Winter Retreat - Site Liaison
Brief Job Description:
The Site Liaison serves as the primary contact with the retreat site for contract negotiations, food requirements, space and equipment setups, and processing of final invoice. This role is crucial when the retreat is held at a conference center and may be filled by the W&R Retreat Liaison. When the retreat is held in a church, the Retreat Planning Chair may cover or delegate these responsibilities.
Desired Skills or Experience:
Good communication skills to coordinate with numerous other committees; Prior experience with contract negotiations and implementations; Knowledge of local area and retreat site if possible; Experience with audio-visual equipment helpful.
Major Tasks:
WomanSpirit 2008 – Site Final Report
Nancy Irons
WWS2008 Site Liaison
Sample Site Contract / Letter of Intent CMwD Women & Religion Committee
c/o Nancy Irons
(ADDRESS)
17 November 2007 Dear North Shore Unitarian Church,
This is a letter to confirm that the CMwD Women & Religion Committee will be holding our annual WomanSpirit retreat at NSUC on Friday, Feb. 22nd and Saturday Feb. 23rd, 2008. Further, that our keynote speaker, Rev. Shirley Ranck will present both sermons on Sunday, Feb. 24th, 2008.
It is our understanding that the Woman’s Group at NSUC has endorsed this retreat and that there will be no rental charge for the use of your building. It is also understood that a representative of the church needs to be present in the building at all times during our event and any associated setup or cleanup periods. Further, it is understood that we will pay for sexton assistance with setup and cleanup, as needed, at the rate of $25 per hour. Estimates of the time required of the sexton will be negotiated by the end of January 2008 when setup needs will be more fully known. Additionally, prior to the event, the Women and Religion committee will provide NSUC with a certificate of insurance for this event, issued by the insurer for the CMwD of the UUA.
On-site registration for our event opens at 5:30 pm on Friday. However we will need access before then for vendor and general setup as well as decorating. It is our understanding that we will have full access to NSUC as of noon on Friday, Feb. 22nd, 2008. If possible, we would appreciate earlier access, particularly for decorating. However, we do not want to impose upon anyone who also needs to use the building prior to noon on Friday. We anticipate that people will depart from NSUC around 10:30 pm on Friday evening.
On Saturday morning, we would like to have access to the building as of 7:00 am. Our programs and activities will proceed throughout the day and will be ending around 10:30 pm on Saturday evening. It is our understanding that all decorations (excluding those in the Sanctuary) are to be removed and furnishings restored to their usual position by the end of our event. The decorations in the Sanctuary will remain in place until the end of the second service on Sunday, Feb. 24th, 2008. Our committee will take responsibility for removing those decorations after the service.
We hope that these terms meet with your approval. Please send a reply acknowledging this letter and the terms that have been spelled out. If you wish to change, add, or modify any of the details, please let us know as soon as possible.
Thank you for your attention to this matter.
Sincerely,
_______________________ _____________________
Sherry Dearborn Leslie Peet
Co-chair W&R Committee Co-chair W&R Committee
Sample Directions - WomanSpirit 2008 North Shore Unitarian Church
2100 Half Day Road, Deerfield, IL 60015
847-234-2460
Take the Tri-State Tollway (I-294 from south or I-94 from north) to the Half Day Road (IL 22) exit eastbound. Head east through the first stoplight, but be ready to turn left. The church entrance is on the north side of the road and has a shared driveway with the Bannockburn Corporate Center. There is a large lit sign with 3000 in large numbers. Note the attached the graphic below which illustrates this. Follow the driveway to the right up the hill. The actual building entrance is all the way up the hill and around the building.
If you drive through Chicago, take I-94 (Dan Ryan / Kennedy / Edens Expressways) up to the north suburbs. North of Willow Road, take the ramp for I-94 that heads west to meet I-294. They merge and continue north as I-94. Exit eastbound on Half Day Road. See above for further instructions.
The Site Liaison serves as the primary contact with the retreat site for contract negotiations, food requirements, space and equipment setups, and processing of final invoice. This role is crucial when the retreat is held at a conference center and may be filled by the W&R Retreat Liaison. When the retreat is held in a church, the Retreat Planning Chair may cover or delegate these responsibilities.
Desired Skills or Experience:
Good communication skills to coordinate with numerous other committees; Prior experience with contract negotiations and implementations; Knowledge of local area and retreat site if possible; Experience with audio-visual equipment helpful.
