Sunday Celebration Setup

  • August 21, 2016 12:38 PM
    Message # 4202884
    Anonymous

    Leadership Care Group

    Minutes from 10-24-15 and 11-07-15

    Topic: Sunday Celebration Setup Procedures

    Submitted by Leslie Halpern; A-V Production Submitted by Ken Blanchies

     

    The Sacred Server Coordinator needs to have regular meetings to train volunteers on specific setup procedures, keep them motivated, alert them to problem areas, remind them of commitments, and praise their efforts. Sacred Servers are needed by 9:00 a.m. on Sunday mornings.

     

    PRE-SERVICE SETUP

     

    Immediately Upon Arriving:

    ✓ Place directional signs for CFCSL at designated outdoor locations.

    ✓ Using keypad and key, unlock back door and turn off alarm system.

    ✓ Using key on green key ring from fuchsia-colored hospitality plastic container in workroom, adjust thermostat to comfortable level.

    ✓ Using other key on green key ring unlock two kitchen cabinets marked “CFCSL use only” by oven.

     

    AUDIO-VISUAL PRODUCTION

     

    Set up one table and two chairs.

    1. SETTING UP

    There are four system procedures included in this Setting Up section; Audio Playback, Audio Recording, Video Playback and CD Duplication. Each of these will be addressed separately although they are all integral to the overall A/V Production.

    A. Audio Playback

    i. Speakers There are two large powered speakers that flank the stage. They are placed on the floor in front of the stage in a manner that will not block the walking areas toward the storage room and leading to the rear of the building.

    The speakers are located on the bottom shelf in the storage room and should be removed from the left.

    1. Remove Microphone Stand from between the speakers and set aside

    2. Remove the two Speaker Stands and carry them to each side of the stage

    3. Slide the first Speaker off the shelf toward you, Tip the bottom to the floor, then stand them in the upright position. Bend at the knees and grab both handles with the front of the speaker pointed away from you. Carry the speaker to one side of the stage. Repeat for the other speaker NOTE: They have a little weight to them so this process will help manage the speaker safely.

    4. Open the bottom of the Tripod Speaker Stand and place it in the location where the speaker is to be positioned.

    5. Raise the center pole of the Speaker Stand and place the “PIN” in the fourth hole. Tighten both wing nuts on the stand to keep the legs and center pole in this position.

    6. Tip the Speaker Stand so that it is laying on the floor.

    7. Place a Speaker face down with the bottom facing the center pole of the Speaker Stand. Lift the Speaker an inch off the ground and slide the center pole into the hole at the bottom of the speaker until it is fully seated, then tighten the knob to hold the pole.

    8. Stand directly in front of the top of the speaker, bend at the knees and lift the Speaker by tilting the Speaker Stand to its upright position. NOTE: This may require two persons to lift and balance these into the upright position

    9. Repeat for Speaker on the other side of the stage.

    TABLE/CHAIR/PODIUM SETUP

     

    General Information: First set up tables (hospitality, dedication, children’s, lobby [2]) and podium before other volunteers arrive, so when they do show up they can begin placing items on top of the tables and setting up chairs. Allow enough leg room in front of each row of chairs and enough room between seats so we’re cozy, but not crowded. Allow extra room by the production area, in case Ken needs to get up or someone needs to come over to the production table. Volunteers should undergo training before setting up chairs and putting them away. Rev. John prefers angled-chair arrangements (both sides angled like one large V pointed toward the podium with a walkway through the middle) and the Garden Club requires chairs be put away properly for safety and convenience, i.e., access to the electrical boxes in the chair storage room must remain clear at all times.

     

    Tables

    • Set up one table against back wall near the kitchen for regular Sunday HOSPITALITY or two tables for special events & potlucks. Leave access to the wall socket for plugging in coffee makers.
    • Set up one table centered in front of the room for DEDICATION TABLE.
    • Retrieve plastic container from workroom with dedication table supplies.
    • Place tablecloth on the table (red or black).
    • Place gong in the center toward back of table.
    • Place namaste sign in center toward front of table.
    • Place two salt lamps on opposite ends of table.
    • Add new votive candles into lamps each Sunday and light them right before meditation.
    • Set up one table behind rows of chairs for children’s table, cover with a black tablecloth.
    • Retrieve plastic container from workroom containing children’s supplies.
    • Place coloring supplies on the table.
    • Set up two tables (left and right) in FRONT LOBBY.

     

    Chairs

    • Get chairs from storage closet near kitchen.
    • Set up approximately 56 chairs angled in a V toward the podium (more for special events).
    • Leave a wide walkway down the center to accommodate two people walking side by side and/or a wheelchair.
    • Rows on the left side (with production table) need 4 chairs per row.
    • Rows on the right side can have 5-6 chairs per row.
    • Place one chair to the left of the podium (on the production side) for the meditation leader.
    • Place three chairs behind the children’s table.

