Winter Retreat - Ambiance Coordinator
Brief Job Description:
The Ambiance Chair creates and coordinates decorations to establish a beautiful, cohesive, welcoming women’s space for the weekend retreat.
Specific Responsibilities:
At a minimum, decorations should include the keynote room with a main altar and stage décor; the dining space with centerpieces; restrooms decor with quotes or artwork and amenities, as well as a quiet space for meditation.
Additional decor may include banners, posters, flags, mobiles, small altars, borrowed pieces of artwork, etc. As much as possible, tie decorations into the retreat theme, utilizing the retreat logo and its colors. The goal is to achieve a coordinated whole that enhances the overall retreat experience.
Desired Skills or Experience:
Creative or artistic talents. Ability to visualize end results and plan accordingly. Communication skills to coordinate with other committee members and to recruit and coordinate volunteers assisting with ambiance.
Main Tasks:
• Establish color scheme and overall concept for the décor
• Coordinate with committee on space layout, ritual needs, dining area, etc.
• Review and utilize ambiance materials available from Women & Religion
• Create / borrow decorative elements (Keep track of any borrowed items)
• Plan placement and layout of decorative elements
• Test installation of decorations in advance to ensure they will work as planned
• Recruit assistance & coordinate volunteers for ambiance setup / cleanup
• Provide amenities in the bathrooms, i.e. tampons, aspirin, cough drops, soap, etc.
• Prepare an Ambiance Final Report on your committee efforts
To: the Ambiance committee for future Winter Woman Spirit retreats
From: Sabine Vorkoeper – Ambiance Chair 2002
sabvor@hotmail.com
What Ambiance did: We were responsible for creating a nurturing and nourishing atmosphere in the following spaces: registration room, main room (which included 4 altars), bathrooms (especially the men's room!), banquet room, meditation room. In addition, we supplied a banners for one of the hallways and outside the registration room, a new Woman Spirit sign for above the registration room door, miscellaneous items to make the children's room align a bit with the theme of the conference, plus sayings were written on the "blackboards" in each of the workshop rooms.
How we did it: Four of us made up the committee. We took turns attending the local meeting. We shared the registration discount. We met once a month. About 6 months before the conference, we designated specific tasks/rooms to each of the 4 of us. We met an extra time before the conference. Ahead of time, we arranged for women we knew to help with things like putting up posters and sayings (a major part of the ambiance effort), set up the altar, help with decorating the banquet tables with flowers and sweets (the maidens helped here, which I think they enjoyed and which was very much needed and appreciated), anointing at the entrance to registration. We have included minutes/agendas of our meetings, from which you can glean a timeline of sorts.
Hints, tips, etc.: If undertaking something as elaborate as putting up hundreds of quotes and pictures, it is imperative to get a number of people to help. Arrange for at least a few ahead of time, and then you can always grab a few more volunteers on site. Don't forget your suitcase, which I did even though I didn't forget any of the endless other things I brought for setting up!
We worked very well as a group, took turns leading the meetings, taking notes, etc. We made sure to always be positive and encouraging. We made lots of lists and went over them many times. We kept a loose running total of our expenses, making sure to keep under our budget amount. Once Ambiance was set up Friday before the conference, there was pretty much nothing else to do other than decorate the banquet tables, which let us all enjoy the conference. A good chunk of our budget was used to reproduce many of Vicki's Motherpeace tarot cards. At the last minute, we suggested the idea of "auctioning" them off as part of the fundraising for the social concerns committee. In trying to come up with ideas for ambiance we constantly kept the theme of the conference, the logo and the keynote in mind. The colors of the draped material echoed the colors in the theme graphic. The quotes, pictures and "seeded" items on the altar (such as the rocks with inspirational words on them) were all intended to nourish. The tarot cards were to honor and echo the keynote speaker.
Final words: Each of us thoroughly enjoyed working on the conference. It added another dimension to the experience. We hope you will enjoy the experience of creating an experience for us next year. Please don't hesitate to call with questions.
Blessed be.
To: Future Ambiance Coordinators
From: Nancy Irons, WWS2008 Ambiance
Tips from WWS2008: Faith Bailey and I coordinated Ambiance for WWS2008. We each had been in charge of Ambiance for previous WomanSpirit events, and thoroughly enjoyed working together on this year’s decorations. Here are some words of wisdom for future Ambiance chairs. . . .
Start your planning early. Think big and think high. That is, small decorations tend to get lost in a crowd. You need large banners or displays to make an impact. Eye level will often be busy with people, vendors and signage. Plan to place many of your decorations high on the wall or hanging from the ceiling. Make an effort to coordinate the decorations to create a consistent whole. If possible, borrow artwork, quilts, or other appropriate decorations rather than making everything from scratch yourself.
Prepare as much in advance as possible and store it. On-site storage is wonderful if possible. Plan to have everything ready weeks in advance, so in reality you will have some extra time for all the last minute things. Test all of your installations ahead of time, or have alternate methods in mind with supplies on hand during setup (i.e. the foam mounting tape would not stick to our cloth banners, so we needed to use duct tape instead.) Have a bag of tricks or toolbox with everything you can think of on hand for setup and throughout the retreat. See my ambiance toolbox list below for suggested items.
