take over.

Spreadsheets for some of the meals:

[BOB] has the final copies and the final shopping list for all meals. Pester him to update this page.

Accommodation

Dormitaries, $25 per person per night. So we are aiming for at least 25 people. The capacity of the venue is 80, and it's slightly cheaper if we have more than 50 people.

Exactly 25 people attended; the same number (but some different people) as in 2012.

Total cost

The total cost per person for the camp is $115. Past experience tells us that few university students are prepared to pay that much, even though it includes all food. As we have done in previous years, UCC plans to subsidise the cost for its members down to $80.

Any member of the UCC is welcome to contact the Treasurer for a breakdown of costs.

Rough estimate:

Contact People:

Volunteers

Terms

Some booking terms can be found at http://www.camplesch.com.au/bookings.html
Numbers attending should have been confirmed by July 7th so that catering can be organised.

In reality, the numbers were confirmed on July 18th. But when you do catering, use spreadsheets so you can just change the number. All food can be brought on the day of the camp; stop over at Midland on the way to the camp.

Organisation Issues

Risk Assessment and Event Management Plan

This is the EMP that 2012 Committee had submitted for the 2012 camp. Apparently there were multiple issues with this form although it was eventually approved.

After consultation with the Guild Events Manager, we submitted a low risk EMP; this was handwritten, since the electronic form is broken. We also submitted a seperate Risk Evaluation Form. This was submitted with the EMP on 2013-06-11 after being sent to the committee@ mailing list for comments.

We were unable to advertise the event outside of UCC due to the apparently lengthy nature of the EMP approval process.

Notes:

Issues with EMP approval

After an incident at an unrelated event run by another club, we were asked to change our event to be either 18+ only, or entirely alcohol free. This request came on 2013-07-11; about a week before the camp.

We agreed to restrict further signups to the camp to 18+ only, but sought exemption for the two underage attendees who had already paid. We offered to obtain permission forms for these attendees. [SZM] never received a response to this email sent on 2013-07-12. [SAS] obtained verbal agreement with the Guild President and Events Manager that the two underage attendees could attend the event (permission forms did not appear to be required).

On the day of the camp (Friday 19th July) at around 3pm, during setup, [SZM] received a phone call from the Acting Guild President asking if a permission form could be obtained for one of the two underage attendees, and if someone with a working with children check could assume responsibility (the other being in the presence of a parent). [SZM] assumed responsibility for the underage attendee. The parent of the underage attendee sent an email giving consent to the Guild. UCC does not have a copy of the consent form.

Next year it would be good (if possible) to get the EMP approved early enough to actually advertise the event.

Mailing List

Email correspondance related to the camp mostly went through committee@ which makes it harder to find emails in the list archives.

Email correspondance related to the setup of the camp network went through both tech@ (archives) and committee@.

Some emails were sent outside of the lists and are not archived; eg: Correspondance with Camp Leshenaultia, the Guild Events Manager, etc. Please contact [SZM] for more information on any conversations that can't be found in the list archives.

Next year we should have a dedicated mailing list for the camp organisation. This will make things a lot easier if the event gets audited.

Advertising

In SOC meetings it was mentioned that we shouldn't advertise events at all until the EMP was approved. However due to the delay in the EMP approval process, we advertised the event on Facebook and the UCC announce mailing list.

The poster for the camp was designed by [SZM] based on the 2006 camp poster. Copies of the poster were placed in Cameron Hall and also at the GigaLAN. Some posters with corrected spelling and "July 2013" in place of the "7.13" version number were also printed. Due to the lack of EMP approval we didn't bother trying to place posters around campus.

Meetings

The Camp was discussed in the following committee meetings in varying levels of detail:

Meetings specifically related to the Camp were held:

Thoughts

See 2012 Camp for the advice going into the camp.

This is based on the post mortem discussions held immediately after the camp.

Good Stuff

Bad Stuff

CategoryEvents

uccwiki: UCCCamp2013 (last edited 2014-08-09 23:43:47 by BobAdamson)