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Air & Scare Event and Sign-Up Information

 
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midichlorianlori (Lori Frye)
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PostPosted: Mon Aug 06, 2018 1:51 am    Post subject: Air & Scare Event and Sign-Up Information
Event: Fri Oct 19, 2018 8:00 pm
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Update 10/19/18

PARKING INFORMATION

Here is a link to a map showing the museum entrances and where we need to park:

https://drive.google.com/file/d/1WkHahHr1Cez7hlJRAjvwDxzIqQrhjcsW/view?usp=sharing

Friday Setup:

Everyone who is coming in for Friday A & S setup and load-in must enter through the Route 28 gates (public entrance) after 4pm. There is no parking fee after 4pm. After you enter the museum gates, you will drive past the museum and all the way around the back of the museum until you reach the North End. Everyone will park on the North End for Load-in. Load-in will take place through the North End and/or Northwest doors. Security will be at the doors to let everyone inside. Times for load-in are 5:30pm - 7:30 pm

Saturday A & S Event:

Saturday Morning: Everyone must enter through the Route 50 gate (non-public gates). Everyone's name is on a parking list; Security will be at the gate to check everyone in and direct you to parking area. Once you have passed the first parking gate, you will proceed through the 2nd gate. There should be someone at that gate to direct you to the North End and to give you a Parking Placard (sheet of paper) that all A & S volunteers must have to leave the event at the end of the day. Drive all the way around the museum until you reach the North End. Staff there will be directing traffic/parking. Everyone will enter through the North End doors/Northwest doors. Security will be there to let everyone inside. We will be using the same 2 classrooms for 501st/Rebel Legion and Mando Mercs as we have in the past years.

Arrival time for the event begins at 9am on Saturday morning.
Group photos will be taken in the Space Hangar beginning at 11 am.
Event times: 12pm to 5:30pm

Saturday After Close of A & S Event:
Everyone must have the Volunteer Parking Placard in order to leave the parking areas without paying the parking fee.

After the event ends, everyone can exit the museum's parking areas through either the Route 50 gates or the Route 28 gates. FYI, the Route 28 gates will be very busy immediately after the museum closes at 5:30 pm, but should have no traffic later (after breakdown of all displays). The Route 50 gate will have Security until approx. 6:30 pm, which should help with some of the congestion experienced last year.


SIGN-UPS AND SCHEDULE

Sign-ups for Air & Scare are now closed.

Here is the updated schedule grid:

https://drive.google.com/file/d/1QfoslQd3FYiT5JHw35kWBug5wrubnYo4/view?usp=sharing

Here is the updated attendees list:

https://drive.google.com/file/d/1cxLoeQ05rO93VCaFu8w4UvmiYNpm221B/view?usp=sharing

Here are the links if you would like to volunteer for 501st and Rebel Legion display tables shifts:

501st Table Sign-ups:

https://docs.google.com/spreadsheets/d/1SWeJ7QHIs5V6mkzNJOF0htbGk_CdVXEaVIoFSIELhXc/edit?usp=sharing

Rebel Legion Table Sign-ups:

https://docs.google.com/spreadsheets/d/1WqPZmrWk5yA6BO5FHa5B5-konjVKevtMASv1IB_f0JE/edit?usp=sharing