Think about what to do with the decorations after the event. Are there multiple small items that can be given as committee gifts? This year we gave committee members classroom altar chalices and last year the fairy figures use as centerpieces. Are there large items that you would hate to see thrown away? Perhaps they can be sold to attendees through the silent auction. Is the church interested in keeping any of your decorations? This has particularly been true when sewn fabric banners have been created. Can some of the decorations be given to volunteers who helped with the cleanup after the event?
Involve volunteers as much as possible. Establish regular workdays or times, but be flexible if someone prefers to work at home. Recruit help for setup and cleanup and have them well briefed in advance on what needs to be done, where and when.
Perhaps most importantly, have fun! This is a wonderful opportunity for beautiful, creative expression. Enjoy yourself! Good luck!
Ambiance Toolbox Equipment List
I suggest you prepare a tote bin with the following materials to have onsite for setup and throughout the retreat:
Tape: Scotch tape, 2-sided scotch tape, Blue painters tape, Foam Mounting tape, Duct tape, Electrical tape (sometimes multiple rolls of each if they are in different colors).
Cutting Tools: Desk scissors (x3), Utility knife, Straight edged razor blades, Hand held pruners, Metal ruler if straight edge is needed for razor blade.
Paper: Supply of any paper used in decorations, such as 8.5x11 Colored paper, Poster board, Tissue paper, 3x5 Cards, Lined notepad, Graph paper.
Markers: Sharpie Markers in variety of sizes and colors, Supply of pens and pencils, Mega sized Magic Marker for last minute signs.
Connectors: Paperclips, Binder clips, Push pins, Stapler, Spool of Garden Twist-ties, Plastic tie strips, Nylon fish-line, Wire, String, Ribbon or thread if used, Needles if appropriate.
Tools: Hammer, screwdrivers (large & small Phillips and regular), pliers, needle-nose pliers, wire cutters, extension chord, multiple outlet strip, 3 to 2 prong adapter, perhaps electric drill with bits, extra screws if any used in decorations.
Glue: Elmer’s all purpose glue, Rubber cement, Glue stick, Electric glue gun, and extension chord. Extras of items used in the decorations, i.e. stick on hooks, ornaments, floral supplies, beads, ribbon, etc.
Other: Iron, mister and extension chord, Selection of plastic bags from garbage sized to sandwich ziplock, Aluminum foil, A few wire coat hangers, Step stool, Flashlight.
Nancy Irons
WWS2008 Ambiance
March 2008
The Ambiance Chair creates and coordinates decorations to establish a beautiful, cohesive, welcoming women’s space for the weekend retreat.
Specific Responsibilities:
At a minimum, decorations should include the keynote room with a main altar and stage décor; the dining space with centerpieces; restrooms decor with quotes or artwork and amenities, as well as a quiet space for meditation.
Additional decor may include banners, posters, flags, mobiles, small altars, borrowed pieces of artwork, etc. As much as possible, tie decorations into the retreat theme, utilizing the retreat logo and its colors. The goal is to achieve a coordinated whole that enhances the overall retreat experience.
Desired Skills or Experience:
Creative or artistic talents. Ability to visualize end results and plan accordingly. Communication skills to coordinate with other committee members and to recruit and coordinate volunteers assisting with ambiance.
Main Tasks:
• Establish color scheme and overall concept for the décor
• Coordinate with committee on space layout, ritual needs, dining area, etc.
• Review and utilize ambiance materials available from Women & Religion
• Create / borrow decorative elements (Keep track of any borrowed items)
• Plan placement and layout of decorative elements
• Test installation of decorations in advance to ensure they will work as planned
• Recruit assistance & coordinate volunteers for ambiance setup / cleanup
• Provide amenities in the bathrooms, i.e. tampons, aspirin, cough drops, soap, etc.
• Prepare an Ambiance Final Report on your committee efforts
To: the Ambiance committee for future Winter Woman Spirit retreats
From: Sabine Vorkoeper – Ambiance Chair 2002
sabvor@hotmail.com
What Ambiance did: We were responsible for creating a nurturing and nourishing atmosphere in the following spaces: registration room, main room (which included 4 altars), bathrooms (especially the men's room!), banquet room, meditation room. In addition, we supplied a banners for one of the hallways and outside the registration room, a new Woman Spirit sign for above the registration room door, miscellaneous items to make the children's room align a bit with the theme of the conference, plus sayings were written on the "blackboards" in each of the workshop rooms.
How we did it: Four of us made up the committee. We took turns attending the local meeting. We shared the registration discount. We met once a month. About 6 months before the conference, we designated specific tasks/rooms to each of the 4 of us. We met an extra time before the conference. Ahead of time, we arranged for women we knew to help with things like putting up posters and sayings (a major part of the ambiance effort), set up the altar, help with decorating the banquet tables with flowers and sweets (the maidens helped here, which I think they enjoyed and which was very much needed and appreciated), anointing at the entrance to registration. We have included minutes/agendas of our meetings, from which you can glean a timeline of sorts.
