Community of Interbeing

Guidelines for Retreat Co-ordinators

Guidelines for a Retreat Co-ordinator

The main aspects of co-ordinating retreats are communication and reducing suffering. Looking deeply at these two aspects, you will see that the one contains the other: a good communicator will use loving speech and listen deeply as well as being well-organised, and someone whose priority is to reduce suffering will communicate well.

If you’re new to organising retreats, it will help you to talk to someone who has done the job before. Always ask if you’re unsure of anything.

1. Find venues and book events

Liaise with the Retreat facilitator (usually a Dharmacharya) to ascertain dates prior to booking venues. Endeavour to find venues in different parts of the country, if possible. (List of possible venues to follow.)

2. Select a team of people:

Bookings co-ordinator(s) Guest Master(s) Food co-ordinator(s) Shrine room co-ordinator(s) Work co-ordinator(s)

It’s always a good idea to have more than one person for each job; preferably someone experienced plus a second body who can learn and then pass on their knowledge. The bookings co-ordinators should ideally be selected early on in the process, before advertising, so that people who want to book early may do so. The others can be chosen from the people attending the retreat. Make sure you have all their contact details and those of the Dharmacharya leading the retreat.

Your main contact in the beginning will be with the Bookings Co-ordinators, who will pass on the details of the retreatants as they come in.

3. Advertise the Event In the ‘Here & Now’ and Mindful Mailings. You can also approach Martin Pitt and Andrew Coleman to advertise the event on the two websites. It’s important to state clearly the venue, date and timings of the event so that people can book their transport, arrange time off work, childcare etc. in plenty of time.

Retreat Co-ordinator Guidelines Page 2 of 17January 2014

4. Acknowledge BookingsThe Bookings Co-ordinator will acknowledge the deposit/payment and forward the details on. This information should be in an Excel spreadsheet and should include any special requirements (eg single room, ground floor room, special dietary needs). If these requirements are unclear, or if the need cannot be met, it’s important to contact the person regarding this. An acknowledgment of all bookings to say that further information will be available nearer the time, will be helpful. Again, it’s a good idea to include the venue (including post code), date and timings of the retreat.

5. Liaise with other Co-ordinators and Dharmacharya Leading RetreatEnsure that each of the Co-ordinators have received a guideline sheet for their particular task.

Guest Masters: The Guest Masters should have a plan of the accommodation so that they can allocate rooms according to gender and special requirements. Check with them regularly to make sure everything is running smoothly. You may want to give names to the rooms based on the theme of the retreat, and also to the Dharma Sharing groups. It’s a nice touch to have gathas in the rooms and bathrooms (washing hands, brushing teeth, waking up etc).

Food Co-ordinators: They should know how many people to cater for and have the menus sorted a month before the event. Orders for food should be placed, preferably 2 weeks beforehand, for supplies either to be collected or delivered to the venue, to be sure of everything being available. Make sure they’re aware of the number of gluten-free people and any other food issues (we can’t always accommodate every need and it should be made clear that some people may want to bring their own special dietary foods). The food should be vegan. If the food co-ordinators live some distance from the venue, it’s worth identifying people who are closer who may be able to help with transportation of supplies. It is important that the Food Co-ordinators arrive early to sort out the food into boxes/bags for each meal, clearly labelled, and to cook the first evening meal. If someone can make some soup and freeze it (or do the initial cooking of the vegetables, freeze it and add stock on the day), it can really save a lot of time and keep the energy calm on the first day.

You may want to identify people to help with supper preparation on the first evening, prior to the event.

Shrine Room and Work Co-ordinators: Make sure they know what to do and what to bring. For working meditation, you may want to print out some rota sheets, or make sure the Co-ordinators do so. See also note regarding longer retreats.

Ensure there are plenty of bells being brought.

Retreat Co-ordinator Guidelines Page 3 of 17January 2014

Ask all the members of the Co-ordination team to write down the items they bring to the retreat and check it when they leave, to make sure they take all their belongings with them.