EVENT DETAILS:
Event: Air & Scare
What is Air & Scare?: A Halloween trick-or-treat event at the Smithsonian National Air & Space Museum in Chantilly, VA, which features Star Wars characters and photo ops. The 501st, Rebel Legion, Mando Mercs and R2-D2 Builders were all in attendance last year, as well as the Ghostbusters. This is the 12th year that the 501st and Rebel Legion have appeared at Air & Scare. We will have fan tables, formal photo ops, and roaming characters. The Smithsonian provides trick-or-treat stations, activities and movies for the attendees. Attendance has run between 20,000-30,000 people in past years.
Location: Smithsonian Steven Udvar-Hazy Center National Air & Space Museum
Address: 14390 Air and Space Museum Parkway, Chantilly, VA 20151
Date: Saturday, October 20, 2018
Time: The event runs from 12 PM - 5:30 PM this year. Costumed volunteers should plan to arrive between 9:00-9:45 AM Saturday or to drop off your costume bin on Friday night during set-up time – we are not allowed to bring costumes through the museum after it opens to the public at 10 AM. If you need to leave the event before 5:30 PM, please make arrangements with another volunteer to have your bin removed from the museum after it closes at 5:30 PM.
Costumed handlers and non-costumed can arrive at 10:30-11:00 AM if they did not volunteer to help with set-up; if they are helping with set-up please arrive at about 9:00 AM.
Please do not arrive before 9 AM Saturday morning- the museum has a lot of other displays to set up, and they won’t be ready for us until 9 AM. If you arrive unexpectedly early, there is a Starbucks and a Target at the Chantilly Crossing shopping center across the street from our usual volunteer entrance where you can pass the time until 9:00.
Set-up: Friday night, October 19. There is a question on the sign-up form where you can sign up to help with Friday night set-up. Friday night set-up runs from 5:30 PM-7:30 PM.
Parking: See top of thread for details and link to map.
Changing Room: Classrooms 2A/2B. From the volunteer entrance, go straight until you reach the Blackbird plane, then take a left turn and go all the way back into the Claude Moore Education Center, then take the hallway to the left, and the classrooms are on the right side. They are before you reach the IMAX theater. The museum requires that only event volunteers are allowed into Classrooms 2A and 2B; friends and family members who are not working for the event are not allowed into the room. All event volunteers, whether costumed or non-costumed, will need to stop at the check-in table outside the classrooms and pick up a volunteer badge in order to access the changing room.
Our space in the changing room is going to be smaller than usual this year; there are flight simulators along two sides of the room which take up quite a bit of space. Due to the reduced space, please pack your costumes compactly – please try to pack your costume materials so they can stack and take up the space of just one armor bin, even if you bring two costumes. If you have any large props that you can only carry for a short time, which would need to be stored in the changing room during the event, it is best to leave those props at home if they won’t fit into your costume bin.
IMPORTANT INFORMATION ABOUT THE CHANGING ROOM:
The flight simulators that are in the changing room are very expensive, and we are not allowed to touch them or place any items on them. They will be roped off with caution tape. They are so expensive that any volunteer who is caught touching or stacking costumes on the flight simulators will be asked to leave Air & Scare.
Also, the doors that we usually use (the ones farthest from the IMAX) is partially blocked by the flight simulators, so those doors will be locked this year. We will be using the next set of doors towards the IMAX instead this year, because they have enough clear space to fit our costume bins.

Hotel Room Block: Residence Inn Chantilly has graciously been our host hotel for the past few years. The rooms are suites, so they have a lot of space. The group rate expired October 5, but if you call them to reserve a room, it can’t hurt to mention that you are part of the Air & Scare group.
Residence Inn Chantilly Dulles South
14440 Chantilly Crossing Lane Chantilly VA 20151
703-263-7900
$84 per night
Book your group rate for Air and Scare 2018
https://www.marriott.com/hotels/travel/ ... les-south/

Smithsonian Website: https://airandspace.si.edu/

Event Staff:
Volunteer Coordinator - Lori Frye (Midi-Chlorian Lori/midichlorianlori on forums). E-mail: lofrye@hanover.com Cell: 703-232-6962.
501st Coordinators: Stoagie Schwank, Chris Williams, Scott Huls
Rebel Legion Coordinators: Joel Webne, Carly Kennedy, Nick Pasquariello

