Acknowledgments and Introduction

Over the years, many venues have been used, many hours have been spent looking for venues and many valuable lessons have been learned. So that this effort and knowledge may benefit others, several Melbourne people got together with Vikki Fankhauser to set their experiences down on paper. This guide is the result so far. It will change as more ideas and experiences present themselves. Any comments and additions will be very welcome.

Purpose

This resource guide is designed to help you set up quality video events in your area. Local video events should be representative of the quality of those events to which we are all invited from time to time.

It is important that you work closely with your local contact person who has a good idea of what is required. If you are in a remote area and there is no contact person close by, please work closely with EV Productions.

TABLE OF CONTENTS.

• Finding a suitable venue Page 3
• Venue booking checklist Page 4
• Liaising with venue staff Page 5
• Providing a safe venue Page 7
• Ushering and Security Page 9
• Setting up the venue Page 11
• Video event checklist Page 16
• Care of Videos Page 17
• Rotating Videos over a Month Page 18
• Miscellaneous Information Page 19
• Useful Names and Phone Numbers Page 21
• Video event signs Page 22

FINDING A SUITABLE VENUE

A variety of venues may be used for local events. These could include:

Public Libraries

Community Centres

Town Halls

Community Health Centres

Continuing Education Centres

TAFE Colleges

Arts Centres

Universities

Rooms at Commercial Venues eg. hotels, motels, conference/ seminar facilities.

When looking for a venue, the local council is usually a good place to start as they often have "Hall for Hire' booklets.

Making a personal visit to the venue and asking for information face to face is often more beneficial than a telephone inquiry.

Important points to consider are:-

1. Venues often have different rates or hire that are determined by how they categorise the hiring organisation ie. as community based or commercial. We have always been categorised as community based.

1. The venue itself should be "neutral' and not make a statement eg. Church or casino.

1. The venue should be clean and comfortable, with no distractions- buskers outside, noisy traffic etc

1. The venue should be in a safe area, well lit, accessible by public transport, easy to find and have good parking.

1. Is the size of the room appropriate for the number of people expected to attend? Too large may give a feeling of emptiness, too small may be uncomfortable and crowded and make it difficult to see the screen.

1. Is the cost reasonable and affordable?

You will find some other points on the Venue Booking Checklist on the next page.

VENUE BOOKING CHECKLIST

Name of venue............................................................................Date........................................

Address .................................................................................................................................

Contact ................................................................................Phone No.................................

Available: From..................................

Day/s..........................................................................................Times.......................................

Rate of Hire........................................

• Yes No Bond or deposit required
• Yes No Available public/school holidays
• Yes No If not available at any time, is alternative venue available
• Yes No Easy access by public transport
• Yes No Adequate parking available
• Yes No Access for people with disabilities
• Yes No Easy to find
• Yes No Good ambience in room Clean and tidy
• Yes No VCR/TV available
• Yes No Room set up by venue staff
• Yes No Easy access to room
• Yes No Appropriate size for numbers attending
• Yes No Appropriate number of seats
• Yes No Appropriate seating [quality]
• Yes No Availability of appropriate display tables
• Yes No Appropriate heating/cooling
• Yes No Appropriate lighting
• Yes No Appropriate type and quality of floor coverings
• Yes No Appropriate window coverings[prevent reflection on TV screen
• Yes No Appropriate location of power points
• Yes No Access to toilets
• Yes No Distractions from outside noise
• Yes No Distractions in the building at the time of event eg other classes, events

Other comments P.T.O

LIAISING WITH VENUE STAFF

When asked, provide the amount of information requested. Usually only the first three questions are asked anyway, but if venue staff want more information feel confident to provide all the information outlined below. If you feel you need help with the presenting the information, contact the Gold Coast Contact Person.

Below are some questions which you may be asked:

1. Who are you?

The name of our organisation is Elan Vital

2 What is your organisation?

Elan Vital is a non- profit, national, association. It's main objective is to sponsor activities which promote self development and personal growth.

