Flyers posted around building

  • Two weeks before: Post flyers in the following recommended places:
    • Hallway and any appropriate bulletin boards in hallway
    • On bathroom doors
    • Water’s House hallways
    • On brochure racks or coffee tables around the Great Hall
      • Please do not put flyers on the front door of either of our buildings.
  • After event: Remove flyers promptly after event.

Financial concerns: Before the Event

  • W-9 forms and payment for visiting teachers
    • Six weeks before event: Download a W-9 form here: https://www.irs.gov/pub/irs-pdf/fw9.pdf?portlet=103 and send to facilitator. You will need this back at least two weeks before the event.
    • Two weeks before: Attach the completed W-9 form to a Check Request Form. Check Request Forms can be found at the bottom of the furthest right column of the mailboxes near the office. Make sure the form is signed by the group sponsoring the event or the staff support for the event. Submit form to Bookkeeper’s mailbox.
      • Get the account number from the sponsoring group.
      • Make sure to indicate on the form if you want the check mailed, placed in a mailbox next to the main office, or left in the office.
      • If you want a check ready the day of the event, submit the paperwork 2 weeks in advance.
      • If you do not need payment day of event, be sure to submit the paperwork in the week after the event so your visiting teacher can be paid promptly.
  • Cashbox
    • Two weeks before: Submit a Check Request Form requesting money for change.
      • To get change for the cash box, a check request must be made from the sponsoring group’s account. This check will get cashed and used for the cash box.
      • The check should be made out to whomever will be cashing the check.
    • One week before: Request a cash box and money envelopes from the Office Administrator.
    • Immediately after event: Count and record money on the deposit slip in the money envelope. All the money should go into the money envelope. Close bag securely and place it in the Black Safe deposit drawer in the office. If the office is locked, place it in the wooden “Contributions” box on the wall between the front door and the main office.

Financial Concerns: After the event

  • Getting Reimbursed
    • Throughout: Make sure receipts only include items for your event and keep all receipts.
    • Get check request form from the bottom of the furthest right column of the mailboxes near the main office
    • Fill out form and attach receipts.
    • Get the account number from the sponsoring group.
    • Make sure to indicate on the form if you want the check mailed, placed in a mailbox next to the main office, or left in the office.  
    • Leave form in the mailbox of the DLRE or coordinating group.

Food and beverages

  • Six weeks before: Decide who will be in charge of bringing or soliciting food. If you are making food, reserve the kitchen with the office administrator.
    • If soliciting:
      • Four weeks before: start signing people up to bring diverse dishes (gluten free, nut free, vegetarian, dairy free, soy free, etc).
      • Week of: Remind volunteers to label their dishes and when they can bring them in. If you are leaving food in the kitchen or fridge, please label them with your event name.
    • We are a peanut-free environment and strive to have dishes available for all dietary needs. Please consider this as you plan and receive information from registration

Clean up

  • Unless otherwise arranged with custodian, please clean up after your group and leave the room in its standard setup.
    • In the main building
      • If you have enough dishes to fill a rack to put in the dishwasher in the kitchen, follow the instructions in the kitchen.
      • If you do not have enough dishes to fill a rack, leave dishes in the sink soaking in soapy water.
    • In Waters House
      • All dishes must be washed and can be left on the drying rack. If the drying rack is full, empty it.