DCI MOSCOW ST.

PETERSBURG EVENTS OCTOBER 2012

TEAM ROLES & RESPONSIBILITIES

D3 sv 8-20-2012

1. EVENT PRODUCER / PRODUCTION MANAGER SCOTT -Coordinate all DCI event issues with client for Public talks and retreat -Arrange and liaison with local technical support people -Make sure that client/local team is running registration, and assist them in greeting people, collecting money, names and email addresses if possible -Make sure that local team collects all e-mails at open talks 2. POWERPOINT PRESENTATIONS LIRAN -Run Powerpoint presentations for all GMR lectures on personal computer *Collect slide shows from DCI Drop Box account in advance to prepare -Confirm ahead of time with local producer that the projector, screen, cables, tables and all necessary support equipment will be available and working for Powerpoint with your computer. -Set up tech table near stage -Work with local technicians when present, to set up and test powerpoint through venues video projection system -Obtain or create a slide in local language of the follow up events as well as the weekend retreat to advertise and announce before the break -Run sound mixer when necessary (retreats) -Run a pre event sound check with GMR, Mercedes --Have back up batteries for microphones, if wireless --Play nice music in the venue before talks, during breaks, and after end **Be attentive to Geshe Michael-- as soon as it looks like the break will end or Geshe Michael enters, turn down music so that he can start speaking and guests will be prompted to move back into room and to their seats -Set up nice warm lighting when possible coordinate theatrical system with venue staff, if there are any. (Very nice to be able to dim lights to a dark room and glow on stage when possible)

DCI Moscow St. Petersburg / October 2012 / Staff Roles & Responsibilities

3. STAGE / ROOM MANAGER KEVIN -Always be near stage for change-overs and between acts -Be prepared to get on stage quickly for smooth change-overs --Microphones, mic stands, chairs, anything GMR needs **Make sure room is cooled to 68 degrees by no less than one hour before the event starts. Know where the climate control system controls are or who to talk to to adjust the temperature. Constantly monitor temperature and be prepared to have it adjusted if necessary. -Stage set up for all GMR lectures and music: Opening Music --2 chairs for music to start lecture. These chairs remain for GMR and translator -Bring 2 additional (4 total) chairs on stage for breaks, and remove after break --Help set up all microphones if needed ---Mics for music: ----Mic on stand for GMR sitar, at navel level ----Vocal mic on stand for Mercedes at mouth level --Open, unpack and repack the sitar *Double-check this setup with Mercedes each night on-site Lectures -Place small table in-between chairs on stage with: --(2) copies of current readings or playbill for the night --Flip clock that GMR can see on stage (get from Ven. Eric) -Please assist GMR in getting his musical instruments to and from his room before and after each event. (come to his room about 15mins before lecture and follow him out.) -Help manage lines of crowds on break. One line only coming in from audience Left and exiting to the Right. -Please have chairs ready for teaching QA sessions on the second night (about 8 chairs total needed) -Be prepared to bring a chair or chairs on stage whenever a teacher is added to the stage for meditations, etc., and take chairs off when finished. -Have a selection of pens for GMR for signing books at the break -During breaks, make sure people in line have books open and ready to push past GM for signing. *Let GMR know when 20mins has gone by in the break, and signal the local producer and tech team when its time to re-start the program after break -Identify someone to take photos for guests with GMR, with their cameras -Keep the line moving
DCI Moscow St. Petersburg / October 2012 / Staff Roles & Responsibilities

4. RETREAT A/V (Set up and operate systems at retreats) LIRAN -Communicate with retreat venues to make sure necessary equipment will be available -Set up sound system and video projection. Be prepared for sound checks -Operate sound system and video projection/powerpoint during retreats 5. AUDIO RECORDINGS (all events) LOCAL & NYINGPO -Public Talks: Scott will work with the sound engineer at the venue to get a recording -Retreats: Ven. Nyingpo will record using his machine

6. VIDEO DOCUMENTATION NYINGPO -Set up and operate DCI video camera -Post clips to YouTube channel(s) 7. VIDEO DOCUMENTATION ASSISTANT 1 ULLA / SILVIA -Run the DCI camera during Q&A sessions, while Ven. Eric is on stage

8. STILL PHOTOGRAPHY SCOTT / ERIC -Shoot photos of all events for DCI archives, publicity and end-of-retreat slide shows

9. REGISTRATION YORAM -Make sure there is a local team running the registration and assist them in greeting people and collecting money, names and email addresses if they would like -For the retreats make sure the local team has created name tags for DCI staff in one color and another color for retreaters and encourage people to wear them through out the retreats. This is the responsibility of the Materials Coordinators, but good to double-check. -Make sure that local team collects all emails at open talks.

