Hi Adyashanti and Declan,

Please review the logistic plan below and then respond with any updates in a different color.

Jon

Program Summary

Gate Code	#8305 or 18305 for the MMS entrance	Registration Location	2:30pm - 5pm Sunday in PO: Kamala, Durga, Manjarika
Orientation	6:45pm Sunday (Manjarika)- please end by 7pm; please make sure to mention an alternative meal of simple soup and rice is in the Kitchen	Wind Up	12pm Friday (Brajesh) next time here include setting the time for our windup (closing) at the very end, when they will be released from silence
Alongside	None	Back-to-Back	None
Converted Spaces	Econo Dorm Plus: JR (7), Maple (12), OH (10), WR (8), SH MAIN (16)
Leader Name	Adyashanti	Staff Arrival	12pm Sunday (Ameya)
		Staff Departure	2pm Friday
Leader Housing	No sheet change needed for leader housing. Also, Mukti is coming this time. RAM 1 A & B: Adyashanti and Mukti - arrival time to be determined Please make sure all beds in Ram 1 are made up. Bring purified water to Ram 1, as the water filter has been removed. ___6 towels ___extra set of sheets on the extra bed in Adya’s room. ___1 small flower arrangement (not scented) ___Teas: Mint, Lemon Ginger, Earl Gray, & Chamomile ___2 almond milks (Adya) & 1 dairy milk (Mukti) in fridge ___Tea kettle. ___Basket of Apples ___1 small fridge ___1 microwave Verify their checkout time. Adya’s cottage can be cleaned any day from 10:00-11:00am (except Sat and Tuesday --- skip those days altogether).  Cleaning needs to occur only every other day. 218b -Howie Schechter (retreat manager) & Jana Rofsky (wife) - 12:30pm Sunday arrival __6 towels (arriving at 1 pm ) 217 - Declan (sound tech) - 12:30pm Sunday arrival __6 towels (arriving at 1 pm ) Emergency Messages: if there are any emergency messages for participants, please give the messages directly to Howie Schechter (our retreat manager). He’ll be sure to give it directly to the person. This way we know if there’s an emergency. 216b -  Ameya Specterman  (retreat coordinator) - 1pm Sunday arrival __3 towels (arriving at 1 pm) with name tag
Signage	PLEASE put Retreat Date Range for ALL SIGNAGE around Community Building.   Programs Office ____CB letterboard: "Adyashanti Silent Retreat – Registration at 3pm" (with an arrow pointing toward West Wing). At 3pm take the " at 3 pm" down. ____CB marquee: "Register here for Adyashanti Silent Retreat." Second day: change to: "Welcome Adyashanti Silent Retreat"....... ____CB shoeroom doors, Kitchen, dining area: "Community Members: Please respect the silence...."(put up after dinner Fridayy; take down before the last day lunch) ____Far East: Door signs – "Reserved for Silent Retreat" (put up Friday after dinner) take down before the last day lunch) ____Far East: Individual table signs (10)  "Reserved for silent dining" (put up Friday after dinner)(take down before the last day lunch) ____CB Main: Individual table signs (20)  "Reserved for silent dining" (put up Friday after dinner)(take down before the last day lunch) ____CB West: Individual table signs (6)  " Reserved for silent dining" (put up Friday after dinner)(take down before the last day lunch) ____CB area: "Quiet Please" signs placed throughout Dining area (8+) ____"Reserved for Auto Campers" signs for the 3 main OV areas (Temple,CC,SH) saying: "Reserved for Auto Campers" ____CC Caretaker door sign: "Please see your retreat manager in room 217 regarding any requests." _____Above Menu: "Point to what you want"(after first dinner) _____Meal Countertop: non-dairy, non-wheat _____For Kitchen Staff: re OGS guests silence...(after first dinner) _____CB West Deck roped off with signage for OGS registration Whiteboard on tripod for Menu in CB near the KKWC desk. Have the allergy legend posted to top right. ___Create Menu scribe signup sheet for Programs Office staff Redwood Yoga Room (on door):  Adyashanti retreat participants:  In the spirit of staying within the container of silence for the Adyashanti retreat, we prefer you not participate in yoga classes . Thank you, The Open Gate Sangha staff ___"Silent Retreat In Progress" large signs put up: gate house, island map, top of the CC steps, on sawhorse at the west ramp entrance. ___Create 20 "Adyashanti Guest Parking Only" 11x17 signs and give to the Temple staff (Ram Sharan) Note: Sunanda has requested Programs presence at each meal. Note: the OGS guests are no longer in silence for lunch on the last day, so the silent signs can be taken down before