Those who have run an Order of the Arrow event know that, in the complexity of planning and execution, invariably some things may be overlooked. Many successful event planners know the benefit of a detailed backdater. These resources plot out all tasks which must be completed and the date by which they must be completed. Next time you are planning an Ordeal, simplify things by using a backdater. Below is one lodge’s Ordeal backdater. Modify it for your own purposes, or create your own. Your next Ordeal might just go even smoother than the last one!
Ordeal Planning Backdater
| Days Before Event | Due Date | Responsible Arrowman | Status | Item |
| -360 | __________ | __________________ | ______________ | Develop budget for the year |
| -360 | __________ | __________________ | ______________ | Recruit and train Ordeal staff |
| -360 | __________ | __________________ | ______________ | Recruit and train Ceremonies Team |
| -240 | __________ | __________________ | ______________ | Recruit elangomats |
| -240 | __________ | __________________ | ______________ | Conduct Ceremonies practice |
| -180 | __________ | __________________ | ______________ | Set date and location for Ordeal |
| -180 | __________ | __________________ | ______________ | Schedule date and location for elangomat training |
| -180 | __________ | __________________ | ______________ | Hold Ceremonies practice |
| -100 | __________ | __________________ | ______________ | Announce date and location for Ordeal |
| -100 | __________ | __________________ | ______________ | Review the evaluations of prior Ordeals |
| -90 | __________ | __________________ | ______________ | Develop master schedule |
| -90 | __________ | __________________ | ______________ | Develop menus for members and candidates |
| -90 | __________ | __________________ | ______________ | Develop alternative plans for unexpected events |
| -90 | __________ | __________________ | ______________ | Develop inclement weather plan |
| -90 | __________ | __________________ | ______________ | Develop fire safety plan |
| -90 | __________ | __________________ | ______________ | Recruit Medical Staff for the event |
| -90 | __________ | __________________ | ______________ | Determine the curriculum for New Member Orientation |
| -90 | __________ | __________________ | ______________ | Conduct Ceremonies practice |
| -90 | __________ | __________________ | ______________ | Publicize date and location for Ordeal and provide registration information |
| -75 | __________ | __________________ | ______________ | Consult with the Camp Ranger and/or Key 3 to develop a list of work projects |
| -75 | __________ | __________________ | ______________ | Determine which work projects will be done by Ordeal candidates |
| -75 | __________ | __________________ | ______________ | Develop list of inclement weather work projects |
| -75 | __________ | __________________ | ______________ | Check with the Treasurer to determine the number of sashes, OA Handbooks, membership cards, and OA flaps in stock |
| -60 | __________ | __________________ | ______________ | Send letter inviting elangomats to elangomat training |
| -60 | __________ | __________________ | ______________ | Order the required number of sashes, OA Handbooks, membership cards, and OA flaps |
| -60 | __________ | __________________ | ______________ | Publicize date and location for Ordeal and provide registration information |
| -45 | __________ | __________________ | ______________ | Send notification letters to Ordeal candidates |
| -45 | __________ | __________________ | ______________ | Contact all OA Troop/Team Representatives |
| -35 | __________ | __________________ | ______________ | Make copies of Elangomat Work Sheet |
| -30 | __________ | __________________ | ______________ | Publicize date and location for Ordeal and provide registration information |
| -30 | __________ | __________________ | ______________ | Conduct elangomat training |
| -30 | __________ | __________________ | ______________ | Obtain tools and materials for work projects |
| -15 | __________ | __________________ | ______________ | Publicize date and location for Ordeal and provide registration information |
| -7 | __________ | __________________ | ______________ | Determine the number of members and Ordeal candidates registered for the event |
| -7 | __________ | __________________ | ______________ | Arrange for/purchase food for members and Ordeal candidates |
| -7 | __________ | __________________ | ______________ | Conduct Ceremonies practice |
| -5 | __________ | __________________ | ______________ | Print and fold Spirit of the Arrow booklets |
| -1 | __________ | __________________ | ______________ | Bring list of pre-registered members and Ordeal candidates who plan to attend |
| -1 | __________ | __________________ | ______________ | Assign Ordeal candidates to elangomats by clan |
| -1 | __________ | __________________ | ______________ | Distribute clan contact information to elangomat |
| -1 | __________ | __________________ | ______________ | Inquire with Medical Staff for any relevant information about candidates that the elangomats may need to know (medical conditions, etc) and communicate this to elangomats |
| -1 | __________ | __________________ | ______________ | Visually inspect the site where candidates are to spend their night alone |
| -1 | __________ | __________________ | ______________ | Visually inspect and prepare the pre-Ordeal site |
| -1 | __________ | __________________ | ______________ | Build fire lay |
| -1 | __________ | __________________ | ______________ | Bring ceremony costumes |
| -1 | __________ | __________________ | ______________ | Bring bow with extra bow strings |
| -1 | __________ | __________________ | ______________ | Bring arrows and quiver |
| -1 | __________ | __________________ | ______________ | Bring ceremony props |
| -1 | __________ | __________________ | ______________ | Conduct pre-Ordeal ceremony |
| -1 | __________ | __________________ | ______________ | Assist the elangomats in placing the candidates for the night alone |
| -1 | __________ | __________________ | ______________ | Distribute tools and materials to work sites |
| 0 | __________ | __________________ | ______________ | Supervise the completion of Ordeal projects |
| 0 | __________ | __________________ | ______________ | Deliver water and food to clans |
| 0 | __________ | __________________ | ______________ | Build Ordeal fire in ceremony ring |
| 0 | __________ | __________________ | ______________ | Bring ceremony costumes |
| 0 | __________ | __________________ | ______________ | Bring candles and candle stands |
| 0 | __________ | __________________ | ______________ | Bring torches, fire pots, fuel, and matches |
| 0 | __________ | __________________ | ______________ | Bring ceremony props |
| 0 | __________ | __________________ | ______________ | Bring rope with loops |
| 0 | __________ | __________________ | ______________ | Bring sashes, OA Handbooks, membership cards, OA flaps, Spirit of the Arrow booklets, and lodge supplies |
| 0 | __________ | __________________ | ______________ | Conduct Ordeal ceremony |
| 0 | __________ | __________________ | ______________ | Extinguish Ordeal fire and return supplies |
| 1 | __________ | __________________ | ______________ | Conduct New Member Orientation |
| 1 | __________ | __________________ | ______________ | Distribute OA Handbooks, membership cards, and OA flaps |
The above resource is provided by the Unit, Chapter, and Lodge Support Subcommittee. Lodges around the country have used this resource successfully in the past. To submit your best practice, send an email to @email.