August * Get acquainted with the executive board members

- May change every 2 years

- Most important are president and treasurer

* President: John Wolken

* Treasurer: Bernice Bordelon (very important to get to know)

September * 1 st board meeting with entire board (including event coordinators)

* Pick dates for the events and secure venues

* Update Sponsorship Proposal and begin contacting former and potential sponsors

October * Finalize the schedule and compile info to be included in the entry form.

* Plan clinics or other events with event coordinators to promote games

* All sponsors and potential sponsors have been contacted and sent proposal

* Begin Fall newsletter

November * Finalize entry form (application) and meet with Norma Dees in UNO

Marketing (they design it, and it gets sent to the printers in December)

* Follow-up with sponsors who have not responded or committed

* Mail Fall newsletter

December * Entry Form to printers (Bernice usually drops them off)

* Recruit volunteers for the events (go to classes, post flyers, etc.)

* Update LSOG Sanctioning Agreement

January * Mail out Entry Forms and order tee shirts and medals for participants and volunteers

* Update equipment inventory and compile equipment/supply lists from event coordinators

* Solicit donations for food/snacks if necessary

* Confirm all venues!

* Begin pre-game newsletter

February * All clinics completed

* Double check all details of each event (check with coordinators)

* Entry deadline will be sometime in February, depending on games

* Some events take on-site registrations

* Secure officials if necessary

* Packets should be ready one week prior to games

* Mail pre-game newsletter

March * Enjoy the games!! Collect results from coordinators and send qualifying

* Events to LSOG within one month after games end

(Invite sponsors to Banquet instead of having Sponsors' Luncheon?!)

* Contact sponsors for donations for Banquet in early March

April * Compile results for Spring newsletter

* Send invites for Sponsors luncheon?

* Update Entergy grant on-line and submit for following year (we have a saved file on their website)

May * Sponsors Appreciation luncheon (or invite to Banquet?!)

* Finish Spring newsletter, send to printers at Tenet, and mail

Access Database

Call Kevin Olree for help with computer related questions (338-5998). He is an in-kind sponsor, and is extremely helpful and nice. He designed the access database where our mailing list and other important information is stored.

To get the database ready for the upcoming games, refer to the following steps:

Make a copy of the database with the new year in the title.

(eg. AcXP_seniorolympics_2006.)

Make the old database a read only file (this is done in properties). This old database will be saved as a back-up.

Open the new database, and run the following queries:

1. Qupd_newyearpurge_step1- a prompt will appear that says “year of next games.” Enter the year and click OK.
2. Qdel_newyearpurge_step2- a prompt will appear that says “oldest year to keep non-participants on mailing list.” Enter the year (usually save 3 years worth of data) and click OK.
3. Qupd_newyearpurge_step3- no prompt. This step resets everything to zero, and each participant to mailing list only.

1. In tables, delete all records in players_d, players_t, players_s and in teams.

Also in tables, make changes to the events table (add events or categories).

“Oldest year to keep non-participants on mailing list” - Modify design of Players Table: Open players table. In design view, scroll to “last year as player,” and set default value property to the next games year.

Under tools, choose database utilities and click “compact and repair database.” This should be done anytime something is deleted.