IMPORTANT INFORMATION FOR 2018 – EVERYONE PLEASE READ
Here is some additional details on some of the items discussed above:
1. Children- due to our limited changing space and the high demand for costumed volunteer spaces for this event, we no longer have space to have Galactic Academy members be formal event volunteers and use our changing space. However, children are welcome to attend as members of the public (even in costume, since it is a Halloween event); they just can’t enter the changing room.
2. No Costumes Can Be Carried Through the Museum Between 10 AM – 5:30 PM on Event Day-
As noted above, we anticipate that Smithsonian security may still have the requirement which states that no large bins or bags or duffle bags can be transported through the museum on Saturday 10/20 between 10 AM (when the museum opens, two hours before the event starts) and 5:30 PM (when the museum closes, at the time when the event ends). This will cause problems for anyone who:
a. Might be delayed by traffic on arrival;
b. Plans to leave the event early; or
c. Plans to arrive at the event late.
In any of the circumstances above, your costume can’t be carried through the museum when you arrive after 10 AM, or when you leave before 5: 30 PM. You may need to do a car change in the parking lot in order to keep your costume bins in your vehicle during event hours. If a car change is not a possibility, you should make arrangements with another volunteer to drop off or pick up your costume as needed. If you won’t be trooping the whole event, please indicate on the sign-up spreadsheet what arrangements you’ve made to manage your costume bins/bags.
If you are concerned about traffic delays, and a car change is not an option for you, then you may want to consider getting a room in our hotel room block for Friday night. There will be no exceptions to this restriction for late arrivals.
3. Friday Night Set-Up- Set-up for the event will take place on Friday night instead of the usual Saturday morning. Friday night set-up will start when the museum closes at 5:30 PM and ends at 7:30 PM. We will need volunteers on Friday night to help set up the photo backdrops and the 501st and Rebel Legion tables, to place the stanchions for the photo op lines, and to rearrange the changing room tables. Please sign up on the sign-up form for Friday night set-up if you are available to help out, and then we will get in touch with you re: additional details.
4. 501st and Rebel Legion Table Display items need to be in place by Friday night- Since we have a very limited amount of time on Saturday morning to bring items into the museum, we will need to get any costumes or props that we will be displaying on the 501st or Rebel Legion table into the museum on Friday night. Please contact Chris Williams if you have any items you would like to lend for the 501st table display. Please contact Joel Webne if you have any items you would like to lend for the Rebel Legion table display. In order to lend items this year, you will need to be able to get the display item into the hands of one of volunteers for Friday night set-up so it can be moved into the museum on time.
5. Handlers- Given the space limitations, we will be asking any volunteer handlers who aren’t helping costumers get into gear to stop in the changing room to check in and pick up their volunteer badge, then to leave the changing room to allow space for the costumers to change after they arrive at the event. We will also be asking any handlers who aren’t assisting costumers to change, helping with breakdown or sharing a ride with a costumer to leave the museum when it closes at 5:30, and then meet up with us at the post-troop dinner (location and time to be announced).

Group Photo: the group photo will be taken between 11 AM – 12:00 PM in the Space Hangar in front of the Space Shuttle. Please be ready in costume and waiting by the Space Shuttle by 11 AM if you would like to participate. We will taking group photos of all the Star Wars groups combined, as well as individual group photos of the 501st, Rebel Legion, Mandalorian Mercs and R2 Builders.

Post-Troop Dinner: We will be having our traditional post-troop dinner again this year:
TGI Friday’s
13071 Worldgate Drive
Herndon, VA 20170
6:00 PM after event ends.

Friday Night Post Set-Up Dinner:
Red Robin
14450 Chantilly Crossing Lane
Chantilly, VA 20151
7:30 PM after set-up is done.

Food: The Smithsonian is not providing lunches this year. They will be providing snacks that include cheese, crackers, fruit, spinach and artichoke dip, and gourmet popcorn. Note that there may not be enough for everyone to have one. You should bring along a bag lunch. For those who don’t bring a lunch, there is a McDonald’s onsite (although lines tend to be very long during the event). The Smithsonian generally does not allow food in our changing room and makes a special exception for us, so please choose the food you bring carefully: no foods that stain (like salsa or red grapes), drip (sauces and dips) or crumble and leave a lot of crumbs. We want to leave a neat room for the museum at the end of the night. The museum has asked that you only bring the food that you want for yourself- we usually end up with a lot of unused food that people have brought at the end of the event which we have to dispose of.
Thank you to everyone who volunteered to bring drinks for the event. Since the museum is not able to provide as much water this year as in prior years, we have asked some people to switch their donation from Gatorade to water. Please see the post in the thread below, which lists which volunteers should bring Gatorade, water or soda.

