Pre-Event Countdown Calendar — Lakes of Fire 2026
Session: 8 (updated Session 9 — theme camp section corrected; site-specific items added) Date: 2026-04-20 Purpose: Consolidate all action items from the full playbook into a single week-by-week timeline. The playbook is complete; this calendar turns it into a navigation tool.
How to use this
Each section covers a time window. Check the assigned owner. When a task is done, the group confirms it at the next check-in.
This is not a rigid schedule. It is a set of non-negotiable windows with owners.
NOW — April 20, 2026 (Today)
The lottery opened today at 4:20 PM.
| Task | Owner | Status |
|---|---|---|
| Go to volunteer.lakesoffire.org → create account → fill questionnaire → sign waiver → opt into lottery | All three members | DO TODAY |
| Developer sends lottery link and this reminder to Amber and Matt | Developer | DO TODAY |
Do not wait. The lottery window is not specified to be long. Missing it means no ticket.
April 21–30 — Confirm Entries
| Task | Owner | Notes |
|---|---|---|
| Confirm all three have entered the lottery | Developer (checks in with group) | Short group message or call |
| Watch email for lottery selection notice | All three | Subject will be from lakesoffire.org or tickets@ |
| If selected: 14-day window to purchase at $195 + fees | Selected member | DO NOT MISS the window — email extensions to tickets@lakesoffire.org if needed |
May 1–26 — Ticket Purchases
~~Theme camp track removed — application window closed March 30, 2026. No action needed.~~
Sound decision is resolved: Matt's setup = portable Bluetooth speakers only. No theme camp, no amplified sound permit.
| Task | Owner | Notes |
|---|---|---|
| Purchase ticket when lottery offer arrives (14-day window) | Each person when selected | $195 + fees |
| If offer window overlaps with a financial crunch: contact tickets@lakesoffire.org in advance | Affected person | Request extension before deadline, not after |
| Confirm all three have tickets by end of May | Developer (group check-in) | — |
May 5 — Optional: Public Board Meeting
Public Board Meeting: May 5 at 7 PM EST (Zoom). New site questions may be answered here. Attendance optional but potentially useful for new Luther site details.
Late May or June — Pre-Event Group Conversation
Once tickets are secured, the developer schedules and runs the pre-event group conversation.
| Task | Owner | Notes |
|---|---|---|
| Schedule conversation (video call or in-person, 60–90 min) | Developer | Use PRE-EVENT-group-conversation-guide.md as the agenda |
| All three attend and align on: roles, expectations, camp protocols, gifting item status | All three | This is the one required group alignment before the event |
Do not skip this. The playbook covers all the content; the conversation is where it becomes shared understanding.
June — Infrastructure Procurement
These should be done after tickets are confirmed. Do not procure gear before knowing everyone is going.
Matt's procurement list
| Item | Notes |
|---|---|
| Shade structure (10x10+ canopy, 2+ solid sides) | Heavy-duty; bring extra guy lines |
| Ratchet straps (4+) | Storm-anchoring; not optional at this site |
| 9+ 5-gallon food-safe water containers | Group total: 45 gallons for 7 days |
| 2-burner camp stove | Propane-powered |
| 2 propane canisters (1 lb each minimum; 16 oz preferred) | More than you think you need |
| Cookware: pot, pan, spatula, knife, cutting board | Durable; lightweight preferred |
| Solar + battery station | Resolved Session 9 — this is the right choice; no generator needed |
| Rubber mallet | New for 2026 — required for stake driving at raw Luther site |
| Portable Bluetooth speaker | Camp ambient music — DJ rig not applicable (theme camp window closed) |
Amber's procurement list
| Item | Notes |
|---|---|
| Gifting item — 50–75 units | Grand Masquerade theme; see GIFTING-masquerade-item-guide.md |
| Personal sleep system (tent, sleeping bag, pad) | Rated for 50°F nights |
| Earplugs (3–5 pairs) | Required, not optional |
| Personal medications (full 7-day supply + extra) | No pharmacy access at event |
Developer's procurement list
| Item | Notes |
|---|---|
| Gray water system: evaporation trough or sealed carry-out tank | Simple DIY trough is fine |
| Group first aid kit | See INFRA checklist for contents |
| Camp landmark: flagpole + distinctive flag + LED for night | Required for camp identification |
| Personal sleep system | See above; own your own |
Every person
| Item | Notes |
|---|---|
| Headlamp + fresh batteries | Required; get a good one |
| Battery bank (phone charging) | At least 10,000 mAh |
| Water bottle (32 oz+, secure lid) | Used multiple times daily |
| Electrolyte packets (Nuun, Liquid IV, etc.) — 7 days supply | Summer heat; daily use |
| Sunscreen (full event supply; no restocking available) | — |
| Warm layer for nights | 50°F possible; this surprises people |
| Rain layer | Michigan July: storms happen |
| Insect repellent (DEET or picaridin) | New for 2026 — Luther site has cedar swamps + creek |
| Closed-toe shoes with grip | Uneven terrain at new site; not sandals for camp navigation |
| Long sleeves/pants (evening layer) | Mosquito protection + cool nights |
July 1–13 — Final Cross-Checks
| Task | Owner | Notes |
|---|---|---|
| Check 7-day weather forecast | Developer | July 1–7 window gives a directional read; July 8–14 gives an actionable forecast |
| Review site maps if available (new Luther, MI property) | Developer | Watch lakesoffire.org for releases closer to event |
| Volunteer shifts (optional): browse at volunteer.lakesoffire.org/calendar | Any interested member | Greeters, Gate, Leave No Trace are good first-timer departments |
| Gifting item status check | Amber confirms quantity and packaging | Should be complete before July 13 |
July 13 — 48-Hour Packing Cross-Check
This is the final no-gap sweep before departure.
