RETREAT INFORMATION FOR COORDINATORS

SCDG RETREAT DOCUMENTS FOR COORDINATORS

Folks who have been coordinating all or part of retreats in the past will not need this document, but sometimes things happen so that suddenly someone new has to do a job without another person to guide them. This is mostly intended to make coordination easier for someone who has to step into a role.

This is written to cover a large retreat with several new attendees that is led by students or visiting teachers. When GesheLa is present, he may change any or all of the things covered below. For a retreat that is small and/or has only experienced attendees, the same person might cover several coordinators' roles (for example, a separate housing coordinator may not be necessary if everyone has been there before, but is very helpful with a group that includes new attendees and people who are camping, etc.; a coordinator for Compassionate Heart Meditation Hall won't be needed for a retreat that meets only in Kailash House).

1. HANDLING RETREATS

2. POLICIES

3. RETREAT COODINATION CHECKLIST

4. ORIENTATION FOR NEWCOMERS

5. REGISTRATION FORM

6. RMRC Layout (map)

7. KITCHEN DUTIES and SIGNUP.

8. HOUSING CHECKLIST

9. SHOWER SIGNUP SHEET

10. MEDITATION HALL CHECKLIST

11. CLOSING CHECKLIST

12. SUPPLIES NEEDED FOR NEXT TIME

1. Handling Retreats: Payment, Scholarships, People, and Communication

Payments:

The CTS donation site is available to all, but only the CTS treasurer will know who has paid there. SCDG members can pay for retreats by check to the SCDG treasurer, who will keep track of the payments and send a lump sum to CTS the day after the registration deadline. The retreat coordinators will need to communicate regularly with both treasurers to have an accurate count of paid attendees.

Scholarships:

SCDG will fund scholarships for its members, and CTS will fund scholarships for its members. Each can set its own guidelines for scholarship application. If someone has paid for a retreat, can't attend, and wants to donate his or her payment for someone else’s attendance, that payment can be applied to either organization’s members and is not considered a scholarship. CTS and SCDG may want to set limits as to how many scholarships a person can receive in one year.

Deadlines and tracking registration:

Deadline for registration; SCDG suggests the Friday before any retreats that start on Friday. This allows us to properly plan for housing, make handouts, and complete grocery shopping. CTS and SCDG treasurers and/or secretaries should also begin to communicate at least three weeks in advance of the retreat date as to registration numbers to ensure we have enough attendees. If there is a waiting list by the Friday deadline, we'll open registration to people on the list until the following Monday. No one will be added after the Monday before the retreat.

(***Registration form: There is a registration form sent to everyone, but in past retreats, only one or two people have returned it. How can we enforce this or do we need to?)

Minimum and maximum number for retreat attendance. We have held retreats with as few as six. Currently, we have a tent platform, a field for tents, and three bedrooms (one large) in the large house and three bedrooms in the small house. However, one bedroom in Sheila's House is always used by Sheila (she is moving her own furniture into that house) and one bedroom is reserved for Geshe-la when he leads retreats. More importantly, we have one full bath and one half-bath at the small house and two full baths at the large house. While camping would make it seem we could handle a large number of attendees, access to toilets and showers has become an issue at 15 attendees, 4 showers, and 4.5 toilets. Only the small house’s 3 toilets are nearby when we use the Meditation Hall. So there is a maximum of 15 for any retreat.

Communications with people who want to attend:

We will send a save-the-date announcement at least six weeks before any retreat. This depends on Geshe-la or any other teachers setting a date, so we will do it as soon as we can. Earlier is better because people need to make work and family arrangements. We can increase attendance through informative, timely notifications.

We will send useful information at least a month ahead of time: topic of retreat, teacher (or student leaders), cost, and logistics, along with a registration form. Probably it's best if CTS communicates with its members and SCDG communicates with its members because of possibly different arrangements, such as scholarships or carpools. However, we also suggest that each registrant also send an email to one central person at CTS, saying how the fee was paid (just in case SCDG people use the CTS site).

