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Ordeal Planning and Management

Ordeal Planning and Management. Session Objectives. This session will help the lodge Ordeal chairman and Adviser plan and manage a successful event. We will accomplish this by: Explaining the methods and best practices for planning a successful Ordeal

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Ordeal Planning and Management

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  1. Ordeal Planning and Management

  2. Session Objectives • This session will help the lodge Ordeal chairman and Adviser plan and manage a successful event. • We will accomplish this by: • Explaining the methods and best practices for planning a successful Ordeal • Demonstrating that properly planning an Ordeal will provide for a greater chance of event success • Guide Arrowmen through a practical exercise that will emphasize the importance of proper planning • Enable Arrowmen to take the knowledge acquired back to their home lodges and conduct successful Ordeals

  3. Planning Quotes • “Give me six hours to chop down a tree and I will spend the first four sharpening the axe.” • Abraham Lincoln • “If you don't know where you are going, you'll end up someplace else.” • Yogi Berra • “Poor planning on your part does not necessitate an emergency on mine.” • Bob Carter

  4. Purpose of the Ordeal • Formal Induction into the Order of the Arrow • It is the first big impression of a new Arrowman • Proper Ordeal planning and execution helps to give the candidate a positive experience

  5. Ordeal Planning Activities • Initial planning should begin at least six months before the event • Key staff identified, site reserved, dates set • Detailed planning should be done two months before event • Master schedule built, work projects defined, items needed identified and persons responsible list created • Final planning should be conducted one month out from event • Team meetings conducted, training conducted

  6. Ordeal Staff Membership • Ordeal Chairman • Ordealmaster • Elangomats • Ceremony Team • Kitchen Staff • Registration Staff • Medical Staff

  7. Ordeal Chairman Responsibilities • Forming the Ordeal committee which includes members from unit elections, Elangomats and ceremonies committees • Ensuring the required staff positions are filled • Often acts as the Ordealmaster

  8. Ordealmaster Responsibilities • Ensures all staff are properly trained • Develops budget and schedule • Ensures elected candidates are properly notified and informed of the Ordeal • Conducts an after-event assessment He ensures the Ordeal is a success!

  9. Elangomat Responsibilities • To lead the candidates through the Ordeal process • To be properly trained on the purpose of the Ordeal, logistics (5 Ws), safety procedures, how to handle disruptive candidates, and motivational tactics • Demonstrate servant leadership through cheerful service

  10. Ceremony Team Responsibilities • To completely memorize their part as printed in the appropriate official ceremonies publications • To help prepare the ceremonial ring for all ceremonial activities • To ensure all required props and costumes are present and in good condition • To conduct an impressive and inspiring ceremony

  11. Kitchen Staff Responsibilities • To assist the Ordealmaster in planning the menu for candidates, and members • To secure appropriate cooking equipment, food, and supplies for the weekend • To prepare and serve food as appropriate • To help manage any special dietary needs or allergies candidates or members may have

  12. Registration Staff Responsibilities • To greet each candidate or other attendee in a cheerful manner • To check in each candidate and verify that registration and payment have been properly submitted • To verify that medical forms have been filled in as appropriate

  13. Medical Staff Responsibilities • To be adequately trained in first aid skills • To ensure that at least one person is continuously “on call” and locatable • To provide first aid as necessary • To log any treatment provided in accordance with relevant BSA policies, local laws, and regulations

  14. Scheduling Considerations • Ensure registration is open until a reasonable time. • Think about what to do with clans that are waiting to participate in ceremonies • Allow enough time for the ceremonies team to set up ( dress, rehearse, build fire) • Schedule enough sleep time (8 hrs)

  15. Scheduling Considerations (cont) • Consider time needed to conduct multiple ceremonies • Consider the size of your ceremony • Give time for your candidates to clean up after work projects.

  16. Ordeal Planning Activities (cont) • Service Projects • Characteristics of good service projects: • Require no specialized abilities (license) • Should require hard days work worth of effort • Should allow a clan to work together • Should not require long breaks • Should be completed in a single day • Plan for twice as many as anticipated to complete • Consider projects for physically constrained or disabled

  17. Ordeal Planning Activities (cont) • Planning candidate meals • Food allergies • Water sources • Simple and plain • Supporting materials • Spirit of the Arrow booklets • Schedules • Elangomat training • If possible conduct training at the Ordeal site • Ceremonies chairman should attend • Elangomat training syllabus available online

  18. Ordeal Planning Activities (cont) • Candidates with special needs • The Ordeal can and should be adapted to address the needs of special needs candidates • Guidance for adapting the Ordeal to accommodate special needs candidates can be found in the OA Guide to Inductions

