Procedure to book activities with limited space

Samma karuna, version 1.1 March 2019

Author: Ishi

Audience: Welcome Center staff, Events Manager, Volunteers Manager

Abstract: This procedure describes how the booking for activities of the Awakening and Healing program with limited space should be done.

Preparation:

Procedure:

• There will be a list open for students to sign up 1hr before the activity starts
  • The events manager should inform Welcome Center staff of the number of drop-in and numbers of Awakening and Healing students this activity will hold. This information is confidential and should not be disclosure to students.

• As students arrive to sign up for the activity Welcome Center staff will confirm whether there is still space or not and write the name of the student down in the form.
  • Students should not be able to see the booking form. In this way complains about the number of spaces for students and drop-ins wont arise and this will prevent students from writing down on the list more than one name.

• Once the spaces for this activity are full, students may decide to book for “Waiting List”.
  Waiting list students will be allowed to take the class if by the time the activity should start there is still any space available from the allocated spaces for this activity.

• 15 Minutes before the activity starts one of the volunteers on swift will collect the form from Welcome Center.

• As the teacher authorizes the students to come inside the hall a volunteer should stand outside the hall and start calling the student for their name and allowing them to come inside.

• Any last minute drop-in or students booking at the welcome center should be informed to the volunteer on shift by walkie talkie. As the volunteer gets the new information they should write down the names of the students in the form.

Good practices:

• In the case of Awakening and Healing students staying at the campus on short visits or at discretion of Welcome Center staff they may take a drop-in space to allow the student to take the class if no more space is available. This drop-in will be paid to the teacher from the Welcome Center cashier.