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Events Manager role,where to start guide
Version 1.1 – June 2023
Last modifed: 9th of June 2023
Author: Ishi
Audience: Events manager
Abstract: The following KB article describe the responsibilities of the events and social media manager as well as the series of articles that conform the know how training for this role at Samma Karuna.
| Team/Functional Area | Tasks | Frequency | Reported? | Know How Status |
| Awakening & Healing Program | Assigning a new teacher to an activity of the A&H program (not yoga) | |||
| Awakening & Healing Program | Creation of every month schedule/calendar for A&H program based on the structure provided | Monthly | Yes | |
| Awakening & Healing Program | Modify/delete/change activities on the A&H Calendar (based on Samma Karuna´s guidelines) | |||
| Awakening & Healing Program | Assigning SK teachers to each scheduled activity of the month (including yoga) | |||
| Awakening & Healing Program | Assigning a new yoga teacher to regular yoga classes | |||
| Awakening & Healing Program | Once the workshops for next year are confirmed, create the 13 A&H calendars for the upcoming year | |||
| Curriculum | Ensure all teacher get a copy of SK Teacher’s Manual before starting to teach | |||
| Detox Program | Responsible to updating Detox packages online | |||
| Events | Ensure completion of annual booklet every year before December | |||
| Events | Saying Yes or No to a Workshop application | Yes | ||
| Events | Assigning a hall a workshop | Yes | ||
| Events | Ensure all teachers digitally sign the Workshops Agreement up on approval of their workshop | Should be done | ||
| Events | Updating website content (with all upcoming workshops), ensuring all required information is there | Should be done | ||
| Events | Adding to the Awakening & Healing Calendar any upcoming workshops | |||
| Events | Processing/Manageing new Yoga Teachers Applications | Yes | ||
| Events | Setting dates for a upcoming workshop according to the school’s directives | Yes | ||
| Events | Daily check of email account events@sammakaruna.org for relevant bussiness information | |||
| Events | Create for every workshop a form with all relevant information and send it to Welcome Center | |||
| Governance | Authorize someone to give a speech or announcement inside the school | |||
| Marketing & Sells | On 2nd of every month update the monthly promotions on the website for teacher training courses | Monthly | https://kb.sammakaruna.org/?epkb_post_type_1=how-to-update-the-monthly-promotions-on-the-website | |
| Marketing & Sells | Ensure correct use of English language on media (including social media and websites) | Monthly | ||
| Marketing & Sells | Reviews Management (Yoga Alliance, TripsAdvisor, BYR, Facebook, Google Reviews and others) | Weekly | Yes | |
| Marketing & Sells | Distribute flyers and booklets at the points of distribution around the island on weekly basis | Weekly | Yes | |
| Marketing & Sells | Maintain an updated list of points of distribution for flyers and booklets around the island | |||
| Marketing & Sells | Update our board inside the campus with new flyers and remove the old ones | Weekly | Yes | Yes |
| Marketing & Sells | Design of flyers/banners/posters/t-shirts and other promotional material | |||
| Marketing & Sells | Promote SK in different Social Media platforms | |||
| Marketing & Sells | Design of new flyers | |||
| Marketing & Sells | Ensure availability of promotional T-shirts, Stickers and Flyers | |||
| Marketing & Sells | Updating & changing website content (general) | |||
| Marketing & Sells | Maintain our promotional booklet stands around the island | Weekly | Should be | |
| Marketing & Sells | Offer discounts on courses based on the management KB guidelines | Yes, Management KB | ||
| Social Media | Managing presence and following up in social networking sites (Facebook, Instagram, etc) | Daily | ||
| Social Media | Plan social media campaigns | Monthly | ||
| Social Media | Reply Facebook messages in Inbox for Samma Karuna user | Daily | ||
| Social Media | Perform a weekly social media events and promotional posts report | Weekly | Should be | |
| Social Media | Daily review of user comments on our posts on Facebook and Instagram | |||
| Long-Term Courses (YTTC, TTTC, BFT) | Updating dates and content about long-term courses on external sites as soon as a new course starts | |||
| Long-Term Courses (YTTC, TTTC, BFT) | Updating dates and content about long-term courses on our site as soon as a new course starts | Yes | ||
| Volunteers | Remove volunteering vacancies for a course from the website as per request of the bookings manager | Yes | ||
| Welcome Center Management | Authorize payments for workshops and provide the calculations of the amounts to be paid to WC | |||
| Welcome Center Management | Find suitable replacements for missing teachers or teachers cancelling scheduled classes |
General know how (where to start)
General Know How
Samma Karuna Organizational Principles
How to Promote Changes at the school
Samma Karuna general communication plan (who to contact)
How to work with Samma Karuna Cloud storage (Google Drive) and repository
How to request a product/item to be purchase
Guidelines for weekly staff meeting
How to modify/edit content in the website
Events & Social media manager know how (first stage KBs)
Directives to run and promote Events and Workshops at the school
How to say Yes or No to a Workshop, Activity or Rental
How to set dates for an upcoming workshop
How to create next month A&H Calendar
Where to find flyers design and how to edit and print them out?
How to assign an activity to a hall
Events & Social media manager know how (Second stage KBs)
Directives hire new yoga teachers
Halls rental prices and conditions
How to add new dates for Yoga TTC and Tantra TTC on the website
How to deal with workshop DEMO events
How to maintain the workshops board
How to update the monthly promotions (Website & Paid Ads Facebook & Adwords)
Internship Guidance for teacher training courses
Audio introduction
Audio introduction to the role by Ishi, January 2024: Introduction to the Events Manager role, the energy behind this role.