Necessary Tasks:

Room reservations

    • Six weeks before (at minimum): Contact Office Administrator with the date(s) and time for your class and request a room for the class. You can always check the main calendar on the website to see what rooms have already been taken. Please make sure your event does not conflict with any major church wide events such as Annual Meetings. Rooms that are available for use are:
      • Emerson Room
      • Dining Room A (Closer to the back door)
      • Dining Room B (Closer to the front door)
      • Fireplace Room
      • Waters House Library
      • Youth Group Room
      • RE Classrooms (check with DLRE and Office Admin)
      • Great Hall

– Reserve A/V cart when you reserve room, if needed

– At minimum, 6 weeks before. Best if 2 months before

Front Door Unlocking (if relevant)

  • The Office Administrator will set the door of the main building to automatically unlock 30 minutes before the start of the event. Event facilitators do not need a key to the building if arriving within that timeframe.
    • Also, for most events, the Office Administrator will set the door to automatically lock 30 minutes after an event’s start time, so that the building is secure as much as possible. If you would like the door to remain open during an entire event, let the Office Administrator know.
  • One week before: If you would like to have the building opened earlier than 30 minutes in advance of the event start time or remain open throughout your event, contact the Office Administrator.

    • If an event is scheduled on the calendar for a room in Waters House and it’s not with the DLRE, e-mail the DLRE and Office Administrator to arrange a time to get a key to Waters House and to return it when you are done.

Childcare

  • Six weeks before: Notify the DLRE with dates and times for potential child care needs. (This includes Friday evenings, Saturdays, and Sundays.)
  • Two weeks before: Check with CLC on child care needs and update any publicity. After checking with CLC regarding childcare needs, notify DLRE with an update as to how many children and what ages, if known, are expected.  
  • Childcare does not need to be paid by the sponsoring group. They are on payroll.

Room setup request

  • At least two weeks in advance: E-mail custodian.
    • Check standard room setup chart. If you need a different setup and are physically unable to set up the room, email the custodian at least 2 weeks in advance to arrange desired setup.
    • There are easels, flip charts and markers in the Emerson Room, Fireplace Room and Dining Room. Feel free to use these and return them to their original location when you are done.
      • Please be sure to remove used paper from flip chart so that the flip chart is ready for the next person to use.
    • In the Emerson Room there is an A/V cart with a projector, speakers, and PC & Apple product adapters to connect to any laptop, which you must supply. If you have A/V needs please request this cart when you reserve your room with the Office Administrator.
      • If your group cannot supply your own laptop, contact the CLC to discuss further.

Publicize in Circuits, OOS, Facebook, RE newsletter, and Website

Think of your target audience and how best to reach them

  • Circuits– Contact Office Admin by Monday by 5pm
  • Order of Service– Contact Office Admin by Wednesday afternoon
  • RE Newsletter– Contact DLRE by Sunday night
    • You can send one e-mail including the DLRE and Office Admin by the Sunday night before you wish to see it in these publications.
    • Six weeks in advance: Send a brief (2-4 sentences) blurb announcing your upcoming event with dates and times, and registration link if ready.
    • Four weeks in advance: Send longer blurb with dates, times, location, facilitators, registration link and any pertinent info (Book for discussion, if registration is drop in, preferred, or required, etc). Include that “Childcare is available upon request through registration.”
    • Week of event: Update blurb with whether or not childcare is available
    • Between events in a series: Update with any new information, such as a guest visitor that week, if necessary.
  • Facebook– On your own! Best times to post are between 12pm-2pm
    • Three weeks in advance: Post on the UU Beloved Communities Facebook Group a blurb with dates, times, location, facilitators, registration link and any pertinent info (Book for discussion, if registration is drop in, preferred, or required etc). Include that “Childcare is available upon request through registration.”
    • Week of event: Repost with any updates. Update blurb with whether or not childcare is available.
  • Website
    • Home Page
      • Events sent into Circuits will appear on the homepage as your event gets closer.