How to create next month A&H Calendar

Author: Ishi

Audience: Events Manager

Version 4.8, August 2017

Last modifed: March 2022

Audience:  Welcome Center Staff

Description: This document describes a series of guidelines how to create the month Awakening & Healing calendar. Once this calendar is ready it should be published in the website and forwarded to Welcome Center staff sto be print out.

• Perform this task the previous Tuesday before the current calendar finishes.

• Download the calendar template from the website: Calendar Template

• Watch the online video to understand how to modify the calendar
  
• Read all guidelines
  
• Create the the monthly calendar accordingly
  
• Upload the new calendar to the website
  
• Let know Welcome Center staff that the new monthly calendar is available and ask them to add all upcoming activities to the Google Calendar assigning them a hall and a teacher.

Addicional Guidelines to modify the calendar:

• Workshop demos should be set at 1:30pm if possible and marked with dark red in bold text.
  
• Last daily class should be changed from 6pm to 6:30pm to avoid overlaping with sunset time.

• All workshops starting day should be marked with dark red in bold.
  
• Workshops does not show starting time on the calendar
  • We want to prevent people trying to drop-in without booking in advance.

• Avoid adding event based on just music and dancing that are not meditation in order to do not compete with the local community parties.
  
• Every day should have an “activity of the day” and it should be marked with a special highlight
  
• If a workshops starts in a “special time” outside the regular hours place it at the closest this time available marking the starting time inside the box and the starting time of the other activities in that box.

• Mark all activities that are not Yoga & Qi Gong with a * sign, indicating they are exclusive for Awakening & Healing program student.
  
• Ensure all activities outside the A&H program have a ** sign
  
• Mark all free activities with dark bold green like: (free)
  
• Mark all new activities with dark bold green like: (new)
  
• Activities on the program can only be assigned to halls
  • Activities like this one should be avoided: Love in the water meditation with Lola
    
• 6pm onwards activities are considered prime-time and we should avoid to assign them to new teachers.
  
• Avoid placing 2 activities at the same time the same day.

• Once the calendar is finished you should communicate with Welcome Center staff to copy the activities to Google Calendar, assigning to each activity a hall and a facilitator. Make sure that you have facilitator for each activity (including activities such Reiki Circles and Conscious Cinema).
  
• All activities with music should be assigned to the Awakening hall in order to prevent complains from the neighbors.