| Task | Owner | Notes |
|---|---|---|
| Review packing framework checklist (PACKING-framework.md) | All three | Assign any missing items |
| Confirm water container count: 9–10 containers visible and ready | Matt | 45 gallons minimum |
| Confirm propane: 2 full canisters | Matt | — |
| Confirm gray water system in the vehicle | Developer | Trough or sealed tank |
| Confirm gifting items packed and accessible | Amber | — |
| Confirm earplugs and eye mask packed for each person | Each person | Do not discover this at the event |
| Confirm medications packed (full trip + backup) | Each person | — |
| Weather check: 7-day forecast | Developer | Adjust rain and warm layers accordingly |
| Vehicles: loaded, fuel checked, departure time confirmed | Matt / Developer | — |
July 14 (Tuesday) — Departure Day
Recommended arrival: Day before gates open. Setup happens before other attendees arrive.
| Task | Owner | Notes |
|---|---|---|
| Depart for Luther, Michigan | All three | Drive time from most Midwest origins: 3–6 hours |
| Arrive at site; locate assigned camp area | Matt leads on-site logistics | Gates open Wednesday noon; arriving Tuesday allows setup |
| Camp setup sequence (if Tuesday arrival allowed): | Matt leads | |
| 1. Shade structure FIRST — anchored before anything else | Matt + all | Highest failure risk; non-negotiable first step |
| 2. Water containers staged and accessible | Matt | Count containers before staging |
| 3. Tents pitched (sun angle, drainage, proximity to sound considered) | Each person | |
| 4. Kitchen and gray water established | Matt + Developer | Gray water trough in place before cooking |
| 5. Camp landmark up before dark | Developer | Flag + LED visible from distance |
July 15–19 — Event (Wednesday–Sunday)
| Daily routine | Owner | Notes |
|---|---|---|
| Morning: refill water bottles, MOOP bag check, gray water check | Rotated | 10 minutes total |
| Evening: shared meal or check-in, MOOP cleared, loose gear secured | All | Quiet at camp; anyone can retreat at any time |
| "I need space": "taking an hour at camp" = no emergency, no explanation needed | Protocol | |
| Emergency navigation: know how to get back to camp without phone; backup meeting: camp at midnight | Protocol |
Day 1 (Wednesday): Developer-led site walkthrough. Locate: ESD (medical), Ranger HQ, toilets, water (if on-site distribution exists), Center Camp / Nexus, art burns area. Report back to Amber and Matt with locations.
July 19 (Sunday) — Departure / Strike
Hard deadline: Exodus by 3 PM.
| Task | Owner | Notes |
|---|---|---|
| Start strike by 9–10 AM at latest | Matt coordinates | 5 hours of buffer before hard deadline |
| MOOP sweep #1: full camp perimeter | Developer leads | Eyes on every square foot |
| Break down kitchen; pack all food out | Matt | Nothing left in cooler |
| Gray water: carry out or verify full evaporation | Developer | Leave no trace means zero liquid discharge |
| Tents struck; sleeping systems packed | Each person | |
| Shade structure struck; all stakes, guy lines, straps accounted for | Matt | Count the stakes |
| MOOP sweep #2: second full pass | All three | Different person leading than sweep #1 |
| Camp landmark down | Developer | |
| Load vehicles | All | |
| Final walk: stand at former camp location and look | Developer | If you see anything, pick it up |
Within 2 Weeks of Return
| Task | Owner | Notes |
|---|---|---|
| Post-event debrief (60 min, in person or call) | Developer schedules | Use POST-EVENT-debrief-template.md |
| Document what to change for Year 2 | All | Write down, not just discuss |
| Update role memos with anything that changed | Developer | Role memos in reports/concepts/ |
Decision memo
- Keep: This calendar as the group's single operating timeline for the pre-event period
- Assign: Developer distributes this calendar to the group in the same message as the lottery link
- Standardize: Group check-ins at three key milestones: (1) all tickets purchased, (2) pre-event conversation complete, (3) 48-hour packing cross-check done
- Reject: Informal "we'll handle it" tracking — too many items across too many owners
- Resolved (Session 9): Theme camp track removed — window closed March 30; calendar updated