6. Send out Joining InstructionsThis can be done either by you or the Guest Masters and should be done about 3 weeks before the event. It should include address of and directions to the venue, including train stations and information about parking availability. If people have requested a lift from the train station, there should be people available to do this and a rota drawn up if people are arriving at different times. Also include in the joining instructions what to bring, and an explanation of our practice. An example is attached.

There may be some cancellations and if there is a waiting list, the Bookings Co-ordinator will advise you and you will need to send the information to the new attendees. At this stage you will need to keep in touch with all the Co-ordination team, making sure everyone is confident about their role and any wrinkles ironed out.

7. Arrive early at the Retreat! Remember to breathe in and out and carry the Buddha in your heart.

8. Feedback FormsHave enough of these printed for each person on the Retreat and hand them out at the beginning, so that they can write things down as they come to mind. Then remind them on the last evening to hand them in and where to do so. You can collate the feedback afterwards. (Sample attached.)

Additional notes

For a longer retreat of 5 days or more, it’s helpful to have a rota for Working Meditation. You will need to liaise with the Retreat leader for this, so you know what the programme will be and how many people will be in each Dharma Sharing group. You can decide between you what to call the groups and then draw up a rota for each task and put each group together for their own tasks. This is a wonderful way for everyone to get to know the people in their Dharma Sharing groups much better, to work together in mindfulness, and also to ensure that everyone has the opportunity to participate in Working Meditation! (Example attached.)

Retreat Co-ordinator Guidelines Page 4 of 17January 2014

Guest Master

You will need to provide your contact details to the retreat organisers for distribution to those who may have accommodation queries before the retreat.

Try to contact someone who has been a guest master at this location before, to give guidance and advice.

Contact venue for site plan of rooms and number of beds.

Communicate with bookings person to find out if some retreatants will have mobility requirements. If this is the case contact venue to make sure provisions are made for those with disabilities.

Find out what kind of bedding requirements will be met by the venue. Will guests need to bring their own bedding or sleeping bag? Will towels be provided? Will there be the option to pay for use of bedding, if someone has forgotten to bring theirs?

Allocate rooms, with consideration to: Disabilities, Male/female privacy, snores, light sleepers, proximity to bathrooms and families with children.

Set up sign posting if the venue is hard to find.

Optional Creativity, you may also wish to make your guests feel welcome by: Placing simple flowers in the rooms, giving the rooms names by making door signs, or placing welcome cards on the beds.

Set up a tea station for the arriving guests close to where you will meet them and show them to their rooms.

Find out the emergency procedure, in case of fire, and announce these during the retreat introduction session. This is also a good time to make house-keeping announcements.

Be sure to make yourself available during the retreat to attend to any issues that may arise from the retreat participants concerning their rooms.

When packing up, check all the rooms for left over belongings and take note of anything broken.

Retreat Co-ordinator Guidelines Page 5 of 17January 2014

Food Co-ordinator (creates recipes, purchases food, organises food preparation. Tenzo is the cook during retreat)

Try to make contact with someone who has led this role in this location before, for guidance and advice. Also find out who will pay your expenses and liaise with them.

Create a vegan menu. Try to be mindful of potential food allergies where possible. Consult with the retreat booking team on special dietary requests. Community members may suffer with gluten intolerance, for example. During family retreats we allow a small amount of dairy to be included, to help children feel comfortable with an alternative diet eg: milk with breakfast, cheese with supper.

Pasta is a useful staple for children.

Try to keep food simple - quiet foods lead to quiet minds! Avoid providing too many options, this tends to lead to anxiety. Minimise the use of onions and garlic, avoid using too many hot spices. Evening meals should be light, for instance soup and bread, followed by fresh fruit. Please only include beans up to once daily to avoid flatulence.