  19. The Ordeal Weekend • Pre-Ordeal • Key staff should arrive early • Ordealmaster meet with Elangomats for last minute instructions, confirm sleeping locations • Ceremony team set up ceremony area • Kitchen, medical and registration staffs set up their areas

  20. The Ordeal Weekend (cont) • Prepare the candidates by considering the following: • Keep them away from ceremony related material • Give the candidates a health and safety brief • Ensure the elangomats are advised of any candidate health or special needs • Ensure the Elangomats learn their candidate names

  21. The Ordeal Weekend (cont) • Candidate considerations (cont) • Elangomats need to ensure candidates have all necessary gear for the overnight event (including meds)

  22. Ceremonies (cont) • No more than fifty candidates should participate in one ceremony (national policy) • Ceremonial Teams should pay attention to: • Getting in the spirit • Projecting your voice • Speaking slowly • Speaking clearly • Focusing on candidates • Listening well • Be prepared to handle a candidate who is not willing to accept the Ordeal challenges

  23. Ceremonies • Rehearsals should be held at least once a month, and weekly in the month prior to conducting the ceremonies • All ceremony parts must be conducted by youth under the age of 21. • Ceremonial team members must hold the same or higher membership level of the ceremony being conducted

  24. Sleeping after Pre-Ordeal • Consider the following when choosing a spot: • Create an appearance of isolation • Avoid distractions and noises • Be safe and free of hazards • Be accessible in case of emergency • Accommodate candidates with special needs • Develop an Inclement Weather Plan

  25. Candidate Meals • Candidates and elangomats should eat together during the Ordeal • The following items should be considered when serving meals: • Ensure the candidates stay well hydrated. • Do not use the meal time as a time filler due to a lack of service projects. • Consider a full banquet for the candidates after the Ordeal ceremony.

  26. Executing the Service Projects • Safety is paramount! • Halt any project that poses a safety issue • Elangomats must ensure the candidates maintain the pledge taken at the pre-ordeal ceremony. • Elangomats must keep the candidates busy with projects

  27. Problem solving Exercise • Divide into two person teams • Each team will be assigned a problem to solve • Develop a contingency plan • One team from each section will out brief

  28. Scenarios • A sudden change in the weather forecast leads to the development of inclement weather that provides safety concerns for outdoor camping. You have placed the Ordeal candidates in a remote location of camp to ensure the best possible night of solitude for them. How do you best mobilize your Ordeal staff in order to move the candidates in a quick and orderly fashion to a safe location? • The groups of candidates in attendance for this Ordeal have exemplified the meaning of cheerful service and tackled the task of arduous labor head on by completing all tasks on the original work list well ahead of schedule. How do you handle this situation in respect to ensuring that candidates understanding of hard work by not allowing them to stop work too early? • It is becoming later in the workday, and you realize that some of the tasks that must be completed by the end of the weekend are not going to get finished with the course that is currently being taken. How do you ensure that the tasks get completed? Keep in mind situations such as a large amount of distance between groups of candidates due to factors such as groups working at separate camps on the same reservation.

  29. Scenarios • Candidates have completed their pre-ordeal ceremony and have laid down to rest for their night of sleep in solitude. However, some did not understand the part of the pre-ordeal ceremony that indicates sleeping under the stars and candidates begin setting up tents. How do you address the issue with each individual candidate? • One of your elangomats has not been exemplifying all of the points of the Ordeal. The elangomat has not been keeping his clan under control and is not upholding them to the principles of the Ordeal. You have already spoken with the elangomat once about this issue and not much has seemed to change. What will your next course of action be?

  30. Setting up New Arrowmen for Success • Conduct a new Arrowman orientation • Helps to reinforce things presented to them during the Ordeal • Allows them to meet the lodge leadership • The following items should be presented: • Welcome message from lodge chief • Explanation of the Ordeal ceremony • History of the lodge • Opportunities for service

  31. “By failing to prepare, you are preparing to fail.” • Benjamin Franklin

  32. Summary • We discussed methods for planning a successful Ordeal • We demonstrated how proper planning leads to greater event success. • Take this knowledge back to your lodges and remember: It Starts With Us!

  33. Resources • Order of the Arrow Guide to Inductions • http://www.oa-bsa.org/resources/pubs/gti • JumpStart website • http://www.oa-bsa.org • Lodge Leadership Development website • http://lld.oa-bsa.org • This presentation • : http://training.oa-bsa.org/noac2015

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