Hints, tips, etc.: If undertaking something as elaborate as putting up hundreds of quotes and pictures, it is imperative to get a number of people to help. Arrange for at least a few ahead of time, and then you can always grab a few more volunteers on site. Don't forget your suitcase, which I did even though I didn't forget any of the endless other things I brought for setting up!
We worked very well as a group, took turns leading the meetings, taking notes, etc. We made sure to always be positive and encouraging. We made lots of lists and went over them many times. We kept a loose running total of our expenses, making sure to keep under our budget amount. Once Ambiance was set up Friday before the conference, there was pretty much nothing else to do other than decorate the banquet tables, which let us all enjoy the conference. A good chunk of our budget was used to reproduce many of Vicki's Motherpeace tarot cards. At the last minute, we suggested the idea of "auctioning" them off as part of the fundraising for the social concerns committee. In trying to come up with ideas for ambiance we constantly kept the theme of the conference, the logo and the keynote in mind. The colors of the draped material echoed the colors in the theme graphic. The quotes, pictures and "seeded" items on the altar (such as the rocks with inspirational words on them) were all intended to nourish. The tarot cards were to honor and echo the keynote speaker.
Final words: Each of us thoroughly enjoyed working on the conference. It added another dimension to the experience. We hope you will enjoy the experience of creating an experience for us next year. Please don't hesitate to call with questions.
Blessed be.
To: Future Ambiance Coordinators
From: Nancy Irons, WWS2008 Ambiance
Tips from WWS2008: Faith Bailey and I coordinated Ambiance for WWS2008. We each had been in charge of Ambiance for previous WomanSpirit events, and thoroughly enjoyed working together on this year’s decorations. Here are some words of wisdom for future Ambiance chairs. . . .
Start your planning early. Think big and think high. That is, small decorations tend to get lost in a crowd. You need large banners or displays to make an impact. Eye level will often be busy with people, vendors and signage. Plan to place many of your decorations high on the wall or hanging from the ceiling. Make an effort to coordinate the decorations to create a consistent whole. If possible, borrow artwork, quilts, or other appropriate decorations rather than making everything from scratch yourself.
Prepare as much in advance as possible and store it. On-site storage is wonderful if possible. Plan to have everything ready weeks in advance, so in reality you will have some extra time for all the last minute things. Test all of your installations ahead of time, or have alternate methods in mind with supplies on hand during setup (i.e. the foam mounting tape would not stick to our cloth banners, so we needed to use duct tape instead.) Have a bag of tricks or toolbox with everything you can think of on hand for setup and throughout the retreat. See my ambiance toolbox list below for suggested items.
Think about what to do with the decorations after the event. Are there multiple small items that can be given as committee gifts? This year we gave committee members classroom altar chalices and last year the fairy figures use as centerpieces. Are there large items that you would hate to see thrown away? Perhaps they can be sold to attendees through the silent auction. Is the church interested in keeping any of your decorations? This has particularly been true when sewn fabric banners have been created. Can some of the decorations be given to volunteers who helped with the cleanup after the event?
Involve volunteers as much as possible. Establish regular workdays or times, but be flexible if someone prefers to work at home. Recruit help for setup and cleanup and have them well briefed in advance on what needs to be done, where and when.
Perhaps most importantly, have fun! This is a wonderful opportunity for beautiful, creative expression. Enjoy yourself! Good luck!
Ambiance Toolbox Equipment List
I suggest you prepare a tote bin with the following materials to have onsite for setup and throughout the retreat:
Tape: Scotch tape, 2-sided scotch tape, Blue painters tape, Foam Mounting tape, Duct tape, Electrical tape (sometimes multiple rolls of each if they are in different colors).
Cutting Tools: Desk scissors (x3), Utility knife, Straight edged razor blades, Hand held pruners, Metal ruler if straight edge is needed for razor blade.
Paper: Supply of any paper used in decorations, such as 8.5x11 Colored paper, Poster board, Tissue paper, 3x5 Cards, Lined notepad, Graph paper.
Markers: Sharpie Markers in variety of sizes and colors, Supply of pens and pencils, Mega sized Magic Marker for last minute signs.
Connectors: Paperclips, Binder clips, Push pins, Stapler, Spool of Garden Twist-ties, Plastic tie strips, Nylon fish-line, Wire, String, Ribbon or thread if used, Needles if appropriate.
Tools: Hammer, screwdrivers (large & small Phillips and regular), pliers, needle-nose pliers, wire cutters, extension chord, multiple outlet strip, 3 to 2 prong adapter, perhaps electric drill with bits, extra screws if any used in decorations.
Glue: Elmer’s all purpose glue, Rubber cement, Glue stick, Electric glue gun, and extension chord. Extras of items used in the decorations, i.e. stick on hooks, ornaments, floral supplies, beads, ribbon, etc.
Other: Iron, mister and extension chord, Selection of plastic bags from garbage sized to sandwich ziplock, Aluminum foil, A few wire coat hangers, Step stool, Flashlight.
Nancy Irons
WWS2008 Ambiance
March 2008