Trooping Tips:

We have learned from past experience that it is best not to troop in the museum entrance hallway: this event draws huge crowds (20,000 -30,000 people), and our costumed presence causes big traffic jams. Please be aware of the need to let traffic get past you wherever you troop; please avoid blocking hallway intersections, restrooms and elevators. We have a large number of volunteer handlers- please troop in groups and bring a handler with you to assist with crowd control, line management and traffic flow. If the crowd of spectators is blocking a hallway, your handlers can help arrange them into a line which does not block traffic.

Blasters are allowed, as long as they do not actually shoot projectiles. Please do not point your prop blasters directly at any of the museum guests, even if they request it. Please treat your blaster at this event like it is a real weapon; keep it pointed away from people and keep your finger off the trigger.

Given our large number of volunteers, please be considerate and pack up your costume gear when you are finished changing and stow your costumes along the walls of the room instead of leaving them on the tables. We will need to keep the tables clear so others have room to change or eat.

The Star Wars area is located at the North End of the museum this year, by the volunteer entrance. We are able to fit all of the Star Wars photo ops except the Vader one along the North End. The Vader photo op will be in its usual location near the Blackbird.

Many volunteer badges will have lanyards – boring white lanyards, and some have pins. If you have a more interesting lanyard that you would like to use, please bring it along.
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Lori Frye
Admiral Ackbar
Freedom Base


Last edited by midichlorianlori (Lori Frye) on Fri Oct 19, 2018 5:08 pm; edited 6 times in total
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Npask82 (Nick Pasquariello)
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PostPosted: Mon Aug 06, 2018 12:33 pm    Post subject: Reply with quote

Rebels,

Please don't hesitate to reach out to Joel, Carly, or I about any questions especially with the new "Costumed Handler" category. This is a good opportunity for us to maximize our capacity!
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midichlorianlori (Lori Frye)
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PostPosted: Sun Sep 09, 2018 7:24 pm    Post subject: Reply with quote

Please see the top of the first post for additional information about sign-ups on 9/22/18!
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midichlorianlori (Lori Frye)
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PostPosted: Thu Sep 20, 2018 11:51 pm    Post subject: Reply with quote

Air & Scare Update: this information is also included in the first post.

The museum has determined the hours of the event: 12 PM – 5:30 PM.
Costumed volunteers should plan to arrive between 9:00-9:45 AM Saturday or to drop off your costume bin on Friday night during set-up time – we are not allowed to bring costumes through the museum after it opens to the public at 10 AM. We will do our group photo prior to the event start- the exact time will be announced later.

Our space in the changing room is going to be smaller than usual this year; there are flight simulators along two sides of the room which take up quite a bit of space. Due to the reduced space, please pack your costumes compactly – please try to pack your costume materials so they can stack and take up the space of just one armor bin, even if you bring two costumes. If you have any large props that you can only carry for a short time, which would need to be stored in the changing room during the event, it is best to leave those props at home if they won’t fit into your costume bin.

There also will be less space than usual in the museum as a whole, and we may have less space than in previous years. The Air & Space Museum in DC is remodeling, and as a result they are storing many exhibits in the Chantilly museum temporarily, so the museum has less floor space. It appears that we will have less stationary photo ops than in previous years because of the space reductions. The Air & Scare committee is working on determining the final layout for the event and we will post details when we learn them.

