The events in Shindenkan are something our members really look forward to. Some because they have to graduate and many because the community and atmosphere at the rallies is always very special. A convention is not something that is set up on a Sunday morning, just before it all has to be carried out. There is a lot of work behind it and many people are involved.

For many years, the events in Shindenkan can run according to the same recipe and with the same challenges and problems, which have not changed very much. 2017 is Shindenkan's 50th anniversary and time for renewal and improvement. This also applies to the rallies. In 2016, it began little by little with content and teaching at the conventions. Here, Kimu Sensei had created a completely new concept from which all the instructors learned a lot. Now the time has come for the framework around the conventions to be carried out through a new concept that Kimu Sensei has developed with the aim that a clear process and a clear and concrete distribution of responsibilities are needed for this to be possible.

For the past ten years, all the tasks in the practical part of an event have been written down in a handbook and a plan. This applies to everything from the reception of the participants, through the break with Shindenkan's Friends, to the moment when the door to the hall is closed and locked. It is probably not something the participants notice, but there is a lot of voluntary work behind it. In this whole process, there is a large amount of tasks that must all be solved correctly in order for a convention to be held in the true Shindenkan spirit. The problem is simply that if there is not 100% control of all tasks and clear leadership in all tasks, things can go wrong - remember that a chain is not stronger than the weakest link and the practical execution of an event is a long connected chain.

So in 2017, the new concept must help to strengthen the chain and create clear and concrete leadership in the execution of the plan and its tasks. As something new, the plan is now approved in 2 rounds. First with the tasks that must be at the upcoming convention and then with names entered on the tasks. This requires planning well in advance, because who is actually coming to the convention? Already here, we have to examine who we actually have to work with during the event and when we approach the event, we need to have control over whether all team members are completely ready and whether they have understood the tasks. Management is not always easy, but it is exciting and very educational.

The event handbook is more than 50 pages long and is divided into descriptions of tasks, drawings, plans and checklists. There are many pages to be read through if you are to look for the task you are to be a part of. This was how it used to be, but in the new edition, an overview has been made so that you can see which team you are part of and which task you have to perform and who is responsible for the task. This provides an overview for the individual, because there is also a reference to which page the task description is written on.

It was clear to feel during the process leading up to the convention that almost everyone involved had a good handle on their task. It also means that should there be changes right up to the meeting, it is a little easier to change the plan and the overview than it has been in the past. There can always be changes and some of the tasks cannot be completed purely in terms of planning until all registrations are in place - which they will not be until 2 days before the start of the event 🙂
But with a clear process, structure and management, it can be done in a good and efficient way.

One of the biggest practical tasks at an event is laying out mats for Ukime training. Fortunately, there are more and more members in Shindenkan and thus also more convention participants, which requires good and structured planning regarding mat laying. In the new concept for the spring meeting, Kimu Sensei had created a lesson plan that required working together as a solid team. It took 2 x ½ hours to get the framework in place with regard to the podium, roll-ups, chairs, check-off etc. It is not much time if it were to proceed as before, but with the new set-up it went very well. In fact, the set-up was so long that the last half hour could be used for fine-tuning and some changes to the set-up. The only thing that was actually missing were the mats 🙂

The mats were to be used for the Ukime lesson which was to be held right after the break. This gave the team 20 minutes to lay out the mats according to a set plan. In addition, it must be added that right after the Ukime lesson, the National Competence Training was to take place and mats were also to be used here, so the plan had to include that some of the mats were to be moved into another area, while other mats were to be removed and put in place after Ukime the lesson.

The mats were laid according to plan in just under 10 minutes, which is because there was a clear plan and teamwork that worked. At the same time, there were many of the participants who helped, for which they deserve a huge thank you. When the mats had to go away again, it took a little extra time than expected, as many of the participants wanted to help, so they had to be guided as to which mats had to go and which ones had to stay.

During the convention break, there is, as always, space for Shindenkan's Friends to hold an event where coffee and cake will be sold as well as information and the fantastic collection of Shindenbrands will be displayed. Here too, planning, structuring and a clear distribution of responsibilities must be done. All the cakes sold come from the members, who in the days leading up to the competitions bake cakes for the big gold medal. It is absolutely fantastic how many people here also want to help, to make this a fantastic experience. And what taste experiences you get if you get to taste test all the cakes 🙂

Shindenkan's collection of Shindenbrands was showcased from a completely new setup and plan. This resulted in all the order slips being torn away and the orders were to that extent canceled immediately. If you didn't get an order form, just contact the local head instructor and get information about ordering that way.

A convention also includes a graduation and with many participants there are also many graduates. It is of course something everyone is looking forward to and it is also a task that must be managed 100%. There are many names and degrees that need to be kept track of, but some very effective tools have gradually been created to help manage it all. But even if the tools help, it still requires a lot of work and many times the people responsible have to take time off from work to get everything in place.

It is always exciting to see how new concepts and improvements are received and implemented and not least the result. There is no doubt that the new practical convention concept works and there is no doubt that the result has been efficiency in many areas. It gives profit and joy, which many of the participants and spectators have probably noticed.

Thanks to Kimu Sensei for the development and thanks for allowing us as a team to make the Shindenkan competitions a good experience for everyone.