Elan Vital organises conferences at a local, regional and national level. These conferences and seminars have been held in various convention centres, exhibition halls, hotel ballrooms and community centres.

Small, low-key meetings are held in most towns and cities throughout Australia, mainly using community centres and facilities in state libraries, education centres, etc.

No fees are charged. Support for the video event is provided by contributions from people attending the event, however contributions are optional; there is no attempt to make a profit

There is no advertising associated with these meeting and people who enjoy attending the meetings on a regular basis may invite friends or colleagues.

Venues often have different rates of hire that are determined by how they categorise the hiring organisation ie. as a community based organisation.

If you are asked whether items are made available for sell, explain that the videos and audio cassettes are made available for those who want additional information but stress that the sales items are an adjunct to the presentation, not the main focus.

3 What are your meetings about... what do you do?

Elan Vital. promotes self development and personal growth.

Meetings usually run for an hour and consist of video presentations, and sometimes a guest speaker might be invited.

The principal speaker on the videos is Mr Prem Pal Rawat, otherwise known as Maharaji

Mr Rawat conveys a simple perspective on life which focuses on enjoyment and appreciation. He is a noted speaker and travels internationally.

If the venue staff would like to have more information, let them know that you can provide them with a video for preview ["Introducing Maharaji"]. Also extend an invitation to them and their colleagues to attend an Introductory Event.

PROVIDING A SAFE VENUE

It is better to prevent a problem than to solve one.

1. Identify possible safety hazards by observing the venue each time it is used.
2. Become familiar with the venue and determine safety hazards. However, be careful that complacency doesn't set in when a venue is used regularly.

Inside the venue:

Exits:

Locate emergency exits.

Make sure that the emergency exits are not obstructed by people or equipment - items stored in fire escapes etc.

Equipment:

Locate emergency exits.

Make sure that the emergency exits are not obstructed by people or equipment-items stored in the fire escape etc.

Make sure tables and chairs are stable ie. legs secure.

Ensure portable items [ projector and screen stands ] are stable and strong so they don't collapse.

Emergencies:

Have a first aid kit available. Be aware if any regular attendees have first aid certification or are trained medical people.

Have access to a telephone for emergencies [ private phone at the venue, public phone or mobile phone ]. Regularly check the phone is in good working order.

Designate someone to ring the appropriate authorities in case of an emergency. This person should keep a list of the above emergency numbers with them and should know the location of the telephone.

Have on hand a record of emergency numbers for the. locality of the venue as follows:

• Hospital with emergency facilities
• Medical clinic which operates during the time you will be at the venue
• Ambulance
• Fire
• Police

Have a plan for dealing with emergencies ahead of time.

Other:

Make sure that the walkways are not obstructed by items such as legs of chairs and power cords. Use gaffer tape to tape down the power cords that need to run along the ground.

Manual Handling:

Know your own limitations. If you have restricted physical capacity don't go beyond your means.

Try not to tax yourself. Avoid overstraining and stretching.

When lifting bend at the knees.

Ask for help when needed, especially when you are unwell or tired at the end of the day.

Outside the Venue:

Ensure that the entrance is well lit.

Make sure that the paths etc are clear and that hazards are clearly marked.

Ensure that exits are not blocked on the outside of the building.

Check that exit doors leading directly outside will open easily.

Suggest that people walk to their cars in groups

USHERING AND SECURITY

Be sure that someone is available to provide information such as the location of the toilets, public telephone, transport etc. This will probably be the person seated at or near the information table [see separate section on what printed information should be available on an information table].

It is important for ushers to have torches to assist latecomers in finding seats in the darkened room, also in case of a power failure or other emergency

Personal Security

Make sure you have a 'buddy' in attendance during the event as well as for setting up and packing up to ensure personal security.

