Project: The Empowerment and Teachings of Amitabha & Avaloketeshvara
Phase I: Promotion
Phase II: Registration
Phase III: Preparation
Phase IV: Actual Event
Event Schedule
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OPEN ISSUES
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- Need to find Chinese Chef to prepare 12-people veggie VIP lunch
- Who to prepare Won material: oat meal, butter, flower, etc?
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ACRONYM
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HEKC His Eminence Karma Chagme Rinpoche
VKKC Venerable Karma Khenchen Rinpoche
CYM Chung-Yen Monastery
BAUS Buddhist Association of the United States
GBH Great Buddha Hall
GET Great Enlightenment Temple
KTD Karma Triyana Dharmachakra
KTC Kagyu Thubten Choling
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ASSUMPTIONS
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- about 150 students (max capacity: 600)
- entourage: HEKC, VKKC, Dechen Lhamu Lama, Sonam Lama
- CYM provides housing (very limited in number in BAUS guest house
& IKH) for full time volunteers who need to stay overnight.
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Task List & Conclusion from Previous Meetings
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****** Phase I: Promotion ****** (up to 4/20/2001)
(1) design web sites and registration form
- https://members.tripod.com/slpeng/baus/chagme/
- link to BAUS coming event web pages
- name, gender, address, phones, email, names of living or deceased
(2) find Tibetan-English and Tibetan-Chinese or English-Chinese
translators
- copy of texts will be given to translators in advance
- english translator: Elisabeth Callihan
- chinese translator: Tenzin Phun-Tsok, 718-621-2053, 917-337-2795
backup: Mark Mei or Henry Chang
(3) prepare promotion material
- write article about HEKC, KEKK, teachings and empowerement.
- ad in Shambala Sun, Tricycle, Snow Lion
- ad in BAUS magazine, Ocean of Merits, CYM English newsletter
- prepare 3500 English and Chinese flyers.
- use email list: palyulnyc@aol.com, KTC, KTD, BAUS
- advertizement: internet > baus magazine > flyer
(4) find housing/transportation
- taken care of by Eun
****** Phase II: Registration ****** (4/21/2001 - 5/4/2001)
(1) Registration (Pure Land teachings only)
- cost: $70, no transportation / no accommodation
- free admission for Sangha members
- all registration forms will be returned to BAUS office
- volunteers who wish to attend ceremony need to purchase tickets
and will not miss teaching and initiation
- business-card-size tickets will be used in Amitabha teaching
and empowerment for admission and lunch
- mail ticket and a confirmatin letter about driving directions,
train/hotel info
- reduced photocopy will be used to prepare name list for the
living and deceased. All pages willl be binded.
(2) Public Relations
- invite magazines and newspapers to write special report
- issue press passes
(3) Accounting
- design expense report form
- income: tickets, lamp offering, prayer request, other donations
- expenses: printing & postage $1400, advertising, food,
GBH usage $500, GET usage $200, etc
- proceeds = income - expenses => 70% Eun Park & 30% BAUS
- cash is preferred for offerings to HEKC & VKKC
(4) Transportation Info
- CYM
By train from NYC:
1. take Metro North Harlem line from Grand Central to Brewster.
2. use Brewster Taxi (914-279-6552) $23 up to 4 people, 25min
By car from other states:
I-87 -> I-84 East -> Taconic Parkway South -> Route 301 East
-> 3 miles, Left hand side
- Greate Enlightenment Temple (GET), 3070 Albany Crescent, Bronx, NY 10463
By car:
1) Take I-87 (major Deegan Expway) off at exit 10 (West 230 St)
2) from North: turn left, from South: turn right
3) turn left onto Balley Ave (one block)
4) turn left onto West 231 St (one block)
5) turn left to Albany Crescent, 2nd building (Red Brick) on left
By subway:
1) take subway No 1 or 9 and off at the station W 231st St.
2) Take W 231 St. east, turn right on Albany Crescent
3) about 2 minutes walk to GET.
****** Phase III: Preparation ****** (5/5/2001 - 5/11/2001)
(1) Team Lead Orientation
- prepare handout and detail event schedule
- find volunteers
- teams: registration 2, accounting 2, reception 4, kichen,
traffic control 5, AV 2, program 1, mobile 4, site arrangement 2
(2) Site Arrangement (Mark Mei)
- use CYM regular lunch in Dining Hall, no tents are necessary.
- set up VIP lounge in the back of GBH to have lunch and rest
during lunch break at CYM on 5/12 & 5/13
- use cushions and bow stools for audience
- VIP seats are on the side of stage opposite to the mandala
- Throne will be placed in front of the offering table in GBH.