then. Fieldstaff ____Sign on door to residential side of CC: "Please do not take tea or food to your room" ____CC marquee: Adyashanti Silent Retreat – Proceed to the next building. Second day: change to: Welcome Adya....... _____CC letterboard: Welcome Adyashanti Silent Retreat – Register in Community Building (with marked map). Have arrows indicating meeting space & guest rooms). Second day, take down "Register......." ____CC Main: Breezeway & parking lot doors – Silent Program in Progress/Do not disturb ____CC basement: QUIET PLEASE. SILENT RETREAT UPSTAIRS ALL WEEK. (Get sign from Jayanti) ____Maple Room: Women's Dorm ____Willow Room: Men's Dorm ____SH Main: Women's Dorm ____Orchard House:  Men's Dorm ____SH Entrance Doors (back and front):  Women Only Please (in PO) ____Seminar House Men's bathroom: put "Women" sign --there are no men in SH ____SH back entrance doors: MMC Residents: please do not use these bathrooms (in PO) ____JR: Men's Dorm
Flowers	"Adya prefers a more simplified floral arrangement rather than a very large, elaborate one." CC Main: ___1 simple medium on table next to Adya (not scented) (Flowers in the CC Main need to be really well done, medium to large) CC foyer: ___1 simple medium on table with cloth (not scented) RAM 1 A: ___1 bud vase arrangement (not scented) for Adya
Field Staff Standard Setup	___Check Gate Code;___Signage; ___Leader Housing; ___H20; ___Milks; ___Tea; ___Mugs; ___Honey; ___Fruit; if a LCD projector, then:___connector cords___extension cord;___power strip
Field Staff Setup	___Verify thermostats (heat) for the various spaces are working ___Put "Quiet Please" street sign out after arrival day dinner (N/A___Get Oaks Campground outdoor showers cleaned up) ___Note:  inform OGS staff that full set up of CC Main may not be done by 1pm Sunday CC Main Initial Prep ___Please make sure OGS stage, stage skirt and rug are in the main hall by 1pm. __Unfold the stage first __OGS will tape the aisles before any seating is set up. Field Staff representative connects with OGS coordinator Terri on arrival day .The Volunteer Retreat Manager is Dan Sweet, staying in 217. Declan Banfield (217) will be the sound tech. Dan, Declan and David will arrive around ! 1pm to set up the stage, sound equipment, and tape the floor.  Fieldstaff to set up the seats after the aisles are taped by OGS staff. 2 additional OGS volunteers will assist with tweaking the CC Main setup after 2 pm. Setup is similar to the one found on Network Shares: MMC\Files\MMC Handbooks\Field Staff\SetUp Photos 09\CC Main Adyashanti Feb 9 2009 CC Main Setup ____Remove our riser. ____Bring up OGS 3-section stage (CC basement) and skirt for sage ____riser carpet ____dark rosewood altar table (of the long, low, narrow variety or, if unavailable, 2 small tables together) ____cloth on table and flowers ____tissues! tissues! tissues! in CC Main and both CC lobbies, all bathrooms, and by stage ____nice glass for Adya to drink from ____double-check that MMC sound system is out. Note: reference pictures of the Adya CC Main setup. For seating arrangements, see Network Shares>MMC Programs>sums>Set-up images>Adyashanti>Images *Make 3 sections, separated by two aisles with as much space between seats as possible. *Leave 3 – 4ft free between chairs and back wall for a corridor *Start seating 3ft from riser. *No cushions by themselves, except for the extras below. Anticipate 225 guests or less for this retreat. Please set up a total of 235 seats. ____ 50 backjacks, 1ft apart from each other ____170 red chairs, behind backjacks, 1 ft apart from each other. ____On Thursday evening during dinner break, put 1 six ft table and two red table cloths in the CC Foyer. ____All cushions, stacked along the back wall, still keeping a clearance of 3 – 4ft between extra cushions and the last row of seating. Please provide as many cushions as possible. ____2 Torchiere lights with dimmer switches CONFERENCE CENTER FOYER ____wooden table (w/ flowers) CC Lounge Areas (1st and 2nd Floor) ____Do NOT Remove tables and chairs CONFERENCE CENTER GUEST LOBBY ____fruit basket ____tea bar in front of MMI office ____hot water / cold water dispenser ____paper cups Across from CC Main Tea Bar ____4+ water dispensers with cups Please check these waters four times per day, only during the time slots indicated in the cleaning schedule below. FOOD SERVICE ___Please bring over 2 boxes of each fruit (bananas, oranges, and apples) to the CC Kitchen each day of