The Texas Silent Retreat will take place November 18-20, 2016. In order to prepare the property for this event, a Seva Week Program is scheduled for November 11-16. During this week, men and women who come to do seva can stay at no cost. Sign up by posting a comment below. Thank you!
Each heading below represents a seva area to which a “manager” will be assigned. The manager is responsible for ensuring (either him/her self, or through a team of volunteers) that the items underneath that heading are accomplished before, during, or after this program.
Septic System
Order porta potties, include daily cleaning as part of the contract
Monitor porta potties twice daily, stock with TP, sanitizer
Call the company if the porta potties have not been cleaned, emptied
Manage complaints from guests
Public Relations
Make sure the program has a clear theme
Post it on the websites, facebook
Send email announcements
Create maps / directions
Create an info packet to send out to registrants
Have a plan for making sure communications are happening constantly
Make a list of who is responsible for what; give a copy to other managers
Make a program schedule, print copies for people, post in every room
Make sure there are signs EVERYWHERE to inform people about everything
Make sure things stay on schedule, and any changes are communicated to all
Gather info from other managers, make announcements at every meal
Make a schedule for property tours, get people signed up, conduct the tours
Prepare a survey form, make sure every guest fills one out. Have a plan.
Accept questions and direct people to the proper manager
Registration
put registration form online
Create a paper registration form
Take phone calls from prospective registrants; help get questions answered
Coordinate with the Accommodations and Transportation managers
Coordinate with Food preparation team on guest counts, special diets
Set up a registration table or tent
Put out signs directing people to the registration area
Coordinate with Donations Manager to have donations box at table
Learn who is present, and pursue people who have not registered
Registration software and computer?
Transportation
Get teachers’ flight schedules and arrange pickup and dropoff for them
Work with registration personnel to help registrants share rides incoming
Set up a signup sheet for people to share rides outgoing
Either make announcements, or talk to the person making announcements
Parking
Determine what signs will be needed and where
Put up signs to let people know where to park
Have a plan for how many cars, where, when
Assign people to guide guests as they come in cars
Help people who have car trouble
Accommodations
Know all the room assignments, and any changes that are made
Know the lock codes for each room, and communicate them to guests
Know where there are vacancies, help people move around as needed
Have a plan for people who want to bring a tent or RV
Accompany each guest to his or her room to make sure all is well
Handle any problems people have with their assigned accommodations
Seva
Make a list of seva items that will need to be done during the program
Every day, make sure people get signed up to do the seva
Either make announcements, or talk to the person making announcements
Food
Make a menu for each day of the program – two weeks in advance
Make a shopping list – one week in advance
Find out about any dietary restrictions of residents, teachers, and guests
Assign a team of people to cook meals
Assign someone to make yogurt every day
Serving Meals
Assign someone to set up and prepare the serving tables
Have team of servers who will be there for each meal
Write up a list of ingredients in each dish so guests will know what it is
Provide special instructions to servers regarding qty to serve
Make sure there are enough plates, napkins, silverware, prayer cards
Conduct the prayers before meals
First Aid / Emergency
Know which guests are medical professionals
Know where the first aid kit is, and what’s in it
If additional first aid supplies are needed, make sure they are acquired
Know what the risks are on the property – snakes, ticks, cows, ponds, fences, etc
Be prepared to handle any emergency at any time
Dining Area
A team to set up and take down tables and chairs before/after meals
Someone to hand out and collect prayer cards
Dishwashing
Be present for dishwashing after every meal
Have a plan for what process you want people to follow
Have a plan for where the dishes will be put after they’re dried
Have written instructions, and post them at the dish station
Coordinate with the announcer to make sure you have a team of people
Meditation Hall
Bring meditation mats and cushions from Lodge Room 5
Stack the mats and cushions neatly before and after each meditation
Flowers
Determine what flowers are needed
Source and purchase the flowers
Accept incoming donated flowers from guests
Freshen the flowers each day
Refeshment Area
Decide where you want the area set up (not next to the kitchen)
Make sure water and electricity are close at hand
Have a plan for where you’re going to get a table and supplies
Water, tea (herbal and black), mugs, kettle, sweeteners, milk, spoons
Set up the table and monitor it twice a day to keep things stocked
Shoe Racks
Make sure sufficient shoe racks are in front of each building
Monitor the shoes twice a day, and organize them if they are messy
Put up signs as required
Bookstore and Library
Monitor the library to make sure people are following check-out rules
Have a plan for how to generate interest to get people into the bookstore
Set the hours of operation for the bookstore, and let people know
Have a team of people who can man the bookstore at the specified hours
When manning the bookstore, try to generate sales, don’t just sit and wait
Compost and Trash
Make sure there are signs or instruction sheets for people
Make sure we have sufficient size hole in the ground for compost
Make sure there are shovels for filling over the compost deposits
Put a big outdoor garbage can at the Men’s Guest House
Put a big outdoor garbage can between the Lodge and the Main House
Put a big outdoor garbage can at the Outdoor Kitchen
Put a big outdoor garbage can at the Dishwashing Station
Put a big outdoor garbage can at the Refreshment Area
Monitor the garbage cans, and service them twice daily
Monitor the compost pit and expand it as necessary
Purchasing
Talk to other managers about things they need now or will need soon
Make supply runs at a moment’s notice to purchase things that are needed
Laundry
Make sure every guest has the necessary sheets, blankets, towels
Know when people are leaving, and have a plan for doing their laundry
Know where washers, dryers, and clothes lines are; have a plan for using them
Do laundry during the program
Make sure someone stays after the program to do the remaining laundry