     

    Podium

    • Bring PODIUM into reception room from workroom and center it in front of the dedication table.
    • Be careful when passing through single kitchen door to the main reception area as it’s a tight fit.
    • Microphone needs to be attached to the podium before service.

     

    KITCHEN HOSPITALITY

     

    General Information: The first steps are getting the table set up, retrieving the supply box, unlocking the cabinets, and getting the water and coffee started. The goal is to have all appliances quiet by the 9:30 meditation. Usually the first pot of regular coffee will be nearly empty by 10:00. Try to start the second pot of regular coffee by 9:50, so it will be quiet for the beginning of service at 10:00. All kitchen help needs training regarding food safety and Sunday procedures before assisting in this area.

     

    ✓ Retrieve fuchsia-colored plastic box with kitchen supplies from the workroom and bring into kitchen.

    ✓ Only use the large metal coffee urn for special occasions with large crowds. It makes up to 30 cups of coffee.

    ✓ Find the green key ring in box (also used for adjusting thermostat) and use the key to unlock two cabinets above counter next to stove.

    ✓ Black coffee pot is for regular coffee; White coffee pot is labeled decaf. Note: Coffee pots should be cleaned with vinegar cycle followed by two water cycles every six months, either at home or early before services at the Garden Club.

    ✓ Plug both power cords into the wall socket in the reception room outlet closest to the kitchen by the hospitality table.

    ✓ Find the black tablecloth in the kitchen cabinet and place on the hospitality table in reception room. Note: tablecloth must be taken home and washed periodically or whenever spills, crumbs are apparent – approximately once a month.

    ✓ The baskets for both coffee pots look the same. However, they fit into their respective pots perfectly and not as well into the other pot. If baskets are mixed up and placed into wrong coffee makers, the tops don’t fit well and it increases the noise level and amount of steam produced.

    ✓ Discourage people from coming into the kitchen and using appliances, equipment, or other supplies – including trash cans. Use of the sink and refrigerator are all we are allowed to use in the kitchen, beyond our two locked cabinets near the oven. We also have permission to get trash bags from beneath the sink.

    ✓ If the crowd is smallish – between 20-30 people – one garbage container from the reception room can be moved into the kitchen to discourage use. (We are responsible for emptying our trash and taking it to the dumpster each week after the service concludes, so try to limit the trash bags to one, except for larger crowds and potlucks.) If people attempt to throw away cups with liquids still in them, offer to throw the liquid into the kitchen sink or ask them to do it. The trash bags are not strong enough to hold liquids and this makes a mess when people throw away cups with coffee or tea still in them and it leaks onto the floor when the bag is taken out of the container.

    ✓ When purchasing kitchen hospitality supplies, select small insulated hot beverage cups whenever possible instead of large ones; bottled waters are appreciated by some community members (usually 2-3 per Sunday), but are not mandatory. Also when purchasing other kitchen supplies, keep in mind our limited space. Large boxes are hard to store; smaller containers and flexible containers are easier to store.  

    ✓ The love donation jar usually receives anywhere from $2.00 - $6.00 per week. This money is used to replenish hospitality supplies. We do not receive enough money from cash donations to keep up with the demand for coffee/tea/food supplies, so product donations are also welcomed. Regular coffee, powdered creamer, liquid creamer, sugar, Stevia sweeteners, hot beverage cups, and napkins need frequent replenishment.

     

    Hot Water Urn for Tea

    • Fill off-white colored hot water urn (found inside plastic fuchsia-colored plastic container) about halfway with water from the kitchen sink (we rarely use more than this, except for special occasions and potlucks).
    • Place the hot water urn on the far right end of the table toward the kitchen door, close to the front edge of the table (this way, people are less likely to burn themselves against hot edges of the pot; placing the pot on the edge of table also makes it easier to place a cup under the dispenser).
    • Find the large power cord in the same fuchsia-colored plastic supplies container and plug into the wall behind the table. Turn on the power cord so red light appears.
    • Plug the hot water urn into the large power cord. The large power cord causes problems when more than two things are plugged into it.
    • The urn has no on/off switch; plugging it in turns it on.
    • The hot water urn makes lots of noise, so do this process first before making the coffee.
    • Community members seem to enjoy a variety of black and flavored teas, both caffeinated and herbal. We also place a few packets of instant hot chocolate mix into the box with teas, although these are rarely used.

