Downloadable Day of Symposium Checklist (Word Doc)

 

Awakening the Dreamer, Changing the Dream Symposium

Materials for Presenters

 

 

Day of Symposium Checklist

 

 

I.  Room setup

•    For presenters

     - Chair/stool for each presenter

     - Music stands (if used)

     - Small table between chairs or to side of each, with water, clock   

•    Front of room

     - Table for altar (sight line to altar clear for all participants)

     - Candle on non-flammable surface/plate and lit

     - Purpose of Symposium and four “Flow of the Day” questions on flip charts (or signs) to be posted once discussed.

     - Flip charts and marker pens in place

•    Participant care

     - Chairs set the right distance from Facilitators and between rows

     - 10% less chairs setup than expected, extra chairs ready

     - Any clutter removed from sight lines of audience

     - Do windows need to be darkened/shades drawn to see video?

     - Cords to projector taped to carpet (gaffer’s tape?)

 

II.  Check out

•    Any impact of other groups meeting nearby?

•    Necessary signs posted to direct participants to room?

•    Handicap accessible entrance/ramp clearly marked (if any)

•    Room thermostat—know how to operate and set at desired level

•    How to adjust lights checked: what level to keep when no video

•    AV equipment, remote control, sound, and DVD

     - Check out ‘spare’ DVD also

     - Volume control for DVD sound system—person trained

     - Mikes tested (if used)

     - Background music ready to play when doors open

 

III. Materials in place

•    Registration table

     - Participant roster indicating who paid, scholarship, etc.

     - Name tags for participants and team alphabetized

     - Pad and pens

     - Cash receipt book and cash box for change

 

•    Production table (or front of room for small Symposiums)

     - Pencils and paper for participants

     - Declaration Cards

     - Daily Practices Sheets

     - Feedback Forms (if used)

     - Bracelets

     - After the Symposium, Now What? (if used)

     - Pachamama Alliance pledge cards

     - (optional) Info letter about upcoming trainings

 

•    Materials table (if used)

     - Pachamama Alliance brochures

     - Rainforest trip brochures

     - Brochures from local organizations, related events

     - Related books, magazines, etc.

     - (optional) Better World Shopping Guide (for sale or included in price?)

     - “Community Bulletin Board” for participants to post information

 

IV.  Communications

•    Communications with venue complete

     - Venue contact name and number?

     - Who communicates times for snacks & lunch?

     - Who pays venue and/or caterer? (when applicable)

     - What setup the room should be left in is clarified?

     - Close up/lock up time and procedure clear?

•    Opening ritual for team

•    Who will setup extra chairs, if needed?

•    Who manages lights, signals?

•    Who manages handouts and how?

•    Who collects nametags at end? (if nametag shields used)

•    Who will manage pack up/supply check at end?

•    Ending ritual for the team (to share acknowledgement of event)

 

 

V.  Follow-up

•    Who takes care of proceeds from the Sympoisum?

•    Who will receive extra Pachamama Alliance materials?

•    Who has responsibility for seeing that follow-up emails and calls are completed to people interested in various forms of participation encouraging them to visit www.NewDreamNextSteps.org?

•    Other?____________________________