CTS and SCDG will send registrants a confirming email a week before the retreat, with details about the schedule and other logistics, dana, dharma rules, required readings, etc. We can create basic forms for these practices and then alter them as needed.

Opening and closing:

There must be two people at CTS and two at SCDG who have all keys and know how to set up the meditation hall (where things are kept, and what goes where). This should be a separate list that we can work on also. For each retreat, one person needs to be responsible for getting there as early as 2 PM to set up their own stuff and then open buildings, sort out sleeping arrangements, unload food, etc., and help with meditation hall setup. That person also needs to plan to stay until the end of cleaning and closing, to check that all is clean, all doors and windows locked, and all garbage, recycling, and compost taken to wherever it will go. We can also make a list of that.

2. POLICIES FOR RADIANT MIND RETREAT CENTER RETREATS

· No smoking of any kind on retreat property

· No alcohol or other substances (except chai!)

· No long, loud phone conversations

· No music that can be heard by others

· No loud conversations in shared areas

· Be considerate of roommates with light and noise

· Respect the property and natural environment--don't leave trash around

· Don't let phones, etc., make audible notifications

· Please observe silence when retreat is listed as silent

3. RETREAT COORDINATION CHECKLIST

SIX WEEKS or more BEFORE (IF POSSIBLE)

· Set leader and date and clear with both boards; also, CONTACT SHEILA, AIRBNB MANAGER, ETC., TO BE SURE DATE IS GOOD

· Set topic

· CLEAR DATE, TOPIC, LEADER WITH GESHELA (if student-led or another teacher)

· determine location for teachings and meditation (small winter retreats might use Kailash House for all activities; other times and larger groups use meditation hall)

· Set other coordinators

o food--determines menu, buys food, manages kitchen duties

o housing--assigns housing ahead of time and deals with problems on-site, oversees tent set-up, manages housing cleanup

o meditation hall--manages set-up and take-down of hall, including storage of items (not needed if retreat is all done in Kailash Hous)

o other--some retreats may have special needs, like audio-visual

· Set contact at other group (CTS or SCDG, depending on main coordinator's location)

· SEND SAVE-THE-DATE ANNOUNCEMENT (with topic and/or leader if determined)

FOUR WEEKS or more BEFORE (IF POSSIBLE)

· Finalize topic

· Get description of retreat topic (and format if not GesheLa) from leader

· Set cutoff date for paying and price of retreat

· Begin sending publicity, with description, dates, costs and REGISTRATION FORM

· Be sure that main coordinator for this retreat has all keys

Be sure main coordinator know name and contact information for problems with house (plumbing, etc.)

· Kitchen coordinator: checks on needed staple foods (salt, sugar, flour, etc.)

· Check with last coordinator on need for water, equipment, etc.

· Kitchen coordinator makes rough menu plan, orders prepared food if using

TWO WEEKS BEFORE

· Begin communicating with treasurer at other (SCDG or CTS) group re who has paid

· Try to get emails of paid participants

· Set up list of paid people, registered but not paid people, and wait list if needed

· Finalize schedule

· Review information sheet and revise as needed

· Send publicity again if needed

· Kitchen coordinator plans food

· Get master copies of materials needed for retreat and make copies for participants

· Check with leader if special thangkas, etc., needed

· Get media to media coordinator

ONE WEEK BEFORE

· Deadline for registration is the Friday one week before the retreat begins

· Inform wait-list people of available spots or not; Monday is final deadline for people on wait list

· Send information sheet and schedule to paid participants

· Coordinator checks with food, housing, meditation hall, and any other coordinator to be sure all is set

· Make copies of materials

· Kitchen coordinator starts menu, buys some food

· Housing coordinator makes first plan for housing

· Media coordinator locates equipment, does trial run with material if possible

· Coordinator and/or kitchen coordinator make sure coffee pots will be brought from CTS and/or SCDG

TWO DAYS BEFORE

· Send final list of participants to all who need them--kitchen, housing, meditation hall, maybe leader