Recipes: feel free to use your own recipes. Be sure to get the weights and measurements right for large numbers, by double checking. Other options are to contact abimarchent@yahoo.co.uk (vegan chef with lots of recipes) or look online at www.food.com (will magically calculate the amount of ingredients you will need when you tap in your number of heads to feed).

Keep recipes simple and easy to prepare, you will usually only have help from retreatants for one hour each day (during working meditation in the morning). If the recipes are simple enough, it’s possible to prepare both of the main meals during this time. This way you only need 30mins before each meal to heat the food and set up.

Usually it is good not to plan anything too extravagant for the last meal, as there are often quite a lot of left overs to use up. It is a good idea to leave this meal open to creativity and buy in some non-perishable food items for it (which can be saved for another retreat if they are not used).

Find local food suppliers where possible, organise food collection or pick up, with plenty of time allowed to prepare for the first meal and set up.

Think about utensils you will need for your recipes: will certain items be provided, contact venue to find out (hand blender for example).

Find out if tea towels, washing up liquid, cloths, bin bags, etc. will be provided?

When setting up take time to make sure you know where the first aid kit is.

Organise a system for recycling, rubbish and compost.

Set up a left over table with a donation bowl at the end of retreat, to distribute perishable foods. Non-perishable foods can be saved for another retreat.

Retreat Co-ordinator Guidelines Page 6 of 17January 2014

Shrine Co-ordinator

Discover what kind of sitting comfort will be provided: cushions, mats, chairs, floor type (carpet or wooden floors). Have retreatants been asked to bring their own cushions or stools?

Ensure that retreatants are invited to bring something for the ancestors’ shrine, and informed about the type of floor they will be sitting on. They may like the option to bring mats and/or blankets if the floor is not carpeted.

Collect flowers from home or locally to the venue (with permission). Avoid buying bunches of flowers where possible (these are often air freighted to the UK). Feel free to be a little creative with your shrine set up. Consider complementing the theme of the retreat. The shrine area will be a focal point during the retreat. (You may want to put little notes of Thay’s insights all around the shrine. This has the effect of retreatants coming up to the shrine and engaging with it).

Bring enough decorative items, candles and incense for the Ancestors’ Shrine. Invite attendees to bring photographs of ancestors for this.

You may like to bring a photo of Thây, but please do not place this on the main shrine or on the ancestors’ shrine, rather somewhere off to the side.

Check with Retreat Co-ordinators and Facilitators that sufficient bells will be available. Retreatants may like to bring a bell also. You can never have too many bells!

Think about the ambient temperature and ventilation of the room and how this will affect general comfort.

Ensure that the meditation room is set up appropriately for each activity. It is good to ask for help at the appropriate times to shuffle things to their new position, for the next activity.

Check with the venue that candles and incense are allowed and that they will not set off fire alarms. Be certain that any candles and incense used are extinguished at the end of each activity.

Retreat Co-ordinator Guidelines Page 7 of 17January 2014

Work Co-ordinator

Find out what sort of options are available at your venue for working meditation: Cleaning, Food prep, Gardening, Preparation for a retreat activity, etc.

Working meditation is a great opportunity for retreatants to connect with each other and put mindfulness into action.

Decide how many people you will need for each activity. Communicate with the Tenzo/food co-ordinator about how many people they would like for food preparation and what sort of preparation they are being asked to do.

Create sign up lists for breakfast, lunch and dinner preparation.

Create sign up lists for washing up/pot washing. Washing up will vary depending on the venue. There may be: a dish washer, sanitizer, or bowls to use for a dish washing station.

Find out where cleaning equipment and/or tools are kept.

Check that everyone on the list has turned up for the work.

Appoint a team leader for each group, who understands what the job entails.

You may want to check that everyone’s happy with the work in hand before the working meditation time is over.

If there is time, it’s good for everyone to meet at the beginning and end and sing a Plum Village song. This is an opportunity to explain that this is another form of mindfulness meditation. If the working meditation lapses into general chit-chat and gets a bit noisy, feel free to invite the bell to bring everyone back to their breathing.