Major Tasks:
- Facilitate communication between the retreat site, W&R and Retreat committees
- Present contract requirements to W&R; Present contract modifications to Site; Ensure that a final contract is signed and delivered to site with a copy for W&R
- Coordinate with Treasurer on down payment and final invoice review
- Coordinate with W&R Office Manager to obtain certificates of insurance
- Arrange for a committee tour of the site; obtain floor plans or a map of site; note capacity of rooms; perhaps take photos and measurements of spaces to be used.
- Become familiar with facilities, including layout, light switches, basics of AV for keynote room, and know which staff to talk to for any problems that arise.
- Provide written directions to the site and a map for the brochure
- Coordinate with W&R, Keynote coordinator, Workshop coordinator and Vendor coordinator for room assignments as well as equipment and setup requests.
- Have phone numbers on-hand during retreat for emergency or after-hours contacts, particularly for custodian or building trustee.
- Be responsible for building access and security during the retreat, i.e. opening and locking the main doors; double checking all is in order before leaving at night.
WomanSpirit 2008 – Site Final Report
Nancy Irons
WWS2008 Site Liaison
Sample Site Contract / Letter of Intent CMwD Women & Religion Committee
c/o Nancy Irons
(ADDRESS)
17 November 2007 Dear North Shore Unitarian Church,
This is a letter to confirm that the CMwD Women & Religion Committee will be holding our annual WomanSpirit retreat at NSUC on Friday, Feb. 22nd and Saturday Feb. 23rd, 2008. Further, that our keynote speaker, Rev. Shirley Ranck will present both sermons on Sunday, Feb. 24th, 2008.
It is our understanding that the Woman’s Group at NSUC has endorsed this retreat and that there will be no rental charge for the use of your building. It is also understood that a representative of the church needs to be present in the building at all times during our event and any associated setup or cleanup periods. Further, it is understood that we will pay for sexton assistance with setup and cleanup, as needed, at the rate of $25 per hour. Estimates of the time required of the sexton will be negotiated by the end of January 2008 when setup needs will be more fully known. Additionally, prior to the event, the Women and Religion committee will provide NSUC with a certificate of insurance for this event, issued by the insurer for the CMwD of the UUA.
On-site registration for our event opens at 5:30 pm on Friday. However we will need access before then for vendor and general setup as well as decorating. It is our understanding that we will have full access to NSUC as of noon on Friday, Feb. 22nd, 2008. If possible, we would appreciate earlier access, particularly for decorating. However, we do not want to impose upon anyone who also needs to use the building prior to noon on Friday. We anticipate that people will depart from NSUC around 10:30 pm on Friday evening.
On Saturday morning, we would like to have access to the building as of 7:00 am. Our programs and activities will proceed throughout the day and will be ending around 10:30 pm on Saturday evening. It is our understanding that all decorations (excluding those in the Sanctuary) are to be removed and furnishings restored to their usual position by the end of our event. The decorations in the Sanctuary will remain in place until the end of the second service on Sunday, Feb. 24th, 2008. Our committee will take responsibility for removing those decorations after the service.
We hope that these terms meet with your approval. Please send a reply acknowledging this letter and the terms that have been spelled out. If you wish to change, add, or modify any of the details, please let us know as soon as possible.
Thank you for your attention to this matter.
Sincerely,
_______________________ _____________________
Sherry Dearborn Leslie Peet
Co-chair W&R Committee Co-chair W&R Committee
Sample Directions - WomanSpirit 2008 North Shore Unitarian Church
2100 Half Day Road, Deerfield, IL 60015
847-234-2460
Take the Tri-State Tollway (I-294 from south or I-94 from north) to the Half Day Road (IL 22) exit eastbound. Head east through the first stoplight, but be ready to turn left. The church entrance is on the north side of the road and has a shared driveway with the Bannockburn Corporate Center. There is a large lit sign with 3000 in large numbers. Note the attached the graphic below which illustrates this. Follow the driveway to the right up the hill. The actual building entrance is all the way up the hill and around the building.
If you drive through Chicago, take I-94 (Dan Ryan / Kennedy / Edens Expressways) up to the north suburbs. North of Willow Road, take the ramp for I-94 that heads west to meet I-294. They merge and continue north as I-94. Exit eastbound on Half Day Road. See above for further instructions.