· Housing coordinator reviews plan

· Media coordinator collects media

· Kitchen coordinator completes menu and buys food

· Check to be sure other coordinators are ready

DAY RETREAT BEGINS

· Buy flowers

· Kitchen coordinator buys last minute dairy and fresh food, picks up prepared for

· Check with all coordinators that they are ready and time of arrival

· Get to RMRC by 2 PM or earlier (plan with other coordinators)

· Set up own tent or living space by 3 PM

· Other coordinators arrive by 3 PM if possible

· Look over rooms and kitchen to be sure all beds, kitchen equipment, water, etc. is available

· As participants arrive, housing coordinator shows them their space and makes adjustments as needed

· Kitchen coordinator sets up for meal

· Meditation coordinator and helps set up meditation hall

END OF RETREAT

· Kitchen coordinator and helpers clean kitchen

· Assign people to take garbage, recycling, compost

· Housing coordinator helps locate cleaning materials

· Meditation hall coordinator and helpers clear out meditation all and put all textiles away

· After all is done, check kitchen and all rooms for cleanliness, everything removed and store, etc.

· All coordinators check that all windows and doors are locked

· Lock final door

4. NEWCOMER ORIENTATION TO CTS/SCDG RETREATS

AT RADIANT MIND RETREAT CENTER

If you haven't been to a retreat with CTS and SCDG in the past, you might find a little early information helpful.

SCHEDULE

The schedule is set by the teacher or coordinators. Everyone who participates must stay for the entire retreat unless there is an unforeseeable emergency. Usually that means that you'll arrive by the time that the first teaching/introduction begins (maybe as late as 6:30 PM) and will stay until after the clean-up at the end (could be as late as 3 PM, and generally not earlier than 1 PM). There is usually a morning practice at 6:30 or 7 AM, and a final session at night ending around 8:30 PM, but this can vary. Please talk with someone in advance if there is some problem with the schedule.

LOCATION

Radiant Mind Retreat Center is located about 12 miles south of St. George, SC. If you're using a GPS, the address to find is 141 Spotted Horse Trail, St. George, SC 29477. If you're not using a GPS, let us know where you'll be coming from and we'll send directions. The last part of the main road in (Old Spell Road) is well-maintained dirt road, but the last mile on Spotted Horse can be rutted and have fairly deep holes, so drive that part carefully. See the attached map for the layout of buildings on the property. Kailash House, at 141, is where we eat and most of us sleep.

If you're familiar with the outdoors in SC, St. George won't be a surprise. It is definitely hot in summer and fairly cool to cold in winter, but spring and fall, when we have most retreats, are usually pleasant. Check weather ahead of time and bring some layers. The meditation hall currently has no climate control, so it can be very cool in early morning (meditation time) even on a warm day, and hot in the late afternoon, unless it's cool outside. We have fans and heaters, so you won't be miserable, but having a range of clothes can help. That said, please dress modestly in the meditation hall (cover legs to knees and cover shoulders).

The meditation hall, Compassionate Heart, has cushions and practice tables and also chairs. You are welcome to bring your own cushion, chair, stool, etc., if you want. You're welcome to do your own meditation in the hall when we have free time, or you can read, or you can walk on the property. NOTE: we will be walking back and forth from the house where we eat to the meditation hall, and you may also be walking to your tent or sleeping place. It's possible that there could be wet grass, mud, or fire ants, so substantial shoes might be good. You will remove shoes, though, to go into the meditation hall.

SLEEPING ARRANGEMENTS

You may sleep in your own tent, but again, be aware of the weather, and arrive before dark to have time to set up. There's a tent platform in the woods and a couple of porches that you can use if you don't need to stake your tent. If you must set up with stakes, there's lots of open land near the houses. You will need to use the bathrooms in the houses, and we will have a sign-up list for showers in each bathroom.