Retreat Co-ordinator Guidelines Page 8 of 17January 2014

The Community of InterbeingUK Company No 4623280

Charity No 1096680

DHARMA TRAINING PROGRAMME [year][Title]

The [nth] Dharma Training Programme run by the UK Community of Interbeing started in [month and year] and this note provides details of the retreats being provided in [year]. It is intended for anyone with some experience of the practice, as taught by Thich Nhat Hanh, who wishes to develop their understanding further and to share it with others. The programme will allow us to deepen our understanding of the Buddha’s teachings, and the practice of mindfulness in the context of a series of retreats with a committed sangha. Because we practice for each other, and ourselves, the solid base we build together will give us the stability, joy and confidence to go out and share the fruits of this understanding with the wider community. Participants are expected to be members of the UK Community of Interbeing or to join at the time of registration (see booking form).

The programme of retreats for [year] will cover the follow themes:

[list of themes]

The retreats and programme will be co-ordinated by four of the UK Dharmacharyas - Martin Pitt, Murray Corke, Jane Coatesworth and Vari McLuskie, as well as the core community and other members of the UK Sangha. One or two of the Dharmacharyas will lead each retreat.

Booking for the following retreats is now open. Please use the booking form below to book your place.

1a [name of retreat and leader][dates and venue with days]

1b [name of retreat and leader][dates and venue with days]

2a [name of retreat and leader][dates and venue with days]

2b [name of retreat and leader][dates and venue with days]

3 [name of retreat and leader][dates and venue with days]

There will be an opportunity to take the 5 Mindfulness Trainings on this retreat

RETREAT PROGRAMME

The Dharma Training Programme aims to enable the Sangha to strengthen and deepen. For each retreat a text will be chosen as a basis for training which participants are invited to study in advance. It is anticipated that the following areas of practice will also be part of the overall retreat programme: Formal sitting and walking meditation, Outdoor walking meditation, Deep relaxation, Noble silence, Use of bells, Gathas for mindfulness in daily living, Touching the Earth, Mindful speaking and listening, Chanting, Conscious breathing. Retreatants will be asked to take responsibility (with others) for preparing meals. Periods of working meditation will be built into our daily practice. Sangha members local to the retreat venue will be asked to contribute to the administration of the retreat where possible.

COST OF THE RETREATSThe cost of the retreat is outlined in the booking form below and has been kept as low as possible and we offer three rates. We expect that most people will be able to pay the standard rate, whilst some may want to add a further contribution, to support others to attend. We have also provided a supported rate for those on low/no incomes. Most accommodation is simple, and shared. Catering is planned with simplicity and cost in mind and it is not possible to cater for special dietary requirements – all food will be simple and free from meat and dairy products. Retreatants have the option to make a Dana contribution for the teaching at the retreat.

DHARMA TRAINING PROGRAMME [year] BOOKING FORM

(Please complete in capitals, one form per person)

The number of places for each retreat is limited and early booking is advisable. Bookings will be taken on a first come, first served basis.

Please complete the booking form below and return it, with a stamped addressed envelope if you do not have email, to: The Dharma Training Programme, [name and address of bookings co-ordinator]

For queries please email us at: dharmaprogramme@gmail.com for phone enquiries: 0844 5734 901This information is on the UK Community of Interbeing website: www.interbeing.org.uk/news-events/events/

Ongoing information about the Dharma Training Programme as a whole and details of the specific retreats will be sent to all participants who book on this course.

NAME: ………………………………………………………………… TODAY’S DATE: …….…………..….

ADDRESS: ……………………………………………………………………………………...….……………...

PHONE: ……………………………………… EMAIL: …………………………….………………………….

I wish to book for the following retreat: tick your chosen retreat and payment level.