the retreat. Refresh fruit baskets often. Note: the apples need to be washed. ___Please restock to the milks in the fridge often, as well as restocking the teas DORMS (verify with Programs) Make sure rooms (including econ dorms) have earplugs No fruit/tea/milk service in meeting spaces when used as dorms or breakout spaces. Econ Dorm Plus: Bed Frame - V shaped legs 2 Foam mattresses Fitted sheet on foams Flat sheet, blanket and comforter Pillow w/case MMC Brochure on each bed Side table with lamp & ear plugs between beds 1 floor lamp 1 portable coat rack w/hangers Post dorm signs indicating gender Registrar (Kamala) confirmed bed counts SH Main (Female) ____16 econ dorm plus  beds ____16 extra blankets  OGS team will ask Seminar House Main guests to check out of their beds by 10am Friday. Maple (Female) ____12 econ dorm plus plus beds ____12 extra blankets ____1 Shoji screen Willow (Male) ____8 econ dorm plus beds ____8 extra blankets ____1 Shoji screen OH Main (Female) ____10 econ dorm plus plus beds ____10 extra blankets Jasmine Room (Male) ____7 beds - this is a men's dorm ____7 extra blankets ____clean room: vacuum, trash, etc. ____water jug w/ spigot ____7 cups, blue tape, sharpie This space needs 2 heaters. Garden House 3,4, 5 ___make up beds with sheets, and full bedding Little House ___make up beds with sheets, and full bedding   COMMUNITY BUILDING Please make sure the following is in the CB: ___Dry erase board on easel with dry erase markers (near picture wall), w eraser. Verify the Dining Tables and Chair counts below are in the CB (Dining Room staff will setup): CB Main Seating ____20 tables ____120 folding chairs CB WEST WING 1 pm for registration ____2 six ft. regular tables, end to end, facing deck ____1 six ft.table, set apart from the other two ____2 chairs per table ____6 pens 5:30 pm dining set up after OGS registration ____6 six ft. tables ____36 folding chairs   CLEANING Note: clean bathrooms very quietly during the long meal breaks (see cleaning schedule below). Do not clean CC Main at any other time, or when people are milling about. ____Check all bathrooms, on both sides of CC (especially CC Main’s women’s), 3 – 4 times daily; empty trash, clean floor, add TP, etc. ____Please clean the floors of the CC foyer and CC foyer women’s bathroom, daily during the long 2 hour lunch break, making sure to do it very quietly. ____If it rains, then please mop the CC foyer floor twice per day ____ Mop bucket can stay in the closet, to mitigate noise. ____Per Terri, use a push carpet sweeper (non-electrical) to vacuum the CC Main at 1 pm, Tuesday & Thursday (CC Main cleaned twice on a 5 day retreat, 3 times for a 7 day retreat & 4 for a 9 day retreat). ___Please have only female staff clean the Seminar House. __Please empty the garbage from the sleeping rooms once during the week on Wednesday between 10 - 11 am & 11:30am - 12pm.  Make sure to check the OGS schedule so housekeeping is not entering rooms when OGS is not in session, as the guest may be in their room. _____Please clean the remove dirty mugs or return clean mugs from CC tea bar area at 1:15 pm Monday - Friday daily (during lunch break), and at 10 am Saturday. ____NO SHEET CHANGE  ____DO NOT ALLOW CLEANING AT ANY OTHER TIME THAN THE TIMES NOTED BELOW. CLEANING TIMES FOR CC MAIN BATHROOMS AND HALLWAY FOR OGS FEB '15 Sunday-Thurs 8:20 -  9:30 a.m. 12:40 - 1:40 p.m. 5:15 -  6:30 p.m. Friday      8:20 -- 9:20 a.m. after 1:00 p.m.
Workshop Schedule	5 Night Retreat with Adyashanti at Mount Madonna Center Sunday 3:00     Registration 5:00     Dinner 6:45     MMC Orientation 7:00     Retreat Orientation 8:00     Break 8:30     Intro Talk 9:30     End        Monday-Thursday       7:30     Silent Sitting 8:10     Breakfast - Break 10:00   Talk 11:00   Break 11:30   Guided Meditation 12:00   Break 12:30   Lunch 2:00     Silent Sitting 2:40     30 minute Break 3:10     Silent Sitting 3:50     30 minute Break 4:20     Silent Sitting 5:00     Dinner/Break 7:00     Satsang 8:45     Break 9:00     Silent Sitting 9:30     End       Friday 7:30     Silent Sitting 8:10     Breakfast – Break 10:30   Satsang 12:00   MMC Closing 12:30   Lunch Do not email the retreat schedule to participants. Kaya Kalpa Reminder "We don't encourage massage during retreat and at the same time we don't 'forbid' it. We prefer that there is not someone physically present in CB scheduling massage. This would actually be encouraging our participants to get a massage."
