Obtain from Keena the names and email addresses of incoming graduate students entering in the fall; this should be more-or-less finalized by mid-July. Be sure to get information for incoming PhD and MS students, as well as BS/MS students entering the master's program (this last group is often forgotten).
If no one has yet picked up the shelter permit for the Welcome Picnic, now is the time to do so, as you will need to have this permit with you at the shelter on the day of. This will generally require visiting the Public Works Permits Office downtown at 611 Second Ave in person; they are open weekdays from 7:00am to 3:00pm.
At the Permits Office, you will need to present the check which was issued by the University and specify which of the available times you want the permit to be valid. There isn't much practical difference between the choices, but we typically choose the 11:00am--7:00pm option, since that gives us plenty of time to set up for a 1:00pm picnic and tear down after about 3:30pm or so.