Security of the Building Facilities and Equipment

The hirers of venues are responsible for damage and theft of equipment; never leave room unattended when equipment is unsecured.

Valuables connected with the event such as a VCR, television, contributions box and sales items should be constantly under scrutiny or protected eg. contributions box should be taken into the venue when unattended. Sales items could be covered with a cloth.

Should a Disturbance occur

Try to prevent any disturbances before they occur eg. if some-one is obviously intoxicated steer them away from the video event.

You can [politely] refuse entrance to anyone. Although guests are welcome, the video events are private events and people are invited to attend. If you feel some-one would disrupt the event, you may say to them that this is a private function and would they like to attend a similar event at another time. Obviously this will not work if the person is a regular attendee.

Quietly and discreetly approach the person causing the disturbance. Ask once for the person to stop causing a disturbance. This usually works.

If a second approach is required, the individual should be informed that if the disturbance continues, they will be required to leave.

The disturbance should not be allowed to continue. Nip it in the bud. Be matter of fact; be 'adult', do not indulge in an argument or a discussion. If the person wishes to discuss the matter, ask them to continue the discussion outside the audible range of the video event.

Quite often this approach works as the individual really only wanted attention.

If you have a potentially difficult person attending, counsel them informally before the events.

Arrange for a friend or companion to sit with them, or if they don't have one, find a suitable person to act as a 'buddy'.

Special Events

From time to time you will probably have special events at which there will be an instructor or other guest speaker. These events are often for people with Knowledge and long-term aspirants only. Please keep these events only for those people and if a guest or fairly new aspirant wishes to be present, explain the nature of the event and that attendance at this event is restricted. Invite them to another event such as the next public event.

All video events are private functions and you are not under any obligation to allow anyone and everyone to attend. You are entitled to politely restrict entry.

If some-one brings a guest to an event for people with Knowledge only , take the person [not the guest] aside and explain to them that this video is for people with Knowledge only. As such it may not be the best video to use as an introduction [remember that Maharaji has programs only for people with Knowledge]. Then leave it to the person who has brought the guest to decide if it is really wise to take their guest in on that night. That way, the responsibility is with the person who has invited the guest not with you and you need not be a 'policeman'. You could use as your guide the recent events in Australia with Maharaji at which people with Knowledge only were asked to attend.

Video event 'staff'

All the people who will be highly visible at the event eg .information, sales, library, contribution table, ushers etc will need to be dressed neatly. Just as the venue is neutral, so, preferably should the "staff" be. Try to avoid any hint of "joining a club or group". Brief ushers/staff on ensuring that this is not a "social gathering".

STEPS FOR DEALING WITH A JOURNALIST

SETTING UP THE VENUE

The main aim is to set up a quality event.

Please make sure that the set-up is completed well before guests arrive.

If people arrive early ask them to wait outside until you have completed set-up. Do not set up around them. Complete set-up at least 20 minutes before people are due to arrive so they can sit comfortably before the event begins.

Video event "staff"

All the people who will be highly visible at the event eg. information, sales, library, contribution table, ushers etc will ideally be dressed neatly. Just as the venue is neutral, so preferably should the "staff" be. Try to avoid any hint of "joining a club or group." Brief ushers/staff on ensuring that this is not a "social gathering".

Walk in music

Have "walk-in" music playing when the venue is opened to receive people Only the official walk-in music tape should be played. The tape is not to be copied or lent out.

Equipment

Audio Visual Equipment ( see A/V coordinator )

For rooms seating up to 20,, you will need a well- maintained television and VCR unit and a cassette tape player for walk- in music. However, for attendances of more than 20-30 people, the use of a video projector and large screen is highly recommended.

Ideally, the venue will be able to provide the above equipment ; this will help to minimise stress from manual handling and also reduce the risk of dropping, knocking or otherwise damaging the equipment. If you have to transport the equipment, obtain assistance when lifting and carrying it.

