1) Consider available dates
Use the LU Calendar site to find potential conflicts with your group. Select three viable dates and clearly explain your circumstances. Also, know that many groups want to come up at the beginning of each term to get off to a good start. Please also consider weekends later in the term to focus on continuing your group's efforts.
2) Conservatively estimate number of participants
Björklunden currently experiences about a 14% drop-out rate from estimated numbers of participants actually arriving at Björklunden. That means about 90 spots go unfilled each term!
So, for example, if you have 50 members in your group but only 15 come to regular group meetings, a conservative estimate might be 20 total participants. If you want all 50 members of your group to come, you must take the necessary measures to guarantee 50 people will come! Also note that you may be asked to lower your estimate to accommodate your group as well as others.
Be warned - Groups that cancel with less than two weeks notice or bring fewer participants than expected will be given a lower priority during scheduling in the future.3) Seek approval
Student-led groups must review their completed proposals with Amy Uecke, Acting Dean of Students (Warch Campus Center) or Nancy Truesdell, Vice President for Student Affairs and Dean of Students (Raymond House) no later than 24 hours before the deadline. Amy or Nancy will transmit their approval to Björklunden via e-mail.
Applications should be submitted as follows:
Winter & Spring Terms 2012
Open: Saturday, October 1, 2011
Deadline: Friday, October 28, 2011
4) Confirm your reservation and attend the Student Group Leader Meeting
Once the scheduling process is complete, you will be contacted by Björklunden with your dates and participant allowance. To confirm your group's reservation, respond quickly to this e-mail and confirm with us that both the dates and number of participants are accurate.
You will also be notified of an important meeting on campus that all Student Group Leaders are required to attend before your visit.
5) Complete registration form
Two weeks prior to your arrival you will receive your registration packet via e-mail. It may seem like a lot of reading, but it is all very important! It contains information that will help you clarify your weekend and help us to meet all of your needs while you are here. This information is needed to plan for your transportation, food, and lodging. You will need to return the completed attachment to Kim via e-mail by the MONDAY BEFORE your visit.
You should also know that all group leaders receive reminders and other help from Björklunden. Check your email frequently throughout the week prior to your visit for important information, updates, and changes. If you have any problems or questions, contact Kim via e-mail or at 920-839-2216.
Note - Buses will NO LONGER stop at McDonald’s on Friday evening on the way to Björklunden. Please make sure your participants eat dinner on campus before departure.
REMIND YOUR PARTICIPANTS - Drugs and Alcohol are FORBIDDEN on the bus and at Björklunden. Smoking is not allowed in the lodge.
6) Communicate changes
Nearly every group experiences last-minute changes during the week leading up to their arrival at Björklunden. Please communicate any changes to Kim at kim.a.eckstein@lawrence.edu as soon as possible. Since we often have groups with students on a wait list, the earlier we know about changes or cancellations, the better. That way, if one group loses participants, another group can add from their wait list.
7) Friday departure
Inform your group members to arrive at the Lawe Street turnaround behind the library at least ten minutes prior to 6:00pm Friday departure. However, sometimes the buses will pick students up at the Conservatory if there are large instruments to transport. Please be sure your participants are aware of the proper pick up point.
Björklunden Opportunities
The Björklunden Experience would not exist but for the generosity of hundreds of donors who make your stay possible. An "Opportunity" is a way for participants to "give back", to express their gratitude for the chance to spend a weekend here! Additionally, the opportunity program ensures your visit with us runs smoothly and efficiently.
So, when scheduling your weekend activities, PLEASE be sure to leave time before and after meals as well as on Sunday morning for participants to complete their assigned opportunities.
Relax!
Once you arrive at Björklunden, your planning, persistence, and thorough communication will have paid off! You will be able to achieve the goals you have set and, of course, have a lot of fun besides!
Application
Please download the application (Word) and return via e-mail to kim.a.eckstein@lawrence.edu
Please e-mail Kim or call 920-839-2216 with any questions or concerns.
