This undertaking sprang from a discussion in The Leather Forum of San Francisco in 1999, although it is not officially an activity of that group. Also it is not officially a joint project of the clubs in the Bay Area, although many of their members are involved in this effort.

   It started as a discussion item that has continued in monthly meetings of a small but growing group of dedicated volunteers. We are trying to gradually expand and involve people in a manageable way that will not overtax anyone.

Timeline of Planning Activities To Date:

April 2000:

A draft of committee responsibilities was discussed. A draft budget was presented. The tentative date for the event was set for the second weekend in August 2001, 8/10-12. Two potential event sites were under investigation: Saratoga Springs (in Lake County) and Mercey Hot Springs (east of Hollister, near Firebaugh).

 

May 2000:

We decided formally to proceed with the event. We approved a preliminary budget and approved Saratoga Springs as the location (pending final negotiations on the prices).

 

June 2000:

We established the initial core groups for the committees, planned initial publicity/flyer distribution, discussed fundraising and elected officers.

 

July 2000:

• Settled on a theme/title for the weekend:
  2001 LEATHER/LEVI WEEKEND PRESENTS: OPENING OUR DOORS FOR UNITY,
• Authorized opening a checking account,
• Began accepting advances of event fees from committee members to provide initial capital,
• Continued to hand out flyers at events urging people to "save the date".

 

August 2000:

• Discussed plans for publicity/outreach at the Folsom and Castro Street Fairs,
• Initiated plans for a contest to select a logo,
• Decided on a Leather 101 training class as a recruitment tool.

 

September 2000:

• Continued negotiations with Saratoga Springs on charges for event site,
• Affirmed that the event is open to men and women.

 

October 2000:

• Approved pricing proposal for event fee and supplements for lodging.
• Approved contract with Saratoga Springs Resort.

 

November 2000:

• Approved draft of ideas for application form. Further work needed.
• Worked on survey questions that applicants would answer and return with their applications.
• Initiated plans for a square dance activity on the weekend.
• Agreed that an optional spirituality workshop would be available on the weekend.
• Agreed that a 12-step program would be available.
• Decided that clubs that attend were free to put on whatever skit they thought appropriate during the first part of the show. A second part of the show would be a fantasy.
• Worked on a logo for the weekend, incorporating the theme.
• Decided to limit attendance to 175 due to limited space for cooking and dining areas.

 

December 2000:

No meeting due to holidays.

 

January 2001:

• Initiated plans for country/western and square dancing events.
• Prepared to make the deposit payment to Saratoga Springs.
• Reviewed the application and made plans to distribute it and put it on this website.
• Elected a new Treasurer after the former one resigned due to job workload.

 

February 2001:

• Discussed run pin designs. Decision deferred to March meeting.
• Discussed T-shirt designs. Decision deferred to March meeting.
• Indicated on latest copies of application that some bed accommodations are already sold out.
• Began work on soliciting ads for the run program.

 

March 2001:

• Planned a visit to Saratoga Springs for the Biking Committee, including scouting the planned routes for the bike rides.
• Decided on the run pin design and T-shirt design.
• Produced a number of flyers to promote the weekend in bars and at events.
• Created a couple of group pictures and biographies of members of the Steering Committee to be placed on this website.

 

April 2001:

• Approved rates for ads in run booklet and sponsorship levels.
• Reviewed schedule for all events during the weekend.
• Reviewed Biking Committee's scouting of routes for ride to Saratoga Springs and bike event sites.

 

May 2001:

• Received 79 paid applications so far.
• Developed an advertising campaign leading to the weekend date.
• Sent questionnaires to everyone who submitted applications.
• Reported that run pins had been ordered and would arrive on time.
• Developed a questionnaire to send to bikers.
• Determined what events would be offered as people events.

 

June 2001:

• Received 101 paid applications so far.
• Agreed on fee for printing of run booklet.
• Worked on draft schedule of events for the weekend.
• Changed publicity to stress activities that people said they wanted in replies to questionnaires.
• Drafted confirmation letter to be sent to all applicants.
• Changed location for show to Heart Hall, same as dinner.
• Drafted volunteer sign-up sheet.

 

July 2001:

• Received 155 paid applications so far.
• Updated confirmation letter and prepared to send it to all.
• Reviewed material to be put in registration packets.
• Got commitments for setup crew to arrive on 8/9.
• Confirmed size of rental tent for dungeon.
• Arranged for production of awards.
• Assigned drivers to pickup food and deliver to SF for loading on truck.
• Reviewed and approved IDs for guests.

 

August 2001 (after LLW weekend):

• Received 190 paid applications to LLW, of which 9 canceled beforehand and 6 others did not attend the weekend. Therefore 175 attended.
• Noted that 35 attended their first run, 36 bikers attended on motorcycles.
• Recognized a $9867.90 surplus of income less expenses.
• Planned to disburse $7200 of surplus to various charities on 9/9, the rest held for miscellaneous expenses not yet received and for seed money in case there is another LLW within 2 years. If no more LLW, that seed money reverts to charity.
• Agreed to have a second run of T-shirts printed for anyone who wanted to order within 15 days.
• Decided to meet again early in 2002 to evaluate the possibility of producing another LLW.

 

January 2002:

• Decided to produce LLW2 on the weekend of 8/9-11, 2002. The Defenders/SF have agreed to transfer their reservation for Saratoga Springs Resort on that weekend to LLW2 organizing committee. The steering committee met on 1/31/02 and identified key committees and volunteers to chair the committees.

   The success of this campout/event/weekend was due to the many people who were willing to step forward and make a commitment to this effort. The meetings were all very encouraging. People from many different parts of the community helped. Everyone was very positive and upbeat, making thoughtful comments about the things we needed to consider to make this succeed. Committees met to plan and organize the various aspects of the work.

   We recognize that this endeavor was a success, both at the weekend event in August 2001 and all during the process of preparation.