Notes from the 3/19/19 meeting on hosting Justice Events

The first hour of the March 19th Social Justice Council meeting was used to talk about how to host and conduct Social Justice events at BUUF. The key issue discussed, other than how to deal with the planning and logistics of meetings, was how much to involve people from BUUFs Bridge Events Centers (BEC). At the meeting, Cathy Carmen represented the BEC, add her perspective and expertise to discussions by Reverence Sara, Tessa Veto, members of the Earth Care and Refugee & Immigrant ministries and the Social Justice Council.

Ministry leaders: Bob Huntley, Jeanette Ross-Von Alten, Tom Von Alten, Sharon Rockwood, Diana Borrero-lowe, Dennis Rockwood.

Social Justice Council members: Marni Odermann, Cassie Horner, Betty Van Gheluwe,  Sue Philley,  Don Stepich, Jim Bigelow, Kathy Haze, Cathy Sherman 

The notes below are in two parts. The first is a summary of the complete discussion and the second the discussion itself.

  • Summary of the discussion of the involvement or non-involvement of the Bridge Events Center (BEC) in events sponsored by our ministries:
    • BUUF staff are working to create guidelines for hosting and managing events so that BUUF ministries can hold events without costly support from the BEC personnel.
    • Events that are hosted and conducted by BUUF ministries should use volunteers that have been trained by the BEC rather than BEC personnel.
    • There will training sessions for event volunteers and coordinators lead by Cathy Carmen who will pass along the expertise she and others have developed. 
      • Rev. Sara and Tess can also offer help and advice. 
      • Jim Bigelow will be organizing a training session or sessions that will be conducted by Cathy Carmen.  Once Cathy has suggested some times, look for an invitation to an on-line poll where you can vote for times that work for you.
    • We are working to expand the pool of people with AV expertise. 
    • The following are recommendations for conducting events:
      • Appoint an event coordinator that will oversee the entire event from schedule to clean up
      • Use the BUUF event calendar to avoid conflicts and find to a time & date for your event. It’s also possible to give Tess 2 or 3 possible times and have her coordinate for you.
      • Plan events well in advance (6 months or more) to help assure you get the times and dates you prefer.
      • Develop a budget for you event when planning it.  Funding for speakers, materials, etc. is available from
      • When you are deciding how to fund, if it’s with an outside group, you should have a funding agreement in writing.
      • Plan for enough volunteers to set up, run the event, and clean up afterwards
        • For example, for a 4 hour event  (9 – 2 pm), volunteers are needed for  6 – 7 hours working in 2-3 hr shifts.  
      • Child care and resetting the chairs in the sanctuary are covered under the regular BUUF budget, so they are not charged to an event.
      • Supplies such as coffee, tea and clean table cloths can be used for free. Table cloths should be cleaned by the event volunteers.  Coffee and tea can be used but not used up.  Make sure volunteers who do the coffee/tea have been trained, it’s tricky.