If the VCR unit and television are provided by the venue, check that it is regularly maintained or, if you are using privately owned equipment, make sure that the video heads are cleaned regularly [ once a year is enough for "average" use ] to avoid soiling and damaging the videos.

Pre-set and test run the television or video projector and VCR unit so that the video can commence without any interference. Keep operational equipment [ projectors, AV control panel ] , and personnel away from the audience as much as possible so as not to cause a distraction.

Setting up Tables

Several tables are used for printed information, sales items, contributions and video library. If possible, colour coordinate the cloths - perhaps navy blue for the information table and contribution table, and white for the sales and library table. Ideally, each of the following tables should be made available separately:

At smaller events fewer tables will be needed but please keep the information and contribution tables separate.

Information Table ( see local information contact )

Use the sign Information and display the following printed material attractively.

• Information cards -local information phone number and other Australian city phone numbers- including national phone number for information on Maharaji's schedule.
• Local calender of Events.
• Mailing list fliers

Other information sheets or fliers as required- please check with your local contact before adding any printed information to the table. It is essential that you do this.

Material Resources Table ( see material resources coordinator )

At present, sales happen only in the larger centres. If you would like to keep a stock of items for sale please speak to your material resources coordinator or have your local contact person, contact Elan Vital to discuss the possibility and viability.

Contribution Table (see usher/security coordinator )

The contributions table should be placed on its own table with the sign: These events are supported by your contributions. Some-one should be seated at the table for security and to provide change if required.

In Australia, as in other countries, we have a financial commitment to Visions in the USA to help cover the cost of producing high quality video masters. A proportion of contributions received at local video events is designated to this area. This payment is administered to Elan Vital by the local Finance person.

Seating

For small attendances, arranging the chairs in a gentle curve around the television helps all attending to have a clear view of the screen.

Arrange so that

• Each seat gives a clear view of the screen
• No seat is at too great an angle from the centre
• There is enough space between the chairs for people to pass between them so they don't have to move along the row to get in and out

Method

• Place front row chairs as close together as is comfortable.
• In the second row, put each chair centrally behind the gaps in the front row.
• In the third row, two chairs go in each gap. Imagine where the head of the person in front will be, and position the chairs so that people who sit in them can see the screen.
• Do the fourth row in the same way as the second.

This configuration will seat 15 people comfortably and no-one is further back than the fourth row.

For larger attendances , theatre style layout of a room with alternate seating positions in each row makes the best use of space while providing the maximum viewing potential.

If you do have aisles, do not have them in the centre as this is the best viewing position too. Have them at each side of the room ,putting seats in blocks of say four, an aisle, then eight, an aisle, then four.

To minimise disturbance when latecomers arrive, try to arrange the room so that the entrance is at the back rather than at the side of the audience.

Lighting

Lighting is a part of the presentation. If dimmer switches are available gradually take down the lights just before the video begins. Do not begin the video with the lights still on.

Following the video, gradually bring up the lights. Do not leave people sitting in the dark.

If dimmer switches are not available, try using one or two lamps which can be left on until the main lights are turned off and then the lamps can be turned off as the video begins. When the video has finished, turn the lamp/s on first then follow with the main lights.

Include the lighting in your rehearsal prior to the event.

Showing the Video (see A/V coordinator )

Run the video through a little to check sound quality and picture quality and adjust if necessary -tracking, colour and noise etc. If you find any problems on the video, make a note for future reference. If serious, return to EV Productions, cued to the spot where the fault is and write a short description of the problem.

Set the sound levels with someone seating in the audience but take into consideration variations in the sound levels during the video.

Cue the videos and check the take up as some videos do not start at the exact point they were stopped at. The video should be cued so there is about 1 second of blank space before the video starts. Fade the sound up on the video unless it immediately starts with M speaking. Fade the music down at the end as it is often to loud.