Sound Setup	____OGS brings their own sound ____Remove MMC sound system by 1 pm Sunday. Please put in "chair closet" under stairs. ____OGS sound Person will arrive between 1 - 1:30 pm --- no need for an MMC person to meet with him. ____No extra batteries needed, as their mics are wired.
CB Food Service	Allergies: Dairy 1 Gluten 3 Eggplant 1 (Tarnie Falloon)   Silent Retreat Meal Serve Plan: Please have the meals labelled consistently throughout the retreat. For example, if something like oatmeal does not have gluten in it, please consistently label it as such. It becomes confusing for the guest when the label is there intermittently. Sunanda & kitchen staff will put out the food for each meal (those items which are usually served by the servers) in such a way that the guests can serve themselves without having to interact with a server. Options will be put out also--dairy-free, gluten-free, etc, so guests don't have to ask. Programs group will make sure there are clear labels on each of the serving dishes, indicating which is dairy, and the non-dairy choices, gluten-free, etc. The guiding principle here is: self-serve with no interaction with serving staff.  This means that, for example, if lasagna were served in dining room a server would be behind the serving table plating lasagna so that the guest takes a plate of lasagna, at the same time being able to view all options. Servers will stand back away from the kitchen counter, not interacting with the guests, and will replenish serving trays as they get close to empty. Servers will be asked to not speak or interact with the guests unless the guest is incapable of getting what they want, and the guest initiates a conversation. Ideally, the food will be set up so that guests will have in front of them all their choices, or they can step into the kitchen for simple soup and those other options. Everyday Throughout OGS Retreat: Kitchen: Breakfast, Chai Food laid out in a thoughtful fashion so lines will not cross Verify we have enough toasters Make sure we ordered enough tea and instant coffee Tuesday/Thursday, Put kitcharee on a plate (not in a bowl) All meals, Rice bread available All meals, please have food options for folks who are gluten and dairy intolerant. All of the following contain Gluten: wheat, Barley, Rye, Oats, Spelt, Kamut.  More of the following at each meal has been requested: rice bread, simple soup, and cooked rice. Please have substantial protein options. All meals, Labels for everything! (No verbal choices) All meals, Remind Staff to speak softly, move slowly, and if an OGS guest asks a question, respond hands in prayer: “Please go see your retreat manager.” Please order the following amount of fruit. Fieldstaff will deliver the fruit to the CC Kitchen: ___Ahead of time, order 2 boxes of each fruit (oranges, apples, bananas, lemons) for the first 3 days of the retreat. As the retreat progresses, track the fruit consumption and order accordingly. 180 estimated meal count for Friday lunch. (We expect about 15%-20% drop in attendance on the final day. We're asked not to take a show of hands, but just to go ahead with that guesstimate). Dining Room: Review with Dining Room In-Charge 26 tables with cloths, and 156 chairs, set up All meals, 2 people needed for Dining Room Monitoring throughout. Make sure the meal monitors know to empty the compost bins (4 total). All meals, Make two dish depots with compost:  one for west wing and one in the east wing. Make sure these depots have good signage. The Dining Room Cleanup crew can cleanup the dish depots after dinner. Please do your best to insure compost is mostly food scraps. All meals, Clean West Deck tables after each meal All meals, Remind Staff to speak softly, move slowly, and if an OGS guest asks a question, respond hands in prayer: “Please go see your retreat manager.” Dining Room: Please check with Field-Staff In-Charge (Clay) regarding extra tables and chairs. Handiwipes on the wall fold out table (before utensils) with garbage can after. CB Main Seating ___20 Six ft.Tables with six chairs each ___120 Chairs West Wing After Registration on Friday, around 5:15 pm setup ___6 six ft. tables with six chairs each ___36 chairs 2:00- 2:15- Programs Office staff can set up for OGS Registration tables in the West Wing 3:00- 4:00 DR Staff can set up of tables and chairs in the CB Main 5:15 Programs Office still will come back after OGS reg to set up the 6 tables in the West Wing Hello, intrepid Dining Room lovelies!       So! Open Gate Sangha (Adyashanti) arrives Friday night with 220 participants in a 7 day silent retreat. This is like the Superbowl (if that's your thing) or Tech Week of a theater production (if that's your thing) and it means a lot of hard work, patience, and being a great team player.        We are implementing some new strategies to make meal service flow quickly. The main Dining Room will be rearranged and will be the serving area. For those of you who have been here a while, the set up will be similar to that of Thanksgiving and Christmas. This is kind of an experiment for OGS, but it does get over 300 people served in an hour on holidays, so we hope it works!       