Archive:Exec report - Vice President 2009 - 2010
Longhike
Booking Evans Lake
Another year, another long wait for Evans Lake to reply to our booking request. Shortly after the 2009 Banquet, I emailed and left voicemail messages at least once a month from April to July with no response. Since we're only booking one weekend day instead of two before Canadian Thanksgiving weekend, they're probably waiting to see if someone else can book the entire weekend before relenting to us. However, as usual, they gave us Canadian Thanksgiving weekend even after we heard once Longhike was over that the previous weekend we wanted was free...
Other venues
With the constant problems dealing with Evans lake, we (Line and I) looked at possible alternative venues around the Squamish area that could provide the same services as Evans lake. Most locations
- Summit Outdoor Education Centre
- Problem 1: Must be a dry event
- Problem 2: Music must be turned off after 11 pm
- Problem 3: $57/person
- BC Easter Seals Camps (Squamish)
- Problem 1: Lodging+Food/person = $56.85
- Problem 2: Dinner hall rental w/ Food Service = $200
- Problem 3: Pavilion Rental = $350
Evans Lake Quote
When booking Evans lake, you must request a quote specifying the following items:
- Dates
- Number of participants
- Will be serving alcoholic beverages & times (they need extra security if so)
- Number of breakfasts & Dinner (1 per day)
- Exact number of vegetarians can be mentioned later once the Longhike sign-up list is completed (Clubs Days)
Previous years, they provided a menu list of meals available which the VOC exec would decided on which to serve for dinner and breakfast. It seems know that it has been dumb down to simply spaghetti with salad & rolls 30-50% (vegetarian) for dinner and pancakes and scrambled eggs for breakfast
Once the quote has been received by email, show it to the exec for their comments. If it's ok, it must be signed by the AMS since only they have the authority to do so. A 25% initial deposit must be paid 60 days before the event and the remainder once on site. Even if people just show up for the party (no food and staying in tents), they are still consider as a participant by Evans Lake and must pay as they will still be using the facility grounds.