Special Events

From to time you will probably have special events at which there will be an instructor or other guest speaker. These events are often for people with Knowledge and long- term aspirants only. Please keep these events only for those people and if a guest or fairly new aspirant wishes to be present, explain the nature of the event and that attendance at this event is restricted. Invite them to another event All video events are private functions and you are under no obligation to allow anyone and everyone to attend. You are entitled to politely restrict entry.

MC's (see local contact person )

Video events are not the forum for letting people know about finances, video sales or any other information. They are not the place for community announcements These events should be treated as shadow events of the original event.

However, MC's can be used at Introductory events or when presentations are made by visitors such as an instructor. Occasionally an MC could be used to inform people about a change in schedule, venue etc. but even this has to be done extremely well. Any other events should commence simply with the video itself, the atmosphere being set by the walk-in video.

MC's should be approved by Elan Vital.

MC's should be neatly dressed.

Rehearsal

It is essential to have a rehearsal of the event when set-up is completed and before people are seated.

Run through the program beginning with dimming the lights and fading the music. If you have an MC, rehearse exactly what cue will be given for the MC to walk to the microphone at the front of the room. Rehearse what she/ he will say, when the lights will be completely dimmed and when the video begins.

Rehearse for the end of the video. The lights may go up slightly, the MC may do the closing announcement and the walk-in music may be faded up.

Rehearsals may seem trivial but they will make the evening run smoothly. Everyone will know exactly what they have to do, because they've already done it.

Video Event Checklist

A V Equipment

• TV
• Projector
• VCR
• Mixing deck
• Screen
• Speakers
• Microphone & stand
• Leads, powers boards, gaffer tape, cleaning tapes etc.
• Video/s
• Music tape

Tables

• Table cloths
• Appropriate signs
• Contributions box / envelopes / pen & paper
• Torch
• Local event calender
• Information cards
• Invitations
• Mailing list flyer

General

• Entrance signs
• Hall signs
• Bathroom requisites

Emergencies

• First Aid Kit
• Emergency names & Phone numbers

Care of Videos

Many problems with videos are caused by incorrect care and use. The following hints may help to avoid them.

1. When you receive a video, check immediately to see that the lock- tab is removed. Sometimes this is overlooked by our duplicators. The removal of lock tabs ensures that videos cannot be accidentally recorded over.
2. Store video on its end or spine. Do not store flat.
3. When transporting or posting videos, try to avoid excessive movement by packaging them securely. The spools on the videos can become loose and when the spool takes up the slack during play may tear the tape.
4. Keep away from heat and liquids.
5. Do not use the videos to prop up your projector, the cases are not strong enough to support any weight.
6. Always keep videos in their plastic sleeve,, this helps to prevent dust getting into the tape.
7. Ensure that equipment is serviced regularly, especially if you are hiring equipment from a library or other heavily used public venue. Head cleaning tapes are not recommended, but on heavily used equipment may be better than nothing. Many videos have been ruined when built up "gunk" is removed by the video tape itself. The tape and "gunk" then get caught in the heads, ruining the tape.
8. Always rewind videos after use so they are ready for the next program.
9. Before returning a video as damaged, check the tracking on the VCR. If you have automatic tracking, there's not much else you can do, but you may be able to override it with the manual adjustment. Bad tracking causes:

Fuzzy sound

Poor picture quality

Interference or "snow"

If one video player won't play the tape, try another machine before labelling the video as faulty. Many videos have played perfectly well when tried in a different machine. There is always the possibility that the machine is at fault.

Information Line

If you have an information line which people can ring to find out about local programs please keep the announcement very professional, giving the video title and description [supplied by EV productions-see below], the name and address of the venue and the commencement time, and date.

For example:

"The schedule of video presentations in the Brisbane area is as follows: Sunday April 2, at the Hilton Hotel,, 123 Main Street, Brisbane at 8.00pm. A Video of Maharaji speaking at a public event in Seattle, Washington will be shown. The room is listed under Video Event.

