Volunteer for May Retreat Planning

In the interest of determining whether Interbeing Sangha of Kingston has the capacity to proceed with hosting a residential retreat in May 2019, to take the place of the annual regional retreat usually led by the monastics of Blue Cliff Monastery, we need to ensure we can build a strong team to plan the retreat. Ottawa Pagoda Sangha has kindly shared a timeline to help us with planning, which you can review here. We have two possible venues (both tentatively held) for the weekend of May 9th-12th, 2019, including a beautiful residence with a private inner courtyard at Queen’s University, and the Sisters of Providence Retreat Centre. Joyfully, Dharma teachers from Ottawa Pagoda Sangha and Kingston Sangha are willing to lead the programming if our sangha will plan and host the retreat.

The talents and skills you contribute will help to build the wider sangha for Thay’s movement. Thich Nhat Hanh teaches that the noblest task is sangha building. Several key volunteer roles must be designated now if we are to proceed. Working together to host a regional retreat will both help make our practice available to many people who can benefit from Thay’s teachings and bring us closer as a sangha. Please review the roles below, and email interbeingkingston@gmail.com to indicate your interest in one of the roles. If you have experience in Project Management or Event Planning (or even if you don’t, but are enthusiastic about this retreat) please consider volunteering for the Lead Coordinator role, as it is essential in order for us to proceed.

• Lead Coordinator: Project manager for the retreat planning. Using the timeline provided by Ottawa Pagoda Sangha, and with the support of experienced members of the Ottawa sangha as well as our planning team, this person will lead the event planning for the retreat, help develop programming with the Dharma Teachers Facilitator and the teachers, arranging meetings for the team, and serving as the main contact for the others on the team, keeping everyone on schedule to ensure all tasks are completed.
• Registrar: (update: Monica Burger has volunteered) The person in this role will be the main contact for potential participants, will collect registrations from registrants, assign rooms for out-of-town and local participants who wish to stay in the residential accommodations at our retreat venue, and help coordinate the participants registration materials, name tags etc during the retreat.
• Treasurer: This person will collect the fees and be responsible for all the financial aspects of the retreat, including the budget, accounting, and payment to suppliers (primarily the retreat venue and catering), and ensure that we cover all costs for the venue, catering and other supplies required.
• Venue Liaison: (update: Susan Howlett has volunteered) Contact for the retreat venue, who will work with the Lead Coordinator and rest of the planning team to book appropriate services as well as catering for all of the retreat meals, and ensure that the overnight accommodations are correct for the registrants. During the retreat, serves as the main contact for the participants regarding their stay, and coordinates with the venue to ensure they are comfortable.
• Dharma Teachers Facilitator: (update: Colette Peters has volunteered) Liaison for the Dharma Teachers from Ottawa Pagoda Sangha and Kingston Sangha, working with them and the Lead Coordinator to develop the programming for the retreat (dharma talks and other guided activities) and help make all arrangements for the Dharma Teachers’ needs.
• Communications Officer: (update: Keith Gawronski-McNinch has volunteered) This person coordinates outreach in advance of the retreat to promote and publicize the event and attract participants, both internally to sangha members and friends from our local and regional sanghas, as well as externally to the wider community. Helps to connect registrants to the other members of the planning team as appropriate, and helps distribute materials in advance and during the retreat.

Our original Sangha Care Meeting planned for Sunday, January 20th to discuss the above was cancelled due to extreme winter weather conditions in Kingston, so a new meeting is planned for Sunday, January 27th from 5:00 pm – 6:15 pm, preceding our regular weekly meeting at 6:30 pm. Please email in advance of this meeting, your interest in taking on one of the above roles, to interbeingkingston@gmail.com.