In addition to the Main DR being a serving area, there will be chalkboards for labeling ALL food. Like the menu, the chalkboard will indicate what the food is as well as gluten/soy/dairy/non-dairy.       If you are a meal monitor, PLEASE come to your shift 10-15 minutes early to stock forks/spoons/plates and label all the food with the chalkboards. And by all food, I mean ALL food. You would be surprised how many people ask what the yogurt is!  In an effort to support the noble silence of OGS, we will attempt to remove the need of asking about the food.       There will be 26 tables set up in CB Main as well as dish busing stations and compost and trash bins.  Cleaning off these tables and emptying trash and composts are part of your DR Clean shifts. You will have help! There will be 3 people on every evening clean and 2 people on every breakfast and lunch clean. Dish Room No music during dish shifts please. Thank you. Programs: Dry erase board with menu - Programs Office staff will do this. Silent signage throughout the CB Main Silent dining signs on extra tables Silent dining signage on East Dining Room doors
Feedback	Jan '16:  next time here include setting the time for our windup (closing) at the very end, when they will be released from silence. Registration took to long, with people waiting 1+ hour to register with Programs Office --- need 5+ registrars next time; also consider opening up registration earlier.   Own Van Parking: a power cord along the patch of land so it would have two or three power strips would help. Housekeeping: Please no cleaning activity in the CC foyer area and restrooms while we are in session....In the future, we would like the entire foyer area and bathrooms to be vacated by all MM staff while we are in session and that cleaning activities occur only at meal times. Parking lot: In the future, we would like the parking lot on the side of the CC to be restricted to all vehicles going in and out while we are in session. This would be greatly appreciated.  Dining Room Serving line: We have a very strong preference that the MM staff not speak with participants during retreat.  We do not want the kitchen staff to ask each person which entrée they want.  We would like this resolved by either making better signs or by having every food option be self serve with ingredients labels. Prefer a self serve buffet line for all food options with labels.  This works beautifully and creates an environment where silence is naturally maintained.   Feb '12: Hi Barnaby, We had another wonderful retreat at Mount Madonna last week.  Thank you for all the preparation you did to help this run so smoothly.  We so appreciate the many small ways that MMC continues to support our retreats:           --The additional signage all around the CC and in the dining area           --All the effort that went into keeping our retreat contained on Saturday in the midst of all the visitors           --New cushions in the main hall of the CC           --The additional seasoning and dish stations in the dining area to increase flow           --Everyone in the Programs office was wonderful as always!           --Field staff and housekeeping also did a terrific job           ****The entire community was incredibly quiet during the entire retreat; it was quite amazing.... Thank you again Barnaby! Terri
Miscellaneous	866-662-1275 is the number to give guests for emergencies 9:15am Tuesday and Thursday Philosophy Class in CB Main - Make sure OGS gives an announcement before hand at CC Main, and ask that their coordinator be at CB Main to help facilitate a comfortable transition starting at 9:05am or so. Best is Programs person is there too. Email philosophy class coordinators 1+ week in advance, DN for Tues, and PD for Thurs. OGS team will ask Seminar House Main guests to check out of their beds by 10am Friday. Emergency Messages: On a separate note, in connecting with Randi, we want to make sure that if there are any emergency messages for participants, that the messages be given directly to Dan Sweet (our retreat manager). He’ll be sure to give it directly to the person. This way we know if there’s an emergency. From Kamala, for Jan '16: Open Gate Sangha (OGS) is a hybrid. So, in order to apply for housing, the participant must get a link directly from OGS (after they pay their tuition directly to OGS). This is the only way to request housing. If any participant has any questions regarding housing, you can have them email me. Please do not change anyone's housing. It is like playing Jenga over here! :-) There is one lady so far that is quite concerned about food, she might call. I have sent her an email stating our food policy, but I have a feeling she will call. She wants to bring meat.  We are out of rooms with private bath- period. If a participant has requested to be in a room with private bath, and did not receive it, they are on a wait list.  