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Scheduling an Event

Scheduling and Coordinating an Event at Etz Chayim

Guidelines for Etzniks

Date Selection & Calendars

First, pick your desired date, and then check the calendar at etzchayim.org to see what else is happening at Etz Chayim on that date. In particular, notice which rooms are already reserved.

Second, to get your event on the Etz web calendar and reserve an open room, send an email to  lea@etzchayim.org.  Include

  • the name of your event
  • date, start time and end time
  • expected attendance
  • 1-3 sentences describing it
  • who is welcome (i.e., is it for everyone, or just for Etz members, or just for adults, or just for families with children of a certain age, etc.)

If this is a potluck or there is an admission charge, discuss setting this event up on the website with the Executive Director

Communication

Once you send the email to lea@etzchayim.org with the necessary information, your event will automatically be included in the Ebulletin.

It will also be included in the What’s Up at Etz flyer in the lobby the week before the event (if it’s open to non-members).

It might be included in the Shabbat bimah announcements.  If it’s important to you that your event be included in these announcements, please contact ellen@etzchayim.org for consideration.  Only a few events will be announced each week.

Some events will be included in the lobby slideshow and the mobile app, at the discretion of the Executive Director.

If you would like to have an email sent out to the whole congregation (i.e., an Etz Alert), please contact ellen@etzchayim.org.  Please note that only events that are potentially of interest to the whole congregation are eligible for an Etz Alert and typically, no more than one Etz Alert can be sent out for any event.

If not eligible for an Etz Alert, consider sending your email to members you know would be interested, about a week before the event. You can find emails on the Etz app or the member roster that is downloadable from www.etzchayim.org.  The women’s lists and men’s lists are also effective communication tools. 

 

Key

Before your event, please make arrangements to borrow a building entry fob and key and be trained on using the alarm system (unless your event takes place during regular Etz programming).  If you are leading an ongoing program, you may be issued your own fob and key.

 

Day of Event

Plan to arrive 15 minutes early and set up the room that you will be using. After the event is over, be sure to straighten up the room. If you use the kitchen, be sure to return all dishes to their shelves and take home any leftover food. 

The leader of the event is responsible for refuse being deposited in the proper bins. Click here for a copy of our Garbage Guidelines.

If yours is the last event at the end of the day, you must close down and securely lock the building, per instructions from your training.

 

Thank you for your participation at Etz Chayim!