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Ordeal Planning Backdater


Those who have run an Order of the Arrow event know that, in the complexity of planning and execution, invariably some things may be overlooked. Many successful event planners know the benefit of a detailed backdater. These resources plot out all tasks which must be completed and the date by which they must be completed. Next time you are planning an Ordeal, simplify things by using a backdater. Below is one lodge’s Ordeal backdater. Modify it for your own purposes, or create your own. Your next Ordeal might just go even smoother than the last one!

 

Ordeal Planning Backdater

 

Days Before Event Due Date Responsible Arrowman Status Item
-360 __________ __________________ ______________ Develop budget for the year
-360 __________ __________________ ______________ Recruit and train Ordeal staff
-360 __________ __________________ ______________ Recruit and train Ceremonies Team
-240 __________ __________________ ______________ Recruit elangomats
-240 __________ __________________ ______________ Conduct Ceremonies practice
-180 __________ __________________ ______________ Set date and location for Ordeal
-180 __________ __________________ ______________ Schedule date and location for elangomat training
-180 __________ __________________ ______________ Hold Ceremonies practice
-100 __________ __________________ ______________ Announce date and location for Ordeal
-100 __________ __________________ ______________ Review the evaluations of prior Ordeals
-90 __________ __________________ ______________ Develop master schedule
-90 __________ __________________ ______________ Develop menus for members and candidates
-90 __________ __________________ ______________ Develop alternative plans for unexpected events
-90 __________ __________________ ______________ Develop inclement weather plan
-90 __________ __________________ ______________ Develop fire safety plan
-90 __________ __________________ ______________ Recruit Medical Staff for the event
-90 __________ __________________ ______________ Determine the curriculum for New Member Orientation
-90 __________ __________________ ______________ Conduct Ceremonies practice
-90 __________ __________________ ______________ Publicize date and location for Ordeal and provide registration information
-75 __________ __________________ ______________ Consult with the Camp Ranger and/or Key 3 to develop a list of work projects
-75 __________ __________________ ______________ Determine which work projects will be done by Ordeal candidates
-75 __________ __________________ ______________ Develop list of inclement weather work projects
-75 __________ __________________ ______________ Check with the Treasurer to determine the number of sashes, OA Handbooks, membership cards, and OA flaps in stock
-60 __________ __________________ ______________ Send letter inviting elangomats to elangomat training
-60 __________ __________________ ______________ Order the required number of sashes, OA Handbooks, membership cards, and OA flaps
-60 __________ __________________ ______________ Publicize date and location for Ordeal and provide registration information
-45 __________ __________________ ______________ Send notification letters to Ordeal candidates
-45 __________ __________________ ______________ Contact all OA Troop/Team Representatives
-35 __________ __________________ ______________ Make copies of Elangomat Work Sheet
-30 __________ __________________ ______________ Publicize date and location for Ordeal and provide registration information
-30 __________ __________________ ______________ Conduct elangomat training
-30 __________ __________________ ______________ Obtain tools and materials for work projects
-15 __________ __________________ ______________ Publicize date and location for Ordeal and provide registration information
-7 __________ __________________ ______________ Determine the number of members and Ordeal candidates registered for the event
-7 __________ __________________ ______________ Arrange for/purchase food for members and Ordeal candidates
-7 __________ __________________ ______________ Conduct Ceremonies practice
-5 __________ __________________ ______________ Print and fold Spirit of the Arrow booklets
-1 __________ __________________ ______________ Bring list of pre-registered members and Ordeal candidates who plan to attend
-1 __________ __________________ ______________ Assign Ordeal candidates to elangomats by clan
-1 __________ __________________ ______________ Distribute clan contact information to elangomat
-1 __________ __________________ ______________ Inquire with Medical Staff for any relevant information about candidates that the elangomats may need to know (medical conditions, etc) and communicate this to elangomats
-1 __________ __________________ ______________ Visually inspect the site where candidates are to spend their night alone
-1 __________ __________________ ______________ Visually inspect and prepare the pre-Ordeal site
-1 __________ __________________ ______________ Build fire lay
-1 __________ __________________ ______________ Bring ceremony costumes
-1 __________ __________________ ______________ Bring bow with extra bow strings
-1 __________ __________________ ______________ Bring arrows and quiver
-1 __________ __________________ ______________ Bring ceremony props
-1 __________ __________________ ______________ Conduct pre-Ordeal ceremony
-1 __________ __________________ ______________ Assist the elangomats in placing the candidates for the night alone
-1 __________ __________________ ______________ Distribute tools and materials to work sites
0 __________ __________________ ______________ Supervise the completion of Ordeal projects
0 __________ __________________ ______________ Deliver water and food to clans
0 __________ __________________ ______________ Build Ordeal fire in ceremony ring
0 __________ __________________ ______________ Bring ceremony costumes
0 __________ __________________ ______________ Bring candles and candle stands
0 __________ __________________ ______________ Bring torches, fire pots, fuel, and matches
0 __________ __________________ ______________ Bring ceremony props
0 __________ __________________ ______________ Bring rope with loops
0 __________ __________________ ______________ Bring sashes, OA Handbooks, membership cards, OA flaps, Spirit of the Arrow booklets, and lodge supplies
0 __________ __________________ ______________ Conduct Ordeal ceremony
0 __________ __________________ ______________ Extinguish Ordeal fire and return supplies
1 __________ __________________ ______________ Conduct New Member Orientation
1 __________ __________________ ______________ Distribute OA Handbooks, membership cards, and OA flaps

The above resource is provided by the Unit, Chapter, and Lodge Support Subcommittee. Lodges around the country have used this resource successfully in the past. To submit your best practice, send an email to @email.