Jolly Roger H3
Checklist
- Hotline:
- Dial (813) 973-0566 to access the hotline.
- Enter code when asked to enter the pass code (do not make
code public knowledge).
- Go to personal greeting and record the directions for the hash here.
- Call (813) 907-2830 afterwards to make sure your message was recorded.
- E-mail: Send out the directions for the next hash to the JRH3
and the TBH3 Yahoo Groups and any other e-mails you want it to go to.
- Web Site: If possible, put the information for the next run on the
internet and provide the address to everyone when you send out the directions
to the Yahoo Groups.
- Supplies: Ensure you have the equivalent of about 10 cases of beer,
or 1 keg & five cases of beer along with 4 bags of chips, about 48 bottles of
water and enough ice to keep stuff cold. You also might want to have some
non-alcoholic beer & soda available too. Some wine, or mixed drinks might be
nice too for non-beer drinkers. Keep receipts as a record of your expenses.
Turn all receipts into the Hash Cash person after the run along with any
proceeds and supplies.
- Forms: Go to the internet and print off the JRH3 forms & multiple
data you will need for the upcoming hash.
- Clip Boards: Get 3 clip boards and arrange the above info on them
as follows and make sure you have at least two pens available;
- On one of the clip boards put a blank attendance roster on top and the
multiples data in descending order underneath.
- Put a Virgin Information Form and at least one Naming questionnaire on
the second clipboard.
- Put the Schedule of Events Form on the third clip board.
- Bank: Obtain a bank of $50 (eight 5 dollar bills and ten 1 dollar
bills) and put them into some kind of pouch, or envelope.
- Sign in Procedures;
- Put down the attendees, as they arrive, that you recognize, on the
attendance roster. Make sure you put down the first and last names
of "Virgins" and "Justs"
- Greet those you don't recognize and have them fill our the Virgin Roster
(locals only).We don't need the info from out-of-towners.
- Put down how much each person paid only after they pay you. Put the
money into the pouch, or envelope and provide change, as necessary.
- As you put down names on the attendance roster, of the people you
recognize, look up each person on the most recent multiple data form to see
how many runs they currently have. If you don't see their name listed on the
most current "Multiple Data Form", it may be necessary to go back to
previous forms, in descending order, to find out how many runs they
currently have (the forms only list 25 runs at a time due to space
constraints). Add today's run to their total number of runs and put it on the
attendance roster under the "Runs" column. Whenever you find someone that is
up for their second run, a run they are due for a whistle during circle. If
their run is divisible by 5, or a double digit, they are to be recognized
for such during cirlce. If their run is run number , a
10, 25, 69, 100, 125, 150, 175, 200, 225, 250, 275, 300,... etc) they should
also be awarded a headband, or bandanna, during the circle. All of these except people on
their second run should already be identified on the Schedule of Events Form
under Multiples. However, oversights tend to occur since the person updating
this form is usually intoxicated when he updates it.
- Circle the names of those who you should bring
in for multiples Add the ones that are missing along with two timers. Underline the ones that get head bands.
- Check the Events Form to see if there is anyone in attendance that is up
for a naming (usually 5 runs). If so, give them a naming questionnaire to
fill out. Make sure you get it back before everyone is circled up (usually
just on Saturdays).
- Pre-circle up, at start, procedures;
- If the RA, or Alternate RA is not present either ask for a volunteer or
run the circle yourself.
- Ensure the Religious Advisor (RA) has some sort of a blessing prepared
to be read to the hares. He/she can use the standard blessing at the end of,
or in place of a poem if he/she draws a blank. The standard blessing is
located in the top right hand column of the Schedule of Events Form (SOE)".
- Look at the SOE Form to find out who the most recent FRB was, that
is in attendance (if none of them are in attendance, pick one of the regular FRBs) and write their name on the "Previous FRB line of the "SOE Form". Make sure you have an FRB award (chain,
or something of weight) available for presentation.
If there are no weights available, just be prepared to give them anything to
carry, i.e., can of beer, etc.
- Look on the SOE Form to see if you have any missed items, #7, from
a prior hash and obtain the award needed, as applicable, i.e., whistle,
headband, etc.
- Talk to the hare to see if he/she has someone designated to drive
the beer truck to the beer stop/end. If not, ask around for a
volunteer to do so. Its too late once the circle starts and the hares go off
setting trail. This must be done before the circle starts.
- Make sure someone is available to take pictures and tell them to get
ready.
- Determine whether this will be a live, semi-live, or dead hare trail. If
live, or semi-live hare trail use the Events Form as written. If its a dead
hare trail, advise the RA to have the hares do the chalk talk last, bless them and skip hash
aerobics (items 2, 3 & 8).
- Circle up, at the start: Have the RA accomplish items 1-8, as
applicable on the SOE.
- Pre-circle up, at the end:
- Look at the Events form to see if anyone is supposed to get a "two timer
whistle" (for accomplishing their second JRH3 trail) and/or a head band. Get
the required number of whistles and headbands out and give them to different
people to present to the attendees who earned them..
- Ensure there is a hashit/brainless award available. If not, be prepared to
us something up
as a substitute.
- If possible, draw a circle large enough so that everyone will be one
deep on the outside of it (if your circle is too small and not everyone can
see, side conversations are likely to develop and the RA may loose control of
the circle). Use chalk or flower to mark the circle.
- Identify someone to act as the beer bitch to pour beer for down downs.
Otherwise, the circle may stall out while waiting for people to charge
their vessels.
- Circle Up, at the end: Advise the RA to blow his/her whistle and yell circle up for down
downs and either feed him/her the info off of SOE Form, as required, starting with "Honorary Down Downs",
or just give him/her the SOE to read for him/herself.
- After Circle: Retrieve brainless/hashit award and FRB award.
- Post Hash Procedures: Send a list of everyone who showed up during
the hash and the on after to
dab@jollyrogerh3.com. If possible Dab will have his computer with him
and be able to update the forms for the next hash. If not, be prepared to
manually update the forms yourself (see below for instructions)
- Multiples Form:
- Add an additional column to the form and label it with the run number
and date on top.
- Put the appropriate symbol next to each attendees name for that run in
this column, i.e., X for attendee, A for appearance (did not follow
trail), S for hashit, F for FRB, etc. See Multiples Form for more symbols.
- Increase each attendees run number, and # times hared by one, as
applicable.
- Add new rows, as needed for attendees not on the most recent Multiples
Form. Transfer data from previous forms, if the attendee has not attended
recently, as applicable.
- Add total number of attendees and put total at the bottom of the new
column you created.
- Events Form:
- Put down the newest FRB at item #6.
- Put down any mandatory items you missed at item #7.
- Update the Multiple box according to the Multiple Chart you just
updated.
- Put down who was the most current hashit award winner under
violations.
- Put down anybody who is up for a naming (5 runs) on their next run at
"New Names".
- Sign In Roster: Update with the next hare(s) name(s), run number
and names.
- Virgin Form: Ensure JRH3 1st timer data is added to the JRH3
Roster and
e-mail list and invite them to join the Jolly Roger H3 Groups on Yahoo.
- Hash Cash:
- Count how much money you took in.
- Add up how much money you spent.
- Subtract your expenditures from money you brought in.
- Attach all receipts to the sign in roster.
- Give any proceeds to the Hash Cash person along with all the forms you
used.
- Turn in any non-used supplies to the Hash Cash Person.
- Good Luck!
On On
Dab
This checklist is constantly under revision. If you have any recommendations
please don't hesitate to offer them. Thanks!