     

    Regular Coffee

    • Generally a crowd of 20-30 people will drink 20 cups of coffee, which means one full pot of 12 cups, and then another partial pot of 8 cups. Making two full pots of coffee on a regular Sunday is wasteful. The large metal coffee urn can make up to 30 cups of coffee for special events or large crowds, but is cumbersome to work with on a regular basis and the metal gets extremely hot. Coffee filters are in the kitchen cabinet with other supplies.
    • Ideally, have the first pot of 12 cups brewed and ready to drink before the 9:30 meditation. Between the meditation and 10:00 service, make the additional 8 cups of coffee, if needed, and have the brewing process complete by the end of the musical introduction, i.e., 10:05 at the latest.
    • Use the black coffee maker for regular coffee.
    • Use the RED plastic Folger’s coffee container for regular coffee. To keep things simple and consistent, various brands and types of coffee are placed into this same reusable container when the coffee supply gets low.
    • Using the metal scoop inside the container, measure out one rounded scoop for every 3 cups of coffee. The metal scoop in the regular coffee container is larger than the plastic scoop in the decaf coffee container. 2 scoops make 6 cups of coffee; 3 scoops make 9 cups; 4 scoops make 12 cups.
    • Place the black regular coffee maker on the table close to the hot water urn, but set back away from the edge, so spills will land on the tablecloth instead of the floor. Even so, some people still pour their coffee close to the edge and spill it onto the floor. Wet tile floors are dangerous, so watch for spills that need to be cleaned throughout the service, so no one gets hurt. Flip the coffee maker switch on (to the right) so a red light appears.
    • Plug the coffee maker into the smaller power cord to avoid overloading the larger one, which tends to blow fuses. Turn on the power cord so the red light appears.
    • Community members generally prefer regular coffee with no added flavors, although flavored creamers are very popular. When there’s money available for these purchases, offer the community powdered creamer, regular half ‘n half creamer, and flavored liquid creamer.

     

    Decaf Coffee

    • Generally 8 cups of decaf coffee for a crowd of 20-30 people is sufficient. Making a full pot with 12 cups involves lots of wasted coffee on a typical Sunday. For potlucks and special occasions, a full pot of decaf is appropriate. Coffee filters are in the kitchen cabinet with other supplies.
    • Use the white coffee maker labeled Decaf.
    • Use the GREEN plastic coffee container. We replenish the decaf coffee supply using different brands or types of decaf, but retain the same container so it’s easy to identify.
    • Using the plastic scoop inside the container, measure out one rounded scoop for every two cups of coffee: 2 scoops make 4 cups; 3 scoops make 6 cups; 4 scoops make 8 cups; 5 scoops make 10 cups; 6 scoops make 12 cups.
    • This pot makes an excessive amount of steam, so fill the pot with water about 1 cup over the mark needed. That way, after the water is lost through steam, the coffee maker will still produce the desired amount of coffee.
    • Plug the coffee maker into the smaller power cord to avoid overloading the larger one, which tends to blow fuses.
    • Place the white decaf coffee maker on the table close to the regular coffee maker, but set back away from the edge, so spills will land on the table cloth instead of the floor. Flip the coffee maker switch on (to the right) so that a green light appears.
    • As with regular caffeinated coffee, community members usually prefer decaf coffee without added flavors.

     

    Hospitality Table

     

    1. Black tablecloth

    2. Hot water urn and coffee makers

    3. Creams, Sugar, Sweeteners, Stirrers, Napkins, Cups for Hot Beverages, Assortment of Teas from locked kitchen cabinet (arrange so that like items are placed together for ease of use)

    4. Large sign asking people to be seated by 10:00 goes on far left of table. Small sign regarding love donation and glass jar should be placed near large sign on the left of table

    5. Save space on the front left for food items, in case someone brings in goodies.

    6. If messy or crumbly food is available, add a stack of small plates on the left in front of signs; add forks if needed

    7. If someone brings in an uncut cake (or other similar item), place the cake on a plate and put knife on table nearby or cut the item into pieces in the kitchen and place cut items on a plate

    8. To avoid a cluttered table or spills from box lids, move items from boxes onto plates for serving, if appropriate

    9. Check table occasionally to be sure empty pots aren’t burning; unwiped spills must not remain on the floor, supplies are fully stocked on the table (regular coffee and liquid creamer are the usual items that need replenishment)

     

    FRONT LOBBY

     

    Get lobby items from workroom storage. Place CFCSL sign outside front door.

     

    Glass Center Table

    • Place programs (from black box) on the glass circular center table for the Greeter to distribute.
    • Place name tags on this table.
    • Place meditation sign on the center table during meditation.

     

    Information Table

    • Retrieve plastic container with CFCSL promotional supplies for the table on the left (library side).
    • Place beige tablecloth on the table.
    • Display treatment cards, sign-up sheets, newcomer welcome packets.

         

    Book Table

    • Retrieve container with books for the book table on the right (bathroom side).
    • Place beige tablecloth on table.
    • Place books on table with “love donation” sign.

     

    Cleanup, Tear Down, and Lock Up

     

    Coming Soon!

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