Objective:

To create a comfortable and focused environment where guests and aspirants can:

-hear the message of Prem Rawat

-invite their friends to listen

-be informed about the Keys process

Form a core planning team of 2-3 people to take responsibility for the planning and content of introductory events.

• Consider goals (i.e. number of guests who could then bring their friends)

• Measure results (this will help to assess how often to host the programs and if they are successful)

Responsibilities (Where, When, What)…. and Who?

• Venue; research and determine convenient location(s) for bringing guests. Reserve room for initial event and at least one follow-up event; consider reserving for future events; i.e. same day once a month for several months

• Calendar of events (s); date, time, length

• Promote event(s )–invitations, event announcements via mail, email or other

• Content of event

• What type of event? MC and DVD? Guest speaker(s)? Who will be invited? Refreshments? Will translation be offered?

•  Screening material to be presented

• Walk-in and/or ending music, if applicable

• MC – brief mc; and provide introduction and closing information including follow-up details

• Determine support services to be available (lobby presence, information table, Keys library, material sales, contribution boxes, etc)

Budget decisions (how will the event be paid for?)

Who? Recruit an Event Manager for each event.

Responsibilities of the Event Manager

Oversees all aspects of producing the event and ensures the ability to present the content of the event.

Prepares outside (lobby presence) and inside (hall) event environments

• Recruits a volunteer liaison, or works directly with venue liaison

• Lobby plan for support services setup (whether inside or outside event room)

placement of tables; arrangement of materials; signage; contribution boxes, if applicable; misc. such as table coverings, flowers; food/beverage arrangements

• Set-up and take-down

Ensure room is set-up per specifications, room is clean, check room temperature, seats all have good view, aisles wide enough, safety check (fire extinguishers and exits, etc.); lighting check, MC/AV rehearsal 15 mins prior to opening doors. Open doors ½ hr. before event begins. Supervise take-down, debrief with staff.

• Determine staff needs and assign volunteer personnel. Needs could include:

Ushers/greeters, Audio-Visual technicians*, set up/take down, refreshments, support services staff (contributions, information, material sales, Keys librarian).

Basic equipment usually needed: Projector, DVD player, PA system including speakers speaker stands, mixer, amplifier, microphone.

• During event: sit in back and observe; monitor temperature, ventilation, sound.