We will have economy dorms for this event. Please familiarize yourself with such things. For they are quite rare! :-) Feb '15: OGS team will announce at the end of the early morning OGS session that there will be a MMC class in the CB Main starting at 9:15am. At 9:05am Tuesday and Thursday, Programs/OGS staff can gently announce that class will start in the CB Main in 10 minutes. www.adyashanti.org Feb. 2014: For next time (2015) OGS would like dorms to be these numbers: Maple 9, SH 10-12, OH 9, Willow 7. They will reduce the number accepted down to 220 or so. For 2015, have a parking attendant at the Firehouse parking lot after 1:00 p.m. to help RV's park and hook up. Also in Seminar House--to park RV's and cars tightly. For 2015: How to get meals to start on time? Confer with Kitchen and tell them if there are any meals that absolutely must start on time, e.g. Saturday morning brunch, when OGS has a session that begins right after the meal. 1. No more than 7 beds in Willow Room 2. Two weeks prior to retreat: Maintenance take a look around and see what needs to be repaired or replaced before OGS comes--especially in CC and Dining Room, CB in general. 3. Somebody be in charge of getting all the big trucks, machinery out of Firehouse Parking lot. Sukh has done this in the past. 4. The day before the retreat, somebody (Madhukar?) needs to put the electrical cord and cord protector across the road from Firehouse to Firehouse Parking lot. 5. Please send finalized plan to Ameya 1 to 2 weeks before the retreat. 6. As usual, SH will be all female, so FS should change men's room sign. 7. FS needs to check Hot Tub showers, Oaks outdoor showers/sink, and campground outhouses before and during OGS. 8. Hot water heater in Middle Oaks needs to be turned on before the retreat. Transportation: Tell transportation coordinator, several months in advance: If a participant requests transportation leaving MMC prior to the end of the retreat, the transportation coordinator is supposed to tell them they are not supposed to leave before the retreat is over, and they need to contact david@adyashanti.org or via cell 408-660-5537.   Notes: Registration and Crowd Control – everyone goes through OGS to sign a waiver first. Let’s do our best to prevent bottlenecks. Also, only people registering should be in the office. Don’t answer phones. Just focus on registration. Things to remember – map, key, housing, finances (if refunding, please try to get the same card they made the payment with because using the wrong card can cause problems with finances and credit card companies). Tell people about CC guest parking – NOT to park in spaces reserved for Own Van camping. Seminar house OV lot for women only. OV parking only in designated spots. Discourage day visitors from visiting this weekend. No extra meals will be available for temple guests. ***in the future, let’s communicate with the kitchen about planning for last-minute lunches (early arrivals for large events). Registrar: ___We need to print up one copies of reg list, including housing, at end of registration (around 7 p.m.) and take it to Ameya --can leave it on the table outside the Meditation Hall. ___Acording to OGS, their guests are not to change their accommodations once the retreat starts. Once the guests go into silence there is no switching of lodging. Inform them as follows: "Please see your retreat manager. (Not always necessary to see RM; MM can go ahead a switch housing if it appears really necessary; OGS just needs informed of the switch; an email to Ameya is sufficient ___Give OGS Retreat Manager a master key, so he/she can let people into their rooms if they have locked themselves out. Just make the expiration date the last day of the retreat. Registration Process First: OGS checks in their guests with waiverform, schedule, MM info sheet and retreat guidelines in the CB West Wing. Second: Programs Office checks in guests w map only. (Never Laundry flyer.) ___ Put up silent signage after arrival dinner ___Arrival Day: meal saves --- safe dinners for 30% of late arrival guests. __Encourage OV people to not park in OV lot up above lake--near entrance road, as it is reserved for Temple Guests for Saturday. ___Coordinate roping off the CB West Deck with signage. __When registering people for OGS, mention that there is parking available against the temple rock wall. No Shows process: At the end of  MM and OGS registration on the first night, Randi and Jayanti will reconcile lists to make sure they have the same people checked in. When Jayanti leaves the Late Notices on the CB bulletin board, she will give a list of non-arrivals to Ameya. Ameya will stay on top of tracking those people. Ameya will meet with Kamala afternoon the next day (Saturday) and go over the late arrivals.  If there are questionable no shows, Ameya will follow up and confirm whether they arrived or not (if possible), and then check back in with Kamala. Kamala will cancel the no-shows. Programs For 5 and 7 night retreat, OGS has the retreat guidelines and the MM info sheet in their guest packet. MM only give out a map. For weekend retreats (MM hosted), MM gives the map, the guidelines and the MM info sheet. ___Brajesh will be available Saturday morning in the Programs Office to speak with OGS guests with special dietary needs. ___Dry Erase menu before serve window in CB ___Menu scribe signup sheet ___1 Day before arrival day. Chain off driveway to CC Basement, so that Maintenance vehicle noise does not disturb meditations. Email maintenance and Fieldstaff, asking them to park as far as comfortably possible away from the CC Main. _____________________________________________________________________ Feb 14 Orientation & Windup Hi Brajesh, As requested, I’m sending you a reminder of the MM orientation/closing preferences that we have.  