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DM-009 — Session 8 Decision Memo

Session: 8 Date: 2026-04-20 Context: Playbook is fully complete from sessions 1–7. Session 8 adds consolidation and execution tools now that the event countdown is active (lottery opened today; event in 86 days).

⚠️ Session 9 update: Theme camp decision references below are superseded — application window closed March 30. Sound decision resolved. See DM-010.

What was produced this session

1. PRE-EVENT-countdown-calendar.md (reports/process/)

A week-by-week action calendar from April 20 to post-event debrief. Consolidates all action items spread across the full playbook into a single navigable timeline with owners and hard deadlines.

Gap filled: No previous document put all action items in one place by date. The quick-reference summary has what to bring; the role memos have what each person owns; this calendar says when all of it must happen.

Highest-priority item on the calendar: All three members enter the lottery today at volunteer.lakesoffire.org.

2. GIFTING-masquerade-item-guide.md (reports/concepts/)

Concrete gifting item guide for the Grand Masquerade theme. Five specific options with sourcing, cost estimates, LNT compliance checks, and a recommendation.

Gap filled: CONTRIBUTION-participation-plan.md said "Amber drives gifting item decision" and offered general ideas. This gives Amber a specific decision to make with concrete options, costs, and order timelines.

Recommended item: Hand fan (most useful at July event; personalizable with label or note) or mask charm bracelet (zero assembly, lowest effort).

Key decisions from this session

  • KEEP: PRE-EVENT-countdown-calendar.md as the group's operating navigation document for the next 86 days
  • ASSIGN: Developer distributes the countdown calendar alongside the lottery link today
  • ASSIGN: Amber makes gifting item decision and places order by mid-June
  • REJECT: Gifting items with standard glitter, loose confetti, or shedding components (MOOP violation)
  • STANDARDIZE: Three group check-in milestones: (1) all tickets purchased, (2) pre-event conversation complete, (3) 48-hour packing cross-check done
  • REVISIT: Update countdown calendar if theme camp is registered (adds production planning to June–July window)

Playbook status after Session 8

Complete. No additional sessions needed unless: 1. Theme camp is registered → add sound production checklist to INFRA doc 2. A significant event detail changes (site layout, dates, new rules) 3. A group member has a specific preparation gap the playbook doesn't address

The playbook contains: - 20 concept files (reports/concepts/) - 6 process files (reports/process/) - 9 decision memos (reports/decision-memos/) - 1 experiment file (reports/experiments/)

The work now belongs to the group.

Self-review

  • Which outputs most reduced uncertainty? The countdown calendar. The playbook was complete but its action items were distributed across 30+ files. This collapses them into one timeline.
  • Which responsibilities are still unclear? Theme camp decision (Matt's call, deadline May 27). Gifting item order (Amber's call, needs to happen by June).
  • What is overthought? Nothing new added this session — both outputs were genuinely missing.
  • What should be standardized? The three-milestone check-in pattern (tickets → conversation → packing). This is the group's operating cadence.