If you're not using a tent, you'll probably be sharing a room and sleeping on a cot or inflatable mattress. When you sign up, please let the coordinator know of any sleep issues or preferences for places to sleep. If you snore or use a CPAP, or if you can't sleep in noisy rooms, we'll need to try to locate you appropriately!

You'll be sharing a room with others of the same gender, but bathrooms are usually shared by all, so also let us know if this is a problem.

WHAT TO BRING

Things you MUST bring with you:

· Sleeping bag or sheets and blankets

· pillow

· towel, washcloth, toiletries

Things you MAY bring with you if wanted or needed:

· hat and sunscreen

· insect repellent

· Dharma books

· meditation cushion(s)

· yoga mat

· special food and/or tea

· substantial shoes

BEHAVIOR

If you've been to retreats in other places, this will be familiar. Generally, remember that you're sharing close quarters with others who are there for spiritual reasons, so be thoughtful.

· No smoking of any kind on retreat property

· No alcohol or other substances (except chai!)

· No long, loud phone conversations

· No music that can be heard by others

· No loud conversations in shared areas

· Be considerate of roommates with light and noise

· Respect the property and natural environment--don't leave trash around

· Don't let phones, etc., make audible notifications

Many retreats are silent. This means no talking except when necessary for cooking, arranging rooms, solving other logistical problems, etc. We usually begin the silence after the first meal together and end it before the last meal together, so you'll have a chance to talk. The leader will often discuss the reasons for silence, but in general, it helps us focus on the topic of the retreat. Not all retreats are silent.

For most retreats, it's a good idea to turn off electronic communications, but if you must be notified of possible emergencies, check your device quickly and quietly, away from other people, even for non-silent retreats.

TEACHINGS

Many retreats have teachers--Geshe Topgyal or a visiting teacher. That teacher makes all decisions about topic, schedule, silence, etc. Some retreats are student-led, and decisions are made by coordinators. In either case, you should have some information about the topic, so ask if you haven't received anything.

For teacher-led retreats, we stand when the teacher enters and leaves the room, and we let the teacher tell when it's appropriate to ask questions. Of course, we don't talk or leave the room while the teacher is talking, unless unavoidable. For most teacher-led retreats, we will be in the meditation hall, so you might want to bring some of these things:

· any special cushions, stools, etc., for long teaching and meditation sessions

· pens and notebook

· mala

· shawl or extra jacket or scarf

· insulated cup for tea

EATING

Various people may be cooking--GesheLa may cook for his own retreats, for example, while students may cook at others, or we may have pre-prepared main dishes. We can usually accommodate vegetarian, vegans, and gluten-free diets, but can't promise to suit everyone's dietary needs. Please let us know of your particular needs, but you may need to bring some food for yourself in some cases.

We try to have eggs and oatmeal with fruit, bread, coffee, and tea for breakfast, but eat after the early morning practice. Lunch may be as light as sandwiches or may be the main meal; supper may be as light as soup and salad or may be the main meal instead of lunch. Usually cookies, fruit, tea, and coffee should be available all day, and we try to take tea to the meditation hall for breaks.

WORKING

We all share in the work of preparing food, cleaning up after meals, and final clean-up of the whole site. There will be sign-up sheets so you should be sure to find them and sign up to do the required number of jobs, especially the final clean-up. Usually these sheets are in the kitchen of Kailash House, the main house. If you have an emergency and need to leave before final clean-up, let the coordinator know, but otherwise, everyone should take part.

DANA

Most people who attend retreats (and teachings of any kind) usually like to show gratitude by leaving a donation call "dana" for the leader (GesheLa or another Buddhist teacher). There will be an envelope or folder or basket available for this at the end of the retreat. Whatever you want to give is fine, and if this is not a time when you can give, that's also fine. We usually make a cash donation to keep it anonymous, but you can also give dana via the donation links at the CTS and SCDG websites, and the treasurers will make sure it is added to the dana. NOTE: No dana for student-led retreats--only for teachers!

NEWCOMER COORDINATOR

One person will be designated at each retreat to help new attendees figure out how things work. You should be notified of that person when you register--if not, contact whoever sent you the retreat information to find out who will be available in case you need information.