Finally, the museum is not providing box lunches this year- they will provide snacks and water. Please plan to bring your own lunch. The museum also asks that you bring only enough food for yourself- there is usually a lot of unused food that people brought to share left over at the end of the night, which we have to dispose of during clean-up.
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midichlorianlori (Lori Frye)
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PostPosted: Sat Sep 22, 2018 11:43 am    Post subject: Reply with quote

Air & Scare sign-ups begin today at 11:30 AM! Please use the Google form linked here:

https://docs.google.com/forms/d/e/1FAIpQLSeuny8Ftl23DsArwENMzLT7Z1OQ_ITiR8Ewlg6epLJZ2QWXSA/viewform?usp=sf_link

If you run into any technical difficulties, please contact Lori Frye right away at 703-232-6962 or by Facebook Messenger.

We will have a team working to confirm club membership (except for non-costumed handlers), and to verify that all submitted costumes are approved. Once this is completed, we will post the list of verified volunteers and any wait lists.
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midichlorianlori (Lori Frye)
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PostPosted: Tue Sep 25, 2018 9:30 pm    Post subject: Reply with quote

Here's what you've been waiting for: the list of Air & Scare costumed volunteers and wait list, the list of costumed handlers, and non-costumed handlers, as of 5:00 PM 9/25.

If you are on the costumed volunteer waiting list, please don't worry too much. We only have 16 people on the waiting list so far, and although I can't make any promises, in most years we have more cancellations than that. Also, please remember that we have a lot of capacity for costumed handlers, for anyone who can arrive and leave the event in costume instead of bringing a costume bin.

Please note that there are separate tabs for costumed volunteers, costumed handlers, and non-costumed volunteers.

https://drive.google.com/file/d/158V2MaMenl61L-vHYH0YE-2z9DRsyrwG/view?usp=sharing

Anyone else who is interested in volunteering as a costumed handler or non-costumed handler, or getting on the waiting list for a costumed volunteer spot, can sign-up using the Google Form linked below:

https://docs.google.com/forms/d/e/1FAIpQLSeuny8Ftl23DsArwENMzLT7Z1OQ_ITiR8Ewlg6epLJZ2QWXSA/viewform?usp=sf_link

The Google form gives a time stamp for each response, so the Air & Scare planning staff will use those time stamps to determine who sent their response in first.
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EldonPax (Matthew Blank)
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PostPosted: Mon Oct 01, 2018 6:52 pm    Post subject: Table Duty Reply with quote

Is there a place to signup for table duty shifts?
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midichlorianlori (Lori Frye)
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PostPosted: Fri Oct 12, 2018 11:08 am    Post subject: Reply with quote

Joel posted this link for table shift sign-ups:

https://docs.google.com/spreadsheets/d/1WqPZmrWk5yA6BO5FHa5B5-konjVKevtMASv1IB_f0JE/edit#gid=282488522
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midichlorianlori (Lori Frye)
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PostPosted: Sat Oct 13, 2018 1:05 am    Post subject: Reply with quote

By popular demand, here is the schedule grid for Air & Scare photo op shifts, handler shifts and table shifts (as of about 5:30 PM tonight- if you made any table shift changes after that I will catch them tomorrow). Due to several cancellations within the last 48 hours, I have not had time to quality-check the schedule sorted by photo op against the individual name listing. If you spot any conflicts, please go by the schedule sorted by photo op rather than the name list. I will go through and make sure the two are reconciled tomorrow.

Please let me know if there are any conflicts or issues with your individual schedule.

Note that we don’t have enough specific assignments for everyone, but that is okay. Roaming costumers and roaming handlers are a huge part of Air & Scare, and those positions are just as important as the static photo ops.

https://drive.google.com/file/d/1ZpsWPOHGNZ-QBaTJLKqvk6xUhxoKoPO0/view?usp=sharing

Here is also a master attendance list. We still have 9 people on the waiting list for costumed volunteer spots, and most costumed handlers and non-costumed handlers have specific shift assignments, so please let me know right away if you won’t be able to attend.

https://drive.google.com/file/d/1Ile-UMxvYA3crxOHs5ro6Z_lYbmzUTRa/view?usp=sharing

