| 4 WEEKS BEFORE |
|
Recruit staff |
|
Identify Reception Coordinator |
|
Identify Ikebana Arranger |
|
Prepare Email for Participant |
|
Email Target Participants and Make NE Sangha Announcement |
| 2 WEEKS BEFORE |
|
Check in with Director |
|
Check for needed supplies |
|
Arrange house for out-of-town people |
|
Contact lunch caterer |
| 1 WEEK BEFORE |
|
Check in with staff |
|
Locate slogans and frames |
|
Get honorarium and card |
|
Email participants |
|
Arrange Director Suite setup |
|
Plan reunion |
|
Determine who will take Director to meals |
|
Fill out Staff Logistics Sheet |
|
Remind staff to bring receipts |
|
Send staff slogans, logic statements and assignments |
|
Collect phone numbers |
|
Do you have a key, does anyone else need one |
| FRIDAY NIGHT |
|
Staff meeting |
|
Post Staff Logistics Sheet and schedule |
|
Set out slogans |
|
Everything clean? |
|
Meditation hall setup? |
|
Director’s chair, table, flower, mike? |
|
Registration table setup |
|
Director’s Suite setup |
|
Greeter on duty |
|
Confirm which staff will handle breakfast- key? |
|
Opening introduction/welcome |
|
Closing announcements and introductions |
|
End of night clean up |
|
Remove director’s chair and table |
| SATURDAY AM |
|
Setup for breakfast and registration |
|
Check in with Director |
|
Everyone here? |
|
At first sitting ask participants to stay in the same seat to assist with interviews |
| SATURDAY PM |
|
Does the Director want to specify participants to interviewers? |
|
Does the Director want to give staff interviews? |
|
Setup for interviews |
|
Give each interviewer and escort copy of Interview Roster |
|
Setup for tea break |
|
During tea break setup for next talk |
|
End of the day clean up |
|
Water flower arrangements |
|
Lockup |
| SUNDAY AM |
|
Setup for breakfast |
|
Check in with Director |
|
Anyone missing? |
|
Post “No Sitting” sign on front door before 9:00 |
|
Arrange logistics for discussion groups |
|
Arrange for staff reimbursement of expenses. |
| SUNDAY PM |
|
Everything setup for interviews |
|
Setup for tea |
|
During tea break setup for final talk |
|
Setup for reception |
|
Closing announcements |
|
CLEAN UP, see checklist at end of document |
| AFTER WEEKEND |
|
Send treasurer receipts, funds and final accounting |
|
Update database to reflect actual roster of participants and staff |
|
|