Your orientation is schedule for 7:00.  I actually time it every retreat and it has never gone over 20 minutes.  If you can continue to keep your orientation under 20 minutes, that would be great.  We do delete several things from your regular orientation which probably helps reduce the length of it. Maintaining silence is a very important aspect of the retreat. In the spirit of supporting our participants to maintain silence we request the following changes to the MM orientation and closing: Orientation at 7:00 pm: --Participants should not be encouraged to break silence in the dining hall regarding special dietary needs --Regarding your ritual at 6:30 am and 6:00 pm; our participants should not be encouraged to ask questions while attending one of these ceremonies --Participants should not be encouraged to knock on the care taker’s door when they needed something; only the Retreat Manager communicates with the care taker -Participants should not be encouraged to browse in the bookstore (any questions about the hot tub, café, internet etc can be deferred to our Retreat Manager) -We would like to eliminate any comments about visiting the herb store in the orientation -Just a reminder that there are no commuters attending our retreat; no need to mention commuters in orientation -Please eliminate any mention about silence and not communicating unless your hair is on fire—we need this entire part deleted; our retreat managers needs to talk about that just in their orientation Closing at 11:45 am Friday: Please do not ask for MM feedback (applause or verbal) from our group during your close; they are still in silence until they leave the main hall. Thanks so much, Terri __________________________________________________________________ Reception / Internet Use IMPORTANT to communicate to RO and PO interns-- If anyone in the retreat asks about internet access, please say: "We have been asked by Open Gate Staff not to have internet access available to retreatants. Please see one of the Open Gate retreat managers if this is an issue." Done: Ask OGS if they can make no internet use part of their retreat guideline document, and perhaps announcements. Kaya Kalpa Here is the complete answer from Terri (OGS) about booking body work during Adya's retreats: "Well, the current status of booking massages on retreat is that it’s ok. We don’t advertise this in our orientation—just like we don’t advertise shopping in the bookstore, using hot tub etc. If people ask during orientation, about any of these things I will have the Retreat Manager just suggest that they ask participants to simply stay clear on why they’re here on retreat and if any of these activities would draw them out of their direct experience with retreat. If they decide to go and have a massage—it’s fine to book it." KKWC folks will staff the CB desk Saturday to schedule appts for Satsang members. Also, feel free to check with the programs registrar about the possibility of informing early arriving OGS gue! sts about having a massage before they go into the retreat. Own Van provide more electrical outlets. Two more outlet boxes should be placed along the logs that separate the two sides of parking.  Also two extension cords with multiple outlets that can extend over to the wall that is closest to the temple. Bookstore: OGS: "We will be making a more specific announcement in our orientation asking participants to stay in silence in the book, café, etc." School: if in session, ask Supriya/Anurag to inform kids Checklist: Lakeview Parking:  TOC will put out signs (Ram Sharan) Send Sum to Ameya for her review, including the cleaning schedule NO Sheet change mid-stay during Satsang? Verify day w/ OGS. N/A: Shuttle driver  on Friday from 3 - 5:30 pm, using Temple Van (approved use via JD) to help folks to and from the Oaks Cabin and Campgrounds. Remind SALT to inform YSC & YSL of need for silence (blurb found on Networkshares/MMC Programs/Arrangements or in workshop description area of sum) Remind the 2 CC caretakers to keep the milks, teas, and fruit stocked after hours. Compost - make sure MMC staff know to not pick up the CC Compost while the Adya guests are in session. Rather, pick up after a meal time every day to make it simple (and after 12:30 the last day). Handi-wipes with garbage can after menu --- ______________________________________ Parking / Temple / TOC 3-4 weeks before -- inform Temple guests via Temple website, and also by telling people at the Temple in the preceding weeks, since many of them no longer look at the website. Retreat schedule to Temple When OGS is not in session, it is ok to make some noise basicly during meal times. ___Cafe - Quiet Signs   Temple Plan (from the past for Saturdays): Post a notice on the website & cell