- meditation chairs can be converted to seats for VKKC
- BAUS will provide skirt and area rug for the platforms
- set up stages and bow cusions on 5/5 PM (Mindo workers & Mark Mei)
(3) Shrine Setup
- borrow throne and other Wan instruments from KTC on 5/10
- set up throne and mandala table in GBH on 5/10 (KTC & Eun)
- Rev Guna will prepare flowers and lamps
(4) Publication and Signage
- print recitation handbook in English and Chinese
- BAUS will make copies of recitation book.
Original should be given to BAUS as soon as possible.
(5) Audio/Video Setup (Shou-Ling Peng)
- PA for Tibetan, English and Chinese
- FM transmitter for other languages if needed
- Projection TV for seats in the back, use one camera from 2nd floor
- set up 5 microphones: HEKC, VKKC, translators x2, MC
- set up and test AV on 5/10
- 2 mic's at information desk for external PA system
- taping
****** Phase IV: Actual Event ****** (5/12/2001 & 5/13/2001)
(1) Communication Support
- CYM provides 20 FRS walkietalkies
- TalkAbout channel assignment
1. Kitchen 2. Dhama 3.Traffic 4. Mobil 5.Audio
6. Hospitality 7. Site Annangement 8.Sanitation
- extra batteries
(2) Traffic Control (Gary Li)
- need clear signage, orange cone, vest, mask
- volunteers and students park on both sides of GBH
- need VIP praking space and vehicle pass
- 4-8 volunteers to direct traffic at Library, Main parking lot,
and GBH before 10am to fill up both sides of GBH.
- Open main parking lot after 10am.
- will have about 250 visitors during weekend days in addition
to students
- send tourists away if no more parking space is available. Need to
clear U turn route.
- contact local police
- put up parking lot # sign
- will NOT contact towing service for illegal parking.
(3) Reception (Chu How, Yoke)
- check ticket at doors (4 people from mobile team)
- set up information booth and registration windows for walk-in's
(1-2 full time people)
- reissue lost tickets
- receive donation on site for prayers and lamp offering
- prepare name list for Puja
(4) Shrine Assistance
- hand out welcome kit: schedule, site map, recitation
- hand out nectar, blind fold, cushion grass, etc
- post name lists of the living and deceased on the wall
- all students make dharma request in unison.
- Do we need body/speech/mind offerings at conclusion? NO
- name lists will be burned after ceremony either indoor or outdoor
- After closing speech, everyone should have a chance to come up
to the stage for HEKC's blessing and give offerings.
- mandala and torma will be set up by VKKC and Sonam lama on 5/13
(5) Mobile (multi-functional) Team (Tsu-Ku Lee)
- assisst Traffic Control group before 10:00
- assist Reception group to check tickets
- help food preparation in kichen
- clean restrooms, dump trash, etc.
- need 4-6 full people
(6) Kitchen (CYM)
- CYM provides lunch for students at $5 per person
- sell bottle water and soft drink
- provide breakfast and dinner for full time volunteers
(7) VIP luncheon (Chin-Feng Lai/Shu-Hui Huang)
- need to find Chinese Chef to prepare 12-people veggie VIP
lunch (Judy 718-899-7990), same dishes for sangha tables.
- Judy is not available, she will pre-cook 4 dishes.
- HEKC's dietary constraints: no sugar, white flour, rice, potate,
no fried food, no salty/spicy food
- dedicated dishes for Rinpoches
- need 3 waitresses
- guest list: 11 people on long table
- milk tea & dessert for 4:30 break
(8) Clean up and restoration after teaching
Task list for all groups on 5/12 & 5/13
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DETAIL SCHEDULE
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Sat 05/12
08:30 - 08:55 travel from up-state residence to CYM
09:00 - 09:30 rest in VIP room
09:30 - 09:55 students entring GBH
09:55 - 10:00 announcement, welcome speech
10:00 - 10:10 initial prayer, request for teaching
10:10 - 12:00 teaching
12:00 - 13:30 lunch break
13:30 - 14:00 students entering GBH
14:00 - 16:00 teaching
16:30 - 18:00 Jangchog Puja
18:00 - 18:30 travel to up-state residence
Sun 05/13
08:30 - 08:55 travel from up-state residence to CYM
09:00 - 09:30 rest in VIP room
09:30 - 09:55 students entring GBH
09:55 - 10:00 briefing, announcement
10:00 - 12:00 teaching
12:00 - 13:30 lunch break (Bazra Lama visit)
13:30 - 13:45 HEKC blesses volunteers
13:45 - 14:00 students entering GBH
14:00 - 16:00 initiation
16:30 - 18:00 consultation
18:00 - 18:30 travel to up-state residence
Mon 05/14
18:00 Khenchen Rinpoche arrive GET
19:00 - 19:30 student registration
19:30 - 21:00 Bodhicitta
Tue 05/15
18:30 Rinpoches arrive GET
18:45 - 19:15 consultation, empowerment preparation
19:00 - 19:30 student registration
19:30 - 21:00 1000 Armed Avalokitesvara Empowerment