I had planned to do a further update tonight, but I have an unexpected visitor, so I will post a full logistical update tomorrow, with details on the Saturday night dinner, Friday night set-up details, and event day details. Set-up hours Friday are 5:30 PM – 7:30 PM. On Saturday, plan on arriving 9:00 AM -9:45 AM if you didn’t drop off your costume on Friday. If you are a handler, plan on arriving at about 10:30 AM-11:00 AM. The event ends at 5:30 PM, with a dinner after the event for those who want to attend.
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midichlorianlori (Lori Frye)
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PostPosted: Sun Oct 14, 2018 2:11 pm    Post subject: Reply with quote

Thank you to everyone who generously offered to bring drinks to Air & Scare when they filled out the sign-up sheet. We are going to need to make a change in what drinks we have people bring. In past years, the Smithsonian has provided a lot of water. This year, they are only going to be able to provide about one water bottle per person. So, I would like to switch many of our Gatorade donations to water instead. I have broken down the list of people who offered to bring drinks and made my best guess of how much we would need. Please review this list, which breaks down who will bring water, Gatorade or soda.

Gatorade: please bring at least an 8-pack.

Tolga Akdogan
Cayla Amsley
Kevin Belling
Deb Benigni
Brandon Bloodworth
Taylor Boone
Michel Boyer
Christopher Brooks
Claudia Champion
Aaron Chorpenning
Joshua Colucci
Sean Conlon
Arielle Cormier
Frank Craighead
Corey DiPietro
Melanie Ellyson
Julia Evans
Trish Fratarcangelo
Gaby Godoy
Nicholas Gilchrist
Dave Glass
Michael Grose
Dan Heisey
Michael Henry
Joseph Hsu
Eric Jacobs
Maryn Jordan
Carly Kennedy
Robert Lantz
Norman Laythe
Matthew Leech
Jason Lizek
Lauren Lys
Heather Mason
Tim May
Robert Metcalf
Carolyn Mielnik
Raul Rosado
Rich Schucker
Amber Sotelo
Patrick Talbott
Raymond Trouve
Dave Turnbull

Water: please bring at least a 6-pack.

Tim Allen
Donna Berry
Christopher Brown
Christine Cairoli
Nicholas Campbell
Sam Coulson
Damon Degner
Jaimie Gunter
Joy Hargraves
Dale Henry
Amy Hill
Melissa Hinton
Michael Hinton
William Holmes
Samantha Huddleston
Dieter Jobe
David Jones
Barbara Laabs
Tom Musco
Aaron Peck
Kirsten Petersen
Shawntel Pike
Lisa Robar
Paul Rudewicz
Scott Stevens
Peter Tulay
Neil Umayam
Ryan Vasquez
Marc Wasserman
David Webb
Nicole Webb (Price)
Sarah Webb
Joel Webne
James Welsh
Chris Williams
Matthew Wolfe
Andy Wolf

Soda: please bring at least a 6-pack.

Matthew Blank
Rick Bouwhuis
Melissa Branch
Quinn Brown
Chris Church
Laura Church
Andrew Fairall
James Fratarcangelo
Melissa Hinton
Michael Hinton
William Holmes
Kat Katan
Brian Lutgens
Steven Manuel
Tim May
Matt Nagy
Jeffrey Northman
Jonathan Pike
Stoagie Schwank
Jireh Silva
Ari Stone
Eric Tank
Eric Teneza
Susan Teneza
Linda Ward
Randy Ward
David Weese
Kymber Weese

Thank you again to everyone who volunteered to donate drinks!
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midichlorianlori (Lori Frye)
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PostPosted: Sun Oct 14, 2018 5:04 pm    Post subject: Reply with quote

Please see the top post for important updates. Thanks!
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midichlorianlori (Lori Frye)
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PostPosted: Fri Oct 19, 2018 5:10 pm    Post subject: Reply with quote

Please see the top post for final A&S details, including parking. Thanks!
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