DCI Moscow St. Petersburg / October 2012 / Staff Roles & Responsibilities

10. MATERIALS CORDINATORS SILVIA & KEVIN -Liason with Scott and Mercedes to make sure that the following items have been printed (and translated in some cases) and will be handed out at proper times. a.) The Playbill for the two nights of open talks. b.) Geshe Michael 2012-2013 schedule page (Obtain file from Mercedes if has not been sent to local producer already) c.) Retreat Nametags DCI staff should have a unique nametag that says TEACHER. Local staff should have one that says the name of their local city or organization ie. Color coding is a nice way to do it as wellone color for teachers, one color for guests etc if you wanted to. And all guests should have a name tag in Russian and English so we can call them by their name and other retreaters can meet them d.) Retreat Manuals -Make sure manuals are printed, delivered to event and handed out at registration tables. Offer them any help they need. e.) Evaluation Forms -GMR would like each guest to have a hard copy to fill out during the last break on the last day of retreat. It is best to see that these are handed out at the end of the last-day WDL groups -Collect all evaluations and coordinate a summary so that the data can be used by DCI for continuing improvement. f.) Graduation Certificates -Have these printed before retreat without names -Be prepared at retreat venue with laser printer, to print names of participants in nice, calligraphic font. -On Day 2 of the retreat, work with registration person to gather names of all participants and print names onto the certificates **Needs to be determined whether names will be in English or local language -Give named certificates to Mercedes/GMR to sign on night of Day 2 -Have on hand on last day of retreat, for graduation ceremony *Certificates need to be divided up into groups by discussion group for the graduation ceremony! This may take some time, so it might be best if this is done before giving them to GMR to sign. -Have blank certificates available for graduation ceremonyPrint 10% extra based on the expected number at retreat. These will be used on graduation day when someone has been missed and is without a certificate. *Have a laser-printer on-site and the ability to print names in nice font on blank certificates if necessary.
DCI Moscow St. Petersburg / October 2012 / Staff Roles & Responsibilities

11. GRADUATION COORDINATORS SILVIA & YORAM -Handle logistics of Graduation Ceremony -Divide certificates up into groups by discussion group leaders name -Make sure that all certificates are there and that there are extra blanks for anyone who is missed -Work with Geshe Michael and/or Event Producer to determine flow of Graduation Ceremony One common sequence for the end of the retreat: a. Geshe Michael thanks everyone involved in organizing the events. (He may do this at the beginning of his last talk or the beginning of the Graduation Ceremony, tbd.) b. An Emcee (Event Producer or other) will then announce the graduation ceremony to the audience and how it will work: -We will call each discussion group to the stage one at a time, either en masse or by name, and give them all of their certificates at the same time -Then they will all stand in a group with Geshe Michael and their discussion group leader for a photo. -Once the photo is done, the ones who have no certificate can see YOU to get one 12. DCI BOOKSTORE AND REGISTRATION TABLE PETER -Check with Scott /etc that tables will be set up for book/CDs. -Make sure bookstore is set up & ready one hour before event, watched on the breaks. -Be sure that books and other items for sale are secure at night, or make arrangements for secure storage.

13. INFORMATIONS MANAGER SCOTT -Gather all the local information needed, maps, addresses, etc of the local producer and make sure this information gets up onto the DCI website. -Double check info, dates, costs, times and address. -Confirm with guests what to bring to the retreat (yoga clothes, yoga mat, journal, etc.) and be liason with local team.