Retreat Number

Dates and Venue Standard place £[price]

Standard plus donation £[price]

Supported place £[price]

1A

1B

2A

2B

Standard place £[price]

Standard plus donation £[price]

Supported place £[price]

3

Note: It reduces administrative work if you pay for the retreat in full. If you are unable to pay the full amount in advance, please send a deposit of £[amount] with the balance payable no later than 4 weeks before the retreat. No refunds are offered within 4 weeks of the retreat date.

I enclose £ …………………………………………………for the above booking(s).

Please make cheque payable to: ‘UK Community of Interbeing Retreats’.

Please check this box if you do not wish your email address to be shared with other retreatants.

OTHER ACTIVITIES

We welcome your contributions to the retreat – helping with the organising or by creating opportunities to share music, poetry, tai chi, artwork, country walks, yoga, jogging, or other activities. Please use the space below to list any specific contributions you are willing to make on your Dharma Training Programme:

Are you a member of the Community of Interbeing (ie. Do you pay a membership fee and receive ‘Here and Now’?)

Yes No

(If no, then you need to become a member of the Community of Interbeing). To become a member of the Community of Interbeing (CoI) you can either download an application form from the CoI web site www.interbeing.org.uk/about/join-us/ or for those without web access send a letter to the Membership Secretary - Stella Denniss, 4 Robert Court, Wake Green Park, Moseley, Birmingham, B13 9XN, email: membership@interbeing.org.uk

Have you received the Five Mindfulness Trainings? Yes No

Community of Interbeing, UK registered Charity No 1058751

Example of Joining Instructions letter:

Community of Interbeing, UK registered Charity No 1058751

[Name of Retreat]

[Address of Retreat][Dates of Retreat][Time of start and finish]

TRANSPORT: Directions by road to [venue] are attached.

By train - arrival station is [insert station]. If you require a lift from the station, please let us know beforehand with:

a) Which station and estimated time of arrival.b) State number of people (if travelling together with others).

ON THE DAY - Phone ………………………………………………………………… with any changes/ missed connections/revised estimated time of arrival etc.

FOOD: Simple vegan food will be provided for breakfast, lunch and supper. Main meals will be prepared by teams and facilitated by the retreat food co-ordinator. There will be working meditation periods within the retreat schedule to give time to prepare food.

THINGS TO BRING:

Bed linen, pillow and duvet are provided. [check with venue]

Personal Items such as: A towel and wash kit. Alarm clock, torch, hot water bottle, indoor shoes or slippers. Warm and waterproof clothing, strong footwear (e.g. walking boots). [For New Barn and perhaps others] As the buildings are not centrally heated it is

advisable to bring plenty of warm indoor clothing. Even in August! Meditation cushions or stool, rug or mat for your knees. Blanket or shawl to keep you warm during meditation. As rooms are shared, a set of earplugs for light sleepers is advisable. Decorations for the shrine table, such as flowers, photographs of blood ancestors for

the ancestors’ shrine (if you bring a photo of Thây, please do not put it on the ancestors’ shrine).

A mug for your own use, together with any favourite teas; herb teas will be provided. Comfortable clothes for yoga or Tai chi. The Plum Village chanting book if you have one.

Please could you refrain from using strong perfumes and aftershave to help those with allergies or intolerances.

Dharma smiles

[Names]

REGISTRATIONRegistration is from [time] on [day and date], with an evening meal served at 6.30pm, followed by an orientation talk and evening practice. Please let [names] know if you expect to arrive late, Tel: [numbers]

ACCOMMODATIONThe accommodation is mostly shared and some rooms are on the first floor. If you have asked for special consideration, your request has been noted and we will try our best to help, but cannot guarantee. Bed linen is provided.

USE OF THE BATHROOMS

There is a limited number of shower and bath facilities, so it helps to be mindful of other people’s needs and try to use the bathrooms at different times, to avoid queuing. Please also do not linger for too long; there are wash basins in every room.

DAILY SCHEDULEThe retreat will follow the pattern of other retreats with morning meditation, exercise, breakfast, Dharma teachings and sharing, working meditation, lunch, personal time, afternoon activity, evening meal, evening meditation. A schedule for each day will be displayed.