phone informing guests that we'll be very busy and requesting that they consider a different day to visit the Temple (see note below). Have handouts at the Gate to distribute to guests as they arrive regarding the restricted parking areas and concerning the request for a quiet tone during their visit due to the program. Parking will be reserved for Temple guests at the gravel lot and lakeview area (work w MMS). When these areas fill, visitors will be directed to the upper lot at the school and shuttled back and forth with the Temple van. Have docents at the Temple, at the CB Main, and roaming the Center. In summation, Temple plans on the following staffing for Saturday & Sunday (Feb): 1 parking attendant near the firehouse* 1 parking attendant at the lot across from the preschool, at road block* 1 parking attendant at the upper lot at MMS* 2 gate attendants* 1 Shuttle driver* 2 volunteer docents at the Temple* 1 docent at an info table in the CB particularly around dinner time to u! sher visitors into the CB via the side door for darshan with Babaji *walkie-talkies fully charged and distributed. Make sure temple event coordinator and main assistants have walkies. Temple will provide signage, including one for the OGS visitors indicating not to park in the reserved areas for Temple guests. "Dear Temple Friends, From Monday, July 29th until Friday, Aug. 9th Mount Madonna Center will be hosting 2 very large Program Groups. Parking will be very limited during this time and will require a shuttle during peak times. We encourage all of our friends to consider visiting at a different time when the property will be less crowded.  We also request all of our Visitors who come during this time to be prepared to observe silence at the Temple and around all of our facilities to support the Retreat Practices. We appreciate your support. Thank you.  Temple Operations Committee" ________________________________________________________________________ Ameya Specterman (registration & coordination) ameya@adyashanti.org
Workshop Description	OPEN GATE SANGHA (ADYASHANTI)      Open Gate Sangha (Adyashanti) has given us some guidelines for their 5-day silent retreat, January 17 - 22nd. This is an opportunity for all of us to practice mindfulness, karma yoga, and kindness – three essential pillars of spiritual life. Silence and mindfulness can be a way to nurture ourselves as we work hard to take good care of our guests. Parking will be maxed out.  If you can leave your car home on Sunday, January 17th, that would be great. They go into silence that evening, and break silence at lunch on Friday, January 22nd. The following guidelines are suggested for supporting the silence of the retreat:     -Please do not speak around the guests, or, if absolutely necessary, speak softly.     -At mealtimes, it’s important not to sit at tables reserved for silence unless we also are silent.     -Please move slowly in the dining hall, and any time when guests are present.     -If a guest asks you a question, answer (with a pranam, if you wish): "Please see your retreat manager."  Answer the question only if it is a serious emergency.     -Please - No loud music in the dish room during meal times, or when guests are present. NOBLE SILENCE      The practice of silence that  Adyshanti's students will be engaged in is similar to Noble Silence practiced by Buddhists. Retreats held in Noble Silence ask participants to refrain from communicating through speaking, writing notes, and gesturing, except in emergencies or during interviews at satsang with the teacher. Generally there is no reading, listening to music, or external contact via phone/internet. Letting go of communication and distractions is a practice that fosters the inner work of a meditation retreat.  Although retreat participants may acknowledge the presence of another (by smiling, holding a door), eye-contact is minimized.      As a MMC resident, you can best support those on silent retreat by being silent or quiet in their presence and refraining from speaking to or engaging them in anyway, including seeking out eye contact.  It is especially valuable that silence is maintained near the CC for the meditation space.      "Silence is the container of retreat to which all participants dedicate themselves, for it is in inner silence that deep realization spontaneously blooms". - Adyashanti
Check List	PRESENTER PACKET INFO (done by Saturday): Group name:  Open Gate Sangha Presenter/Coordinator names (1 folder each):  Ameya Specterman, Dan Sweet, and Adyashanti Please have Master Key in each leader folder Please have 2 sets of keys for Ram 1A and 1B, plus a Master key in Adya's leader folder Please have extra key in Dan Sweet's folder (for Declan) Number of packets and strings: No guest packets and no strings Packet: 220 Green Maps Only Oaks maps: none- no camping for this retreat Include participant list: Yes Departure Day Meal Sheet: No Key for Adyashanti's room blue taped to inside of leader folder with sticky saying Ram 1A & Ram 1B Room Keys please Times Noted: ___Orientation, ___Windup, ___Finance

Updated	Feb 16	barnaby	9:49 am
Sent	Feb 6	barnaby	11:57 am

Touch Sent