5. REGISTRATION FOR CTS/SCDG RETREAT

TOPIC: DATE:

NAME ______________________________________________________

ADDRESS ____________________________________________________

____________________________________________________

Phone___________________________ Email____________________________

ANY SPECIAL FOOD CONSIDERATIONS ______________________________________________________________

_____________________________________________________________________________________________

ANY SPECIAL SLEEP OR HOUSING CONSIDERATIONS _____________________________________________________________________________________________

_____________________________________________________________________________________________

$ ______ fee: HOW PAID: ____ check enclosed ____check left at Dharma Center ____Donation made at CTS website (http://www.charlestontibetansociety.org/donate and scroll to bottom of page. Be sure to select "Student-led Retreat" in box.)

____Need partial scholarship

Cost for the retreat is $______. This includes six meals, lodging and teachings. If you want to attend but find the cost beyond your means, please email scdharma@gmail.com, call or text 803-467-7759, or speak with Nancy Kreml or John Valentine.

Please bring pillow and sleeping bag (or sheets and blankets), towel, bath soap, insect repellent, flashlight, and any personal care items you may need. If you wish to camp, there are plenty of good spots, but please let us know if you'll use a tent. Please note that you will be sharing a room with others if you stay in one of the houses.

You may leave this completed form in the donation basket at the Dharma Center or mail it to:

South Carolina Dharma Group

PO Box 50357

Columbia, SC 29250

If you have questions, please email scdharma@gmail.com, or call or text 803-467-7759.

The retreat begins at 5pm on Friday, ___________, with the setting up of the altar and moving into rooms. We will eat dinner at 6 PM followed by the introduction to the retreat at 7 PM. The retreat ends at 1 PM on Sunday, _______. It is not necessary to be there for the setting up of the altar but try to arrive on time for the introduction at 7 PM and let us know if you will NOT be there for supper on Friday. Please refrain from arriving late and leaving early during the retreat.

IF YOU ARE UNAVOIDABLY AND UNFORESEEABLY DELAYED, CALL OR TEXT 803-467-7759.

6. RADIANT MIND RETREAT CENTER LAYOUT

(NOTE: This will be added)

CH=Compassionate Heart Meditation Hall SH= Sheila's House, 125 Spotted Horse Trail

KH=Kailash House, 141 Spotted Horse Trail TG=Tibetan Gate

TP=Tent platform (in woods) CC= Caretaker Cottage

7. Kitchen Duties Sign-Up Sheets

Please sign up for at least 3 spots.

Meal Prep Roles

• Main cook (determines menu and recipes, does most cooking).

• Assistant cook (cuts up ingredients, etc., at direction of main cook)

• Salad maker (chop veggies, set out dressings and toppings, etc.)

Table Setter Role

• Unload dishwasher, put out silverware, napkins, bowls, plates, glasses, chairs, and condiments.

Clean Up Role

• Clear table and put away food.

• Hand wash large items such as pots.

• Dishwasher -- scrape dishes, load dishwasher, and turn it on.

Coffee Maker Role

• Get up early.

• Brew coffee and fill pump pot.

• Put out half and half.

Tea Prep Role

• Make chai

• Fill pump pot

• Make plate of cookies and/or cut fruit

• Take to Compassionate Mind Meditation Hall

Chai Recipe

1. Put water (one half the number of mugs as people) in pot on high heat.

2. Add spices (cinnamon, cardamom, ginger, etc.) and let come to boil.

3. Add black tea (about ½ teaspoon per cup of chai) and allow to boil 3 minutes.

4. Add sugar (about 1 teaspoon per cup of chai).

5. Add milk (about same amount as water…look for light caramel color).

6. Allow to come to boil again (watch carefully because can easily foam up and boil over).

FRIDAY

-------------------------------------------------------------------------------------------------------------------------------

DINNER

Meal prep:

1.

2.

