NB: The photos are not from the convention itself but only from the graduation session - but enjoy the life-affirming photos taken by David 🙂
February 2023 – spring was approaching and with it also Shindenkan's spring meeting, which this year started on Saturday 18 March.
A rally that fortunately was not as affected by COVID as previous rallies - although Shindenkan's values are still always lived by, including KISS - "Keep It Simple and Safe" with alcohol decanting, floor washing etc.
Now the preparations had to start, so that everything could proceed as it should.
The physical framework had to be clarified: How many participants are expected within each TG (Team Group), how many spectators can be expected, and at this time also a clarification of how we must ensure that both participants and spectators can keep warm. As you know, the schools had set the temperature to 19 degrees, which can quickly drop to 17-18 degrees when the doors are opened and closed during the event, where the temperature outside can risk being close to freezing or colder.
The network was asked about the possibilities of producing heat guns that could ensure that the temperature during the event was at the right level.
Fortunately, there was support from several sides, and heat guns were procured on a grand scale.
Voting with Kimu Sensei, had already determined that there was no need for mats and hitting pads - the new concept for spring rallies had to be tested.
All potential convention helpers were contacted to determine how large a "work force" was available for the preparation and implementation of all the practical activities in connection with the convention.
All potential rally helpers responded positively – FANTASTIC support!
There were many practical tasks that had to be taken care of in the run-up to the convention: Shindenkan's Friends (cake bakers/coffee/tea and juice), ShindenBrandz, chairs for the spectators, Roll-ups, schedule for the entire convention, plan for set-up and take-down, and the whole big puzzle : Who does what, how and when.
It requires that the cooperation between all event helpers works optimally - and it did, what a team!
Then the first practical convention plan was drawn up and sent to Kimu Sensei for voting and the first adjustments in relation to the plan Kimu Sensei makes for carrying out the convention.
It is always exciting with the first feedback from Kimu Sensei. It sets the stage for the further course of the planning 🙂
The feedback from Kimu Sensei came quickly and with good suggestions and inspiration that were implemented in the plan that was approved by Kimu Sensei.
The plan was reviewed with the entire support team at a team meeting, where the final questions and clarifications were resolved. We were ready to start the physical work of building the convention.
Friday before the convention the line-up for the convention began. Tables, podiums, roll-ups and all the other various remedies to be used during the event were brought in.
The floor was washed, alcohol dispensers were set up, heat guns were set up, information leaflets were set up, chairs were set up for the spectators, a podium was built, a medical bag was set up, kitchen utensils were collected, cleaning was done, and all the other planned activities were carried out during intense hours, where really went for it!
Then the day of the convention had arrived. All rally helpers arrived at 8:00, where we had one hour to get the last planned activities in place. The heat guns were switched on first, to ensure that we got a good temperature in the hall before all participants and spectators arrived. All roll-ups had to go up, flags had to go up on the podium, changing rooms and toilets had to be unlocked, the kitchen had to be made ready for Shindenkan's friends' coffee/cake sale and the ShindenBrandz exhibition had to be made ready.
Everything was finished in half an hour – could be bad planning, since we could have slept half an hour longer 🙂 Meeen, it's always good to have a little buffer for unforeseen events.
Then there was a voting meeting and breakfast. Kimu Sensei reviewed the day and expectations for the course. We got the last status on the number of participants. Unfortunately, there is always a small number who fall ill or are absent for other reasons. But all in all a fantastic turnout. Many new members in the local clubs had signed up for the convention, which also means that there are many who do not know the course of Shindenkan's conventions, and therefore may have many questions about the purely practical things surrounding the convention. After all, the rally helpers should also be ready to handle that.
Then the participants started pouring in. They were registered and there was great activity and curiosity, especially among all the new members, about the whole thing.
The course of the convention was divided into several sessions and between each session there was activity by the helper team.
Coffee/tea/juice and cakes were to be sold. Information had to be given about ShindenBrandz. Attention had to be paid to members or spectators who had questions. Just as the focus had to be kept on ensuring that no one inadvertently took coffee or cake etc. into the hall (it is not so nice to step in spilled cake or coffee with your bare toes). Or someone forgot to take off their shoes when they came back to the hall. Everything went absolutely perfectly, and all members and spectators were nice and attentive to the few recommendations there were. It made it so much more fun and easier to be part of the amazing team of helpers who were always working.
After the event and graduations, everyone had to sign graduations, and they lined up at the tables set up for the members of the respective clubs.
And now the activities were over for participants and spectators, and everyone could go home and enjoy the rest of the weekend 🙂
Well, no, not all of them 🙂
After the event, it had to be taken down, cleaned up and cleaned, so that we could leave the hall in "good shape" for the next users.
So the next hours were spent running entire setups "backwards"
A big task for everyone was completed in the finest manner and we could all go home for a good night's well-deserved sleep.
After the convention, the support team always holds a meeting to evaluate the process and find lessons from the event:
What went well?
What could be done better?
Was there anything that doesn't need to be done in the future?
Was there anything to do further in the future?
and so on
A good learning process with a lot of valuable feedback and suggestions for elements that could be implemented in the practical part of the upcoming competitions.
Thanks for the effort everyone!