The wording for other types of videos is as follows:

"Maharaji speaking to aspirants"

"Maharaji speaking to people who have received Knowledge"

Statistics

Please discuss with [ Elan Vital ] the provision of statistics about each program. There are special forms for this purpose.

Video Descriptions

A description of all videos is circulated when they are first released. This letter also often has other information in it. Arrange with Elan Vital to receive a copy.

Calender of Events and Classification of Videos

If you print a "Calender of Events" it is a good idea to let people know the type of event that is planned.

Introductory: Introducing Maharaji and Knowledge

Learning More: Learning more about Maharaji and Knowledge

Preparing: Maharaji speaking to people who are aspiring to receive Knowledge

PWK: Video presentation for people who have received Knowledge

[People who have received Knowledge are welcome to attend all of the above presentations]

Useful Names and Phone Numbers

Name Title

Video Event Signs

The signs included in this manual are designed so that you may reproduce them if you wish. You may prefer to do your own, but please do not alter the wording without consulting Elan Vital.

Event Signs

• Knowledge Presentation: Video Event
• These Events are supported, in part by your contribution

These signs may be trimmed to fit into 5"by 7" perspex or plastic stand up photo frames which are widely available.

GUIDELINES FOR HOME VIDEO EVENTS

General Environment

• The atmosphere around the event should be calm and serene so that all people enjoy attending the event.

• Keep the environment as neutral as possible.

• Make sure there is safe and easy access to the entrance of the house and keep it neat and tidy.

• Some sort of seating outside could be provided for people arriving early who may to wait for a guest { possibly under shelter , eg. verandah or trees.

• Have a sign clearly visible on the door leading into the home stating " Video Presentation" Have some " walk-in music" playing softly as people enter the room to be seated and for a few minutes after the video.

Information / Contribution Tables

• On entering the hallway or foyer leading into where the video is being screened, have an information table and use a sign headed "Information'.

• Display the local calender of events brochures with the sign.

• Someone should be available at the information table to assist people.

• Provide a pen and some blank sheets of paper on the table. If someone wants to be on the mailing list or has changed their address, take down the details and send them to:

• Have a framed sign stating "These events are supported by your contributions".

• This is placed next to a donation box which is clearly visible. It is a good idea to have some change available.

• A small arrangement of flowers or foliage is a nice touch as long as it doesn't detract or obscure any information or signs.

Seating

• Set up rows in a neat and orderly fashion so there is a good view of the screen from every chair. Avoid centre aisles.

Cueing the Video

• Videos should be run prior to the event to make sure that picture and sound quality are good.

• The sound levels of the videos can be pre set before the event starts.

• If you know in advance that a new person or an aspirant is coming , have a suitable video cued

• Equipment

• Faulty equipment should not be used. VCRs that are faulty or have dirty heads damage video cassettes. Use VCRs that are in good working order only and are serviced regularly. If possible, clean the heads before playing the video.

Lighting

• There should be a reasonable level of lighting in the video room. Some people like to read brochures, etc , while waiting for the program to start.

• Lights should be turned off when the video begins and are turned on when the video finishes. If there are dimmer switches available, fade the lights gradually.

• If there is glare from the sun or bright lights at night where the event is being screened, use window coverings or curtains.

Timing

• All preparations for the event should be ready 30 minutes before the event begins.

Toilet Facilities

• Make sure the toilet is clean and there are no unpleasant odours in the room.

• Provide fresh soap and hand towels.

Miscellaneous

• Don't forget to unplug the telephone.

• Turn off all mobile phones.

• Don't have a fax / answering machine in the same room as the event.

• Try to have any noisy, wandering animals tethered and well away from the outside of the room.

• Do not have young, boisterous children in the vicinity of the room where the event is taken place.

Contact Telephone Number

If you need assistance or have any questions, you can contact

The Contact PersonGold Coast

or

Elan Vital Productions