  • The following are the details of the discussion summarized above:
    • The discussion was lead by Reverend Sara (RS or Rev. Sara) and was planned to last for an hour, after which non-council members could leave.
      • Rev. Sara started by summarizing what is BEC — BEC is the Bridge Events Center and is for dealing with out side renters of the property. Doing this gives them expertise in large events.  When invoking BEC, we have to pay them their employees.  As we do more events, we all need to be on the same page on how to do events.
      • Direction – Staff is working to create guidelines and a space for an organizational structure. We want to be able to say to a team that if you want to do an event larger than a regular meeting — step back and once  few questions are answered then GO!
      • Dennis: where does a team’s resources begin and where does BEC step it?  Would like to have everything clear.  If a volunteer is trained  is there a need for BEC involvement?
      • Rev. Sara.: BEC is for outside groups, internal groups would not use the BEC, or would use them selectively for large scale events.
      • Bob Huntley: Earth care is sub group of social justice. I promoted events and think they all should be self supporting.  I would use the BEC but need to know when to pay them. I plan to hire Rill Reed for audio —
        • Cathy – Bill is a BEC employee so must be paid for his work.  But, BEC is in transition. There are several internal groups who know how to do events and they do everything (no BEC involvement) and there are other teams who do not, so they use the BEC. If a group is self funding, it could certainly hire Bill.   Regardless of the level of BEC use that a group makes, there is a need for scheduling/oversight to manage multiple events, so that they do not conflict. 
      • Sharon: where is the BUUF calendar?
        • Tess: Go to the BUUF website (boiseuu.org/) and use the “What’s Happening” menu to see the calendar. It can also be directly accessed with this URL: https://boiseuu.org/event/.  You can find free time by looking at the calendar, which is as update as possible.  Alternately, you can look at the on-line calendar, give Tess 2 or 3 dates and ask her to coordinate with everyone. 
        • RS: staff is here to see that there’s no conflicts.  May have to overlap sometimes, but we’ll do it on purpose. 
      • Dennis: We (Earth Care Ministry) are looking at planning a year ahead, 2 or 3 events/year, to educate BUUF on issues of climate changes .   If we can find the dates, then we will find speakers, etc.  We don’t want to step in any toes  
        • RS: not stepping on toes, more events are great, wonderful.
      • Dianna: We (refugee and immagrant ministry) want to have an event Sept 21.  We have never done this before. Who do we work with to learn how to do an event?
        • Cathy Carmen: talk to me — I will do a training that walks you through everything that needs to be done.  (how much will this cost?  Cathy will charge less than regular fee, will donate some of her time, before the end of the program year in preparation for next program year).
        •  RS and Tess will also help with planning and event preparation. 
      • Diana:when does BEC get paid?
        • Cathy Carmen: bill monthly.
      • Bob Huntley: how do we handle registration?  There will be $15 fee and then we’ll pass the hat for donations for CCL at our event. 
        • Jim: who does on-line registrations done througjh BUUF web site?
        • Tess: I will do that and billed thar to my hours.
      • Sue Philley:  here are some things we all need to consider:
        • Event organizers need to budget for the event before hand. Is there any oversight/approval?
        • When we are deciding how to fund, if it’s with an outside group, we should have a funding agreement in writing.
        • We need training on how to set up, tear down, reset our facility?  Will this be covered by a training by Cathy?
          • Cathy Carmen: yes
        • How does a larger evernt get organized?  What is the timeline?  Who do we talk to and when?
          • RS: we are building a “How to do things” we page on boiseuu.org
          • Best practices: assign an event coordinator to oversee the event and manage all the details
      • Dennis: Once an event coordinator is trained, can they train others?
        • Cathy Carmen: um, yes, I guess
      • Dennis: Is there a price sheet.
        • Cathy: no, charges $25/hr
      • Diana: can a trained BEC monitor volunteer?
        • Cathy: this is sticky: shouldn’t do for nothing what they usually do.
      • Question: when are BEC monitors/trained BEC volunteers needed?  
        • Bob Huntley: at my event, there was a monitor, and three Board members, did we need more monitors?
        • Cathy Carmen: Yes, in the past, needed monitors for clean up which is often the place where events are under staffed
      • Betty:  We plan long event from 9-2 pm, with 50 people, how many monitors/volunteers do we need?
        • Cathy Carmen: people work in 2-3  hr shifts for 6-7 hrs counting setup, event duration, clean up. 
          • would need at least 3 volunteers
      • Betty: is child care part of BEC fees?
        • Cathy Carmen & RS: no, those expenses are covered by separate funding
      • Dennis:  in other organizes, there’s staff to close up the building
        • Tess/Cathy Carmen: Since there’s no janitorial staff, this is done as last person out turns out the lights
      • Jeannette:  what is the custodial schedule
        • Cathy Carmen: Sat night & Sunday night or Monday morning. 
      • RS: If you are hosting an outside event/org. you can use coffee/tea, but don’t use it all.
        • Cathy Carmen: you will need to be trained so that circuits are not blown, etc.
      • RS: If you use table cloths, then wash and return
      • Rev. Sara: the next step will be to organize a training
      • Jim will do the doodle poll on dates for training, 
        • Cathy will suggest dates for training sessions.