Help for Planning Temari Gathering

Hints and Helps for Planning a Local Temari Gathering

       With successful local gatherings continuing to happen around the country and world, lots of questions are coming in now about "how do I start" and "what do I need to do?". Here are some collected thoughts after six successful Temari NY Stitchins and several other gatherings around the US to help give you the basics.....needless to say this is not meant to be a comprehensive event planning outline. Everyone will approach things differently from size right on up to structure. But, nothing happens unless some basic information is made available to people as far in advance as possible.....

        For those on Talk Temari and using TT as their communication vehicle, the Calendar on TT is indeed fired up and running. Any "public" (that is, will be open to everyone on TalkTemari) events that we know get logged in there, even if it's only under consideration - but, this also gives anyone else the heads up of what others are chewing on so that we don't end up falling all over each other. Believe it or not, it's happened in the past that yes, people land on the same weekend or very close to being on top of each other, which usually sets things up that it ends up not working for anyone.   If you are thinking about doing something, get it on the TT Calendar (even if you are only thinking - you can always take it down and open up the time. You don't have to go public with it on the list, just drop me a line so we can hold the spot on the calendar. It will be there for anyone else checking to see if it's available), but, bottom line is, if someone has something on the calendar already, that time is "taken" and it would be better (not to mention polite and respectful) to plan on a different set of dates. We'll show a "date posted" in the info when something is added so that's indicated of when the time was reserved. If you decide later that you don't want to follow through, no worries, just let me know and we'll delete it from the calendar - and again it does not have to have been publicized on the list. One of the worst things that can happen is that you get all revved up and make plans only to find out that someone else is doing the same thing on or very near to the same dates. It makes it real tough for people that want to come, too, since we have a lot of folks that are willing and able to travel if they have enough time and space to do so.

        Now, just some thoughts for anyone thinking of planning a get-together, for whatever they are worth - enough folks have been asking so it's worth a quick rundown (please, these are only my thoughts that have come together after 8 years + of running the list as well as the 6 years of the NY StitchIn - it's not meant to be "instructions" , I'm only sharing what has been working here. Very many folks on the list can and do want to be able to travel and gather, and are able to do so.... but the more lead time they have to figure out finances, child care, other family needs while they are gone, vacation time from work etc, the better and easier it makes it for everyone. Likewise, this is another reason to try to not plan things on top of each other- most people, including those that do do a good deal of traveling, are limited to how much money, time off and begging the neighbors to help with the kids :>) there is to go round in a short period of time. Plus, if you end up planning something right on top of another one, it can mean that neither one comes off, since it "forces" people to choose which one to go to -and it can happen that they end up going to none (yes, it's happened in the past).

        It's not only very helpful to try to plan gatherings with space in between them (past experience from the list says 6 to 8 weeks minimum if you are planing a "public" one- anyone on the list - ), but also to get your intentions known out there as soon as possible with as much lead time for people as can be. It also helps to keep an eye on the "regular" calendar and not be hitting prime family holiday travel time, including school vacations (those of us without kids have to be tuning into this too). The month of May also tends to be tough, since many schools throughout the US are winding down, including elementary schools in more places than you might think (here in NY we go through the third week in June but I've found out that this is rather uncommon, and not just against the schools in the south), which usually means a lot of "family at school" events such as awards ceremonies, concerts, etc. Conversely, many schools start mid-August so you have family needs during that time too. College graduations usually run the mid to end of May. (May isn't a good month to try to do something!) . And, most schools in the northern half of the US have extended time off around the President's Day holiday in February - anything from a long (4 or 5 day weekend) to a full week, either the week before or the week after - which really means be very careful for the two weeks around that holiday. Most families take advantage of it for a getaway someplace, or at the very least it drastically affects arranging childcare if the kids are not in school and Mom wants to go away for a few days :>).

       Be aware of of what is happening around you in your home areas too - especially if you are in "tourist destinations" or desired destinations for other travel. Trying to host a stitchin when there is something else going on - such as a public festival that has a large draw, a commercial trade show, or general tourist destinations (especially ones that are seasonal or family oriented) in prime time - can wallop the tar out of securing accommodations, people getting travel reservations at all let alone at reasonable prices, make restaurant access more difficult, and impact traffic flow. And, while it may seem "neat" to try to coincide a temari gathering with some other "pull" event, in reality people are coming to the gathering because they want to share temari - not become tourists. Certainly folks can extend their stays in your area of they so choose to take advantage of local attractions and offerings, but your primary purpose is coming together around temari - don't lose sight of that.

       In the same vein, you don't need to plan lots (if any) "other activities".... again, your purpose is temari. Even things like meals can factor in - three meals a day in restaurant settings can be both expensive and time consuming, when you consider time in the facility as well as travel to and fro and everyone having time to "freshen up", etc..... This is not to say that perhaps one special "field trip" or some such activity would not be welcomed - but don't get lost in things that are not directly related to what you are really trying to do. Concentrate on being sure that everyone has reasonable accommodations, three meals available and any help they need to secure ground transportation.... and stay focused on the temari activities.

        If you are to the point of landing on a date and serious about trying to make it work - then get some cost estimates together asap in terms of

where people need to travel to and the options (plane, train, etc)
hotel costs, and at least an estimated event cost,
likely (approximate) event cost

and go public with it. You can adjust it later but, a major deciding factor about people coming will be the overall total cost, and the sooner they have that to work against, the better it is for everyone. The sooner you get it out there in terms of when, and about how much, the better off you'll be. It's not a guarantee that it will all come together but you've given yourself and everyone else the best shot at it. You'll need to decide how many (if any) people you can accommodate in your home to sleep, or will it be all hotel and if so cost per night; how many meals at home, versus restaurant or catered; and snacks and beverages at the minimum with the total costs for the duration. Those wanting to come are going to have to figure travel expenses in addition to event costs and some may even need to factor in paid child care, etc so - it is truly a leg up to know what the dollars could add up to.

Remember that gatherings do not need to be major, planned events will all sorts of bells and whistles. Some of the most wonderful ones are small gatherings in people's homes, limited to the number of beds that that person has to offer, for a "Sit and Stitch and Share" time. Even folks opting to use a local hotel/motel need not do anything more than bring people together there, and be sure that everyone can go out and get a meal when they are hungry. Others choose to build more structure into the weekend with some planned activities, and even others are considering a more formal, structured "class and workshop" routine. The format is not important - what matters is that temari makers can have the chance to gather, meet, greet, and share the craft.