Table set: Put out silverware, napkins, bowls, plates, glasses, chairs, condiments.

1.

Clean up:

1.

2.

SATURDAY

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BREAKFAST

Coffee maker: Brew coffee and fill pump pot. Put out half and half.

Meal prep:

1.

2.

Table set: Put out milk, hot and cold cereals, breads, silverware, napkins, bowls, plates, glasses, chairs, condiments.

1.

Clean up

1.

2.

3.

Tea prep: Make chai, fill thermoses, take to CH

1.

SATURDAY

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LUNCH

Meal prep: (prep starts during break after breakfast)

1.

2.

Table set: Put out silverware, napkins, bowls, plates, glasses, chairs, condiments.

1.

Clean up:

1.

2.

3.

Tea prep: Make chai, fill thermoses, take to CH

1.

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DINNER

Meal prep:

1.

2.

Table set: Put out silverware, napkins, bowls, plates, glasses, chairs, condiments.

1.

Clean up:

1.

2.

SUNDAY

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BREAKFAST

Coffee maker: Brew coffee and fill pump pot. Put out half and half.

Meal prep:

1.

2.

Table set:

1.

Clean up

1.

2.

3.

Tea prep: Make chai, fill thermoses, take to CH

1.

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LUNCH

Meal prep: (prep starts during break after breakfast)

1.

2.

Table set:

1.

Note: Final kitchen clean-up includes clean-up from lunch.

8. HOUSING CHECKLIST

BEFORE RETREAT:

1. MAKE SURE SOMEONE GOING EARLY HAS KEYS TO HOUSES AND MEDITATION HALL

2. Determine number of people needing beds

3. Check re special needs and problems (CPAP, snoring, need quiet, can't share bathroom, etc.)

4. Determine number of people using tents and forecast for weather

5. Check on availability of beds and whether main tent set-up is needed

6. Recruit people to set up main tent if needed and be sure someone knows how to do it

7. MAKE TENTATIVE ROOM ASSIGNMENTS AND GIVE TO PARTICIPANTS AND COORDINATIORS

AT RETREAT:

1. Adjust room assignments as needed

2. Help with setup of tents, cots, mattresses

3. Make sure shower sign-up sheets are posted at each bathroom and remind people to use

4. Resolve other housing issues

END OF RETREAT

1. Make sure all tents, cots, mattresses are taken down and stowed

2. Check that all rooms are cleaned

3. Check that all windows and doors are locked

9. SHOWER SIGNUP SHEET

FRIDAY EVENING

TIME NAME

SATURDAY MORNING

TIME NAME

SATURDAY EVENING

TIME NAME

SUNDAY MORNING

TIME NAME

10. COMPASSIONATE HEART MEDITATION HALL

SET UP AND TAKE DOWN FOR RETREATS

NOTE: I have just guessed at this because I haven't ever been in charge. Needs someone who has done it to revise!

BEFORE RETREAT

1. Be sure to have keys for hall

2. Determine where ladders, hangers, etc., are located

3. Determine where rugs, cushions, statue, water bowls, etc. are stored

4. Get FLOWERS, candles, lighter

5. Arrange for special thangkha if needed for deity practice

AT BEGINNING OF RETREAT

1. Clean floor

Sweep and/or vacuum

Remove insects, etc.

Mop where needed

2. Dust all other areas

3. Get materials from storage (where????) and lay out

Rug

Wall hangings

Thangkha

Altar (statues, water bowls, candles, flowers)

Cloth for window if needed to block sun

Heater or fans???

Cushions, practice tables, chairs

Blankets if needed

DURING RETREAT

1. Help people find spaces for their own cushions

2. Be sure there are chairs for those who need them

3. Help with chai setup

4. Be aware of temperature, insects, etc., and resolve if possible

AT END OF RETREAT

1. Put away all materials that need storage

2. Clean as needed

11. RMRC CLEANING AND CLOSING CHECKLIST

12. RMRC SUPPLIES (or equipment) NEEDED FOR NEXT RETREAT