BELL OF MINDFULNESSFrom time to time throughout the retreat, a bell master will invite the Bell of Mindfulness to sound. On hearing the sound of the bell, including any clock chiming, everyone stops talking, moving and thinking; we all breathe in and out consciously three times. The bell will also be used to wake us in the morning and to announce meals and the start of other activities.

EATING MEDITATIONThe first 15 minutes of our meals will be in silence, to help us be aware of our body and see the preciousness of the food and friends sitting with us. The food will be very simple vegan. Please bear in mind that we may not be able to fulfill all of everyone’s needs and if you have a special diet, you may need to supply your own food. During mindful eating we see that every piece of food contains the elements of the world around us, we see that we inter-are with the food, the Earth and those who helped to bring the food to our table. The food nourishes us deeply, bringing health, peace and joy. When serving yourself, please take a moderate amount, to assure there is enough for everyone. After the two bells ending the silent part of the meal, you can get more food (if there is more).

WORKING MEDITATIONAs part of the retreat there will be periods of working meditation, including food preparation, cooking, washing up and general cleaning up. The teachings emphasise the benefit of practising with/as the Sangha. In order to enjoy this collective energy, a rota for food preparation and washing up will be displayed in the kitchen, based on our dharma families. Please make a note of when you are on the rota and try to ensure that you arrive in plenty of time for working meditation.

SITTING MEDITATIONDuring this retreat, we will sit in the morning and evening. Our main practice will be Mindfulness of Breathing. Following our breathing reunites body and mind. Body and Mind are one, but we often get lost in our thinking about the past or the future, our mind in one place and body in another.

Whether you sit on a cushion, chair, bench or on the floor, try to sit in a way that feels comfortable. Your back should be straight to allow the air to enter and leave your lungs most easily. If possible, breathe through your nostrils and notice your belly expand with the in-breath and relax with the out-breath. Simply follow your breathing and dwell in the present moment. As Thây says, our practice should be enjoyable.

OUTDOOR WALKING MEDITATIONEach day we will practice outdoor walking meditation – a slow walk in the fresh air. Shake off all worries and anxieties and try to stop thinking about the past and future. We walk together in the beautiful countryside around New Barn, taking two or three steps with each in-breath and two or three steps with each out-breath. The purpose is simply to walk, aware of our breath, our steps and the present moment.

BEFORE LEAVINGRetreatants are asked to leave their room tidy and to remove the bed-linen before leaving. Please ensure you take all your belongings with you. Please also complete a feedback form.

Example of rota for longer retreat

[Retreat name and date]

Rotas: Working meditation will be in Dharma Sharing Groups. Please decide amongst your group which of you will prepare food and which of you will clear away and wash up, and who will be helping with the Dharma Hall when it’s your group’s day to prepare breakfast/organise the Dharma Hall.

Volunteers are also required for morning wake up bell and bell master. Please sign up!

Breakfast & Dharma

HallLunch Supper Tea

Stations

Morning wake up

bell

All day bell

master

Tuesday n/a n/a Volunteers to clear up. Earth

Wednesday Air Fire Water Space

Thursday Earth Air Fire Water

Friday Space Earth Air Fire

Saturday Water Space n/a Earth

These names are examples and can be different for each retreat, depending on the theme.

Community of Interbeing[Type of Retreat, eg Dharma Training][Name of Retreat][Date]

Feedback Form

We hope you have enjoyed this retreat and would very much appreciate your comments, positive or otherwise, on your experience. Please complete this form to give us feedback that may enable us to improve future retreats, and then hand the form to [names]. Thank you.

___________________________________________________________________________

Before the Retreat:

What I liked:

What could have been better:

Accommodation:

What I liked:

What could have been better:

Programme:

What I liked:

What could have been better:

Food:

What I liked:

What could have been better:

Any further comments.

Your name (optional):