Organizing and Participating in a RTC Rendezvous

Some other climbers asked me for ideas on putting together a Recreational Tree Climbing Activity and since there are several Web sites with diverse participants I think this is a good place to share some of my ideas and experiences from attending six of those so far. I added a few more suggestions for planing the next Recreational Tree Climbers get together.

Location: Convenient to local and far away climbers. Airport and ground Transportation available and clearly identified early in the registration process. Do not try to provide transportation to every climber or it will be overwhelming shuttling people back and forth. It is better to ask them to coordinate with other climbers to see if the can car pool or share rides — it actually reduces impact on the environment —

Invite your Program Presenters early in the process so they can include your activity into their yearly plannig. Do not try to have too many presenters or there is not time to climb the trees or we have to miss the programs. ( Balance, both) Drumming is Ok but not over do it. RTC is about having fun anyway!

Location of Trees in the facility. As much Variety of trees as possible for all level of climbers. Nearby trees are Ok even if they are not ultra challenging to every climber. Low temperatures are nice --- Freezing Cold not so good! Using places that we have been before is Ok as far as the trees are nice there, the local manager are receptive (like Jody at FDR State park) or the guy at the Crestview Camp in Canton, MS. etc.

Advertisement: Announce the get together as early as possible in the year so climbers can make plans at work, transportation and with their \"Private treeclimbing savings accounts\". (This is like their 401-K for having fun. ) Some may even have to ask permission from their ground bound significant others (ie. Nagging wifes/husbands). Make sure to provide as much info as possible early in the process so it is clear that you are serious about putting this project together.

Ask for help from local climbers and others that have done it before. Do not try to do everything yourself or you will get burned out. Set up some \"committees of helpers\" Advertisement Team, Facilities Team, Food and Housing Team, Program Team, etc and make sure they do what they promised to do ( ie, follow up with them).

Determine Cost as close as possible including some profit ( yes, profit is Ok) for the trouble and some extra for unpredictable last minute issues. No point of trying to do all this work and loose your shirt in the process. Provide Early registration forms and easy methods of payments ( Pay Pal, Checks or plastic if not too costly to set up).

One thing I have noticed is that we should ask participants of previous events to tells us what they like and dislike and how to improve it and if they are willing to help organize the next event. There are people that are naturally good organizers of these kind of events others are not so inclined ..... so pick and choose. If you are not sure, ask for help!
Communicate early what type of help you need and ask for willing to work volunteers.

Make a tee shirt ( or a patch / or helmet sticker) to sell at the event ( prepaid orders are better so you do not get stuck with a bunch of unsold junk!) Ask previous organizers how they did it and if they broke even at least. Ask for sponsors New Tribe, Sherrills, Wesspur, etc and the other Arborist companies that we buy gear from most likely contribute something as part of their advertisement budgets in return for placing some of their products catalogs for demonstration on site. Even discount coupons will be a good marketing tool.
Ok that are some of my ideas I hope you have some that we can all share to improve our regular climbing get togethers.

Thanks for all these great pointers and tips, Oldtimer!

In January, we will be starting to organize and prepare for the Sept. 24-28, 2008 Rendezvous in Atlanta (firm dates--mark your calendars!). We want to have as many people involved with this event as possible, as we anticipate a very big crowd for TCI's 25th Anniversary. We have already secured a wonderful place with great facilities and TONS of big old beautiful trees to climb. Among other things, we will set up a special Forums topic just for communicating about the 'Vous, so please watch for its appearance. For people who are new to our site, we hope you will join TCI, register on our site, or join our email list in order to keep current on this and other exciting goings-on.

Patty

P.S. I'm having rotator cuff surgery on Monday, which is going to knock me off my feet for a while and keep my nurse (who else, Treeman!) busy. Thus the gearing up for the 2008 gig in January. I will be able to respond to emails, and holiday orders from the TCI store will be shipped promptly.

I am looking forward to attending the 25-Year Anniversary of TCI. That will be a great event I am sure already. I hope that a lot of the new climbers will take this opportunity to participate and play a role. These get togethers bring a lot of knowledge and great friendships into one place. I set the date in my Calendar already!

Patty; Sorry that you have to have surgery and I wish you recover fast and completly soon. Looking forward to hear from you again soon.

Hi Patty.

I hope your surgery is a complete success on Monday - I'll be thinking of you!

P.s. thanks for the Membership Pack. The helmet decal is on the front of my helmet (obviously) and the card is in my wallet (I won't leave home without it!)

Michael

get better Patty and do well