DCI Moscow St. Petersburg / October 2012 / Staff Roles & Responsibilities

14. FOOD POLICE (Food and Beverage Coordinator) ULLA & PETER Public Lectures - Have hot mint tea with honey and also water in green room / rehearsal room - Just water on the stage for GMR and musicians - Make sure every evening before each open talk there is a green salad and light food provided for entire staff and translators at 5:30pm in the green room / rehearsal room - Hand GMR and translator a cup of hot herbal tea and a snack at the break - Hand GMR and translator a cup of hot herbal tea and a snack after lecture (they will stay to talk to guests) - Get thermos, tea and honey from Mercedes, and take care of it until end of tour o Take it home with you each night and bring back full next day Retreat -Double check menu on arrival at retreat location with local producer and chef to verify that each meal contains greens and protein (In many retreats they do not know how to cook vegetarian, so we end up with bread, potatoes, rice, pasta and other starches) -Please make sure that there will be a blender at the retreat for Mercedes and you to use to prepare some things for GMR (This may be provided by client) -Check with Mercedes on GMR grocery needs or other daily needs (many items should be provided by client, but sometimes it doesnt happen) -Be prepared to make late night food-gathering excursions if needed (have access to a local team member and a driver who speaks the language if you dont) -GMR needs Check daily with Mercedes for grocery/food needs. Possible late night runs. 15. TRANSLATOR COORDINATOR PAVEL -Must speak the local language fluently or find a partner who does -Meet with all the translator candidates that the local producers have provided and evaluate them privately one by one to determine whether they are good enough to work well with us -If not, they will let Event Producer know and find more candidates, until we are sure that we will have a good translator for each DCI teacher during breaks at the public talks and at the retreat.

DCI Moscow St. Petersburg / October 2012 / Staff Roles & Responsibilities

16. RETREAT ROOM COORDINATORS ORIT & YORAM -Understand locations for all venue activities and liaison with retreat venue staff for setups and facilities as necessary -Make sure teachers arrive 15 minutes early to all classrooms to set up -Check with Scott on the location of each room so that you know where everyone needs to go -Coordinate with venue for directional signage as necessary -Perhaps arrange white boards and easels for each discussion group as to make it clear to guests where they belong -For GMR lectures at retreat --Make sure all chairs if moveable are in a half circle shape hugging close to the stage and not straight rows and blocks. --Make sure the stage is on the long wall of the room, so that the audience setup is shallow, rather than at the short end of the room. (This way there is more visibility and people can be closer to GMR. --Make sure stage is high enough that back row can see if GMR sitting in chair to play sitar. If not arrange risers. **These three items are part of Scotts responsibilities, so You can ask Him about it.

-Check locations and sizes of Meditation/Yoga Rooms --We have 2 to 3 rooms for Saturday/Sunday morning retreat programs with the students and teachers divided evenly into each. This is for the meditation and yoga groups. Get final information on breakdown of Yoga and Meditation groups, and make sure that the spaces will work for them. Check to make sure that the room can be made warm enough for yoga. ---For Meditation Groups, Half circles of 1-2 rows of 25-30 chairs surrounding two teachers ---Microphones may be necessary if big room make sure these are available if the room warrants it ---For Yoga: Two rows of mats facing each other, lapel microphone if big room for teacher. ---For Wisdom: Small circle of chairs with teacher leading each group. Groups of chairs must be very far apart to avoid noise problems Ok to use an outdoor setting as long as not too cold or in the direct sun

DCI Moscow St. Petersburg / October 2012 / Staff Roles & Responsibilities

RETREAT ROOM COORDINATORS continued ORIT & YORAM -Check with Event Producer the night before each group --that each teacher has been assigned their group --names of the students/groups and the teachers are clearly posted on the door of the room where they will need to go in the morning. -Make sure there is a central board & map showing who is teaching where and when.

*Event producer should let let DCI teachers know where they are teaching the night before and give them a student roll call list. You should get all of this information at the teacher training or on the first night before the open talks. All teachers should be in place before guests arrive for the morning session.

17. STAFF COMMUNICATIONS SCOTT & ORIT -Communicate to staff their individual housing arrangements and transport arrangements -Communicate to the staff about general schedule issues, meeting times and places, etc. -Provide DCI staff with an email of Staff hotel room numbers (or home/apartment locations) and telephone numbers so everyone can communicate as necessary -Communicate to DCI teachers their teaching room assignments at the retreat weekend -Give DCI teachers a student list the night before they teach -Post a master board with names of all students and teachers, showing the breakdown of Meditation/Yoga groups and Discussion groups and their room assignments, in a central area such as the main door of the main event space. This will require a lot of work on Day 1 of the retreat- to get final list of participant names, and divide them up into groups, trying to separate husbands/wives or groups of friends so that people will feel comfortable to express themselves as much as possible. -Post lists of teachers and participants on doors of their assigned teaching rooms, so that students and teachers can find them -Post directional signage as necessary to let people know where to go for these groups -Make sure teachers arrive at least 15 minutes early to their teaching spaces to make sure they have everything they need and setup will work. (We recommend at least one hour) for Meditation, Yoga and Wisdom for Daily Life groups 18. GMR Handler and Scheduler MERCEDES -Anything that involves His daily needs or the scheduling of His time
DCI Moscow St. Petersburg / October 2012 / Staff Roles & Responsibilities