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 and lock 30 minutes after the event’s start time. If you would like something different from these procedures, 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 Office Administrator to arrange a time to get a key to Waters House and to return it when you are done.

Childcare for church-sponsored events

• 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 for event registration information to clarify 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. The childcare staff are on payroll.

Room setup request

• Here is the standard room setup:
• Emerson Room
  • Four tables in a connected rectangle with 18 chairs around it
  • Two easels with flip charts
  • One basket of markers
  • One projection screen
  • One A/V cart, which must be reserved in addition to reserving the room. Reserving the Emerson Room does not automatically reserve the A/V cart. On the A/V cart is:
    • One projector (with PC & Apple Adapters)
    • One pair of speakers
• Fireplace Room
  • Eleven chairs in a semi-circle
  • One easel with a flip chart
  • One basket of markers
  • One projection screen
• Dining Room
  • Two serving tables against the back wall
  • One rack of chairs by the wall
  • Two racks of chairs in unlocked closet
• If you need a different setup and are physically unable to rearrange the room and return it to standard setup when done, email the custodian at least 2 weeks in advance to arrange desired setup.

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

Think of your target audience and how best to reach them

• Circuits– Send to Office Admin by Monday by 5pm

• Order of Service– Send to Office Admin by Wednesday afternoon

• • 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! 
  • 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 – Events sent into Circuits will appear on the homepage as your event gets closer. Adult Faith Development class information sent to the CLC will also get onto the Adult Learning page.