Originally created 2005, updated 2013, and 2015, and 2016. Have ideas for updating or clarifying these guidelines? Send changes and suggestions to Lois [email protected]
Purpose of these guidelines: To try to create an environment that is inviting, friendly and connecting for people, that is environmentally sensitive, and that is a zero waste oriented event.
FOR PUBLIC EVENTS: SPEAKERS, FORUMS, WORKSHOPS, DISCUSSION GROUPS, OUTSIDE MEETING GROUPS, ETC.
SETUP:
Try to meet with speaker or event coordinator 30 to 60 minutes before event to set room up to his/her satisfaction and make sure equipment is working okay. Arrange chairs, generally in a circle or semi circle, whether in the lobby, courtyard or #201. If more chairs are needed, borrow from other spaces and/or neighbors. Know approximately how many are expected. Better to have more chairs than less, so you don’t have to keep bringing more in. In creating a congenial event, itis important that people have as much visual access to one another as practical, so please refrain from setting chairs up auditorium style, if at all possible.
CHECK-IN:
For special events in lobby when a sign-in list and/or fees or donations are being collected: Have a table on the porch positioned such that people have to stop at it before entering, perpendicular or parallel to the front doors (weather permitting), or just inside the front door perpendicular to the front lobby door, if too cold outside.
Welcome to Los Angeles Eco Village AND [name of sponsoring or co-sponsoring organization].Name of speaker, book title (if applicable) or eventPlease sign in, get a name tag, make a donation [pay your fee, if either are appropriate] and enjoy!Suggested donation: $______ per person. Sliding scale okay. And/or “no one turned away forlack of funds
Have a box or envelope to receive the money, and make sure the box is monitored until all the money is counted and secured.
Have guests make checks out to (whichever organization is receiving the funds, but NOT to L.A. Eco Village).
Have blank paper for receipts if people request them. Receipts are written as “Date. Received from [name and $ [amount] for [name of event]. [Your name] for ( whichever organization is receivingthe money).
Provide name tags from wide masking tape or from recycled business cards with masking tape backing. Use markers and print names large so they can be easily seen from 5 feet away. Better to have someone with nice printing do name tags. First names only are ok and city or affiliation (which helps people network in their geographical or interest area). Eco Villagers who are hosting should have “Eco Village host” written under their names.
HOSTING THE EVENT
Ask a few Eco Villagers to function as co-hosts, if helpful. Co-hosts are observant of who has arrived, invite people to look around the lobby and gardens (but remind them to stay in upper courtyard), pick up LAEV literature from literature table or stand, introduce people to one another (easy to do when everyone is wearing a name tag), talks to people who are alone or look isolated and try to connect them with others, lets interested people know about our public tours, asks people how they know about LAEV, tells people where bathrooms are, lets people know about “no smoking” and to please pick butts up when they smoke on the street, etc.
Specific jobs for co-hosts include: Removing ramp (being cautious to save bolts on hall white board ledge), room setup, reception/Check in/sign-in/money collection/name-tags, social aspects as noted above, staff refreshment table, ensuring that technical assistance is available for projector if needed, facilitating Q&A, ensuring speaker has water, wrap-up, and clean-up (putting tables and chairs back where they belong), and, speaker fee arrangement if applicable.
Ensure that bathrooms are cleaned and stocked with soap, clean towels and toilet paper. Ensure that kitchens (#201 or outdoor) are tidy.