Project: The Empowerment and Teachings of Sarvavid Vairochana

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OPEN ISSUES
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 - Which Sadhana will be used? Is there English/Chinese translation?
   (Sarvavida Vairocana, Manjushri Empowerment, prayers/recitation)

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ACRONYM
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HHST	His Holiness Sakya Trizin Rinpoche
PSC	Palden Sakya Center
CYM	Chung-Yen Monastery
BAUS	Buddhist Association of the United States
GBH	Great Buddha Hall
KTC	Kagyu Thubten Choling
KTD	Karma Triyana Dharmachakra

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ASSUMPTIONS
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 - about 400 students (max capacity: 600)
 - entourage: HHST & family, cook, 3 senior Lamas; total: 8
 - 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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DETAIL SCHEDULE
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Mon 06/05 
 afternoon     HHST arrives in NYC

Tue 06/06
 morning       visit KTC
 evening       Reception at Brotherhood Synagogue 
               Fund raising for Sakya schools

Wed 06/07 
 morning       NYC tour 
 19:00 - 21:00 teaching at Riverside Buddhist Church

Thu 06/08
 19:00 - 21:00 teaching at Riverside Buddhist Church

Fri 06/09 
 19:00 - 21:00 public talk at Columbia's Theologic seminary.
 21:00 - 21:45 travel to up-state residence

Sat 06/10
 07:30 - 07:55 travel from up-state residence to CYM
 08:00 - 09:30 self generation
 09:30 - 10:50 students entering GBH
 09:50 - 10:00 briefing
 10:00 - 10:15 welcome speech, initial prayer, teaching intro.
 10:15 - 12:00 request for teaching, silent meditation
 12:00 - 13:45 lunch break
 13:45 - 14:00 students entering GBH
 14:00 - 17:00 teaching, initiation preparation, mandala construction
 16:30 - 17:30 dinner for HHST
 17:30 - 19:00 travel to NYC
 19:30 - 21:00 Chenrezig initiation
 21:00 - 21:45 travel to up-state residence

Sun 06/11/00
 07:30 - 07:55 travel from up-state residence to CYM
 08:00 - 09:45 self generation
 09:45 - 10:00 students entering GBH
 10:00 - 10:15 brief teaching
 10:15 - 12:00 silent meditation
 12:00 - 13:45 lunch break
 13:45 - 14:00 students entering GBH
 14:00 - 17:00 teaching & initiation
 17:00 - 17:30 closing speech, offering
 18:30 - 19:30 travel to NYC
 19:30 - 21:00 Tibetan dinner

Mon 06/12
 19:00 - 21:00 Manjushri Empowerment in Flushing (Raymond)

Tue 06/13 
 morning       HHST departs for Boston (LGA/JFK)

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Task List & Conclusion from Previous Meetings
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****** Phase I ******

(1) prepare promotion material
 decisions:
  - write article about HHST, Vairocana ritual and PSC & CYM.
  - only need one version of 4-color English poster or brochure
    to save printing cost
  - web site needs to be ready by end of March (Ryan Van Meter)
  - email list: palyulnyc@aol.com, KTC?, KTD?
  - Chinese newspapers: 5/21, 5/24, 5/28, 6/4, 6/11
  - Color poster will be made by color photo copier. Need about 1000
    extra copies of PCS's color brochure for Chinese community.

 status:
  - 02/10 deadline for BAUS magazine            DONE
  - 02/18 deadline for Shambala Sun magazine    DONE
  - 03/01 flyer in Chinese (Chia)               DONE
  - 03/08 CYM English newsletter deadline       DONE
  - 03/13 Tricycle deadline                     DONE
  - 03/18 Snow Lion deadline                    DONE
  - design poster (Michele)                     DONE
  - 03/20 CYM's Dial-Logos deadline             DONE
  - reservation for Chinese newspaper           DONE

(2) design registration form and volunteer form
 decisions:
  - name, gender, address, phones, email, names of living or deceased
  - Chinese registration forms are mailed out with BAUS magazine

 status:
  - registration form design                    DONE
  - volunteer form design                       CANCELLED

(3) find housing/transportation
 decisions:
  - stay at up-state residence on 6/09 evening to 6/11 or 6/12
  - may need to borrow/rent a van
  - HHST's cook does not speak English. We need at least one
    Tibetan house wife as kitchen assistant. The other full 
    time kitchen assistant can be American or Chinese.
  - A general menu should be provided so we can stock up some
    non-perishable food. Nancy should have detail
  - The 5-bedroom apartment in Manhattan is not available
  - Chris's place is available if she is out of town.
  - made reservation for Grand Hyatt

 status:
  - confirmed two cars with driver
  - visited up-state residence


****** Phase II ******

(4) Registration
 decisions:
  - cost: $80, no transportation / no accommodation
  - free admission for Sangha members
  - English registration/volunteer forms will be returned to PSC
  - Chinese registration/volunteer forms will be returned to BAUS
  - PSC and BAUS will use the same database for data entry
  - combine enrollment lists and accounts after early May
  - mail name tag and a confirmatin letter about driving directions, 
    bus/hotel info
  - provide volunteer list, assign people to task
  - volunteers who wish to attend ceremony need to purchase tickets
    and will not miss teaching and initiation
  - reports: student list, volunteer lists, name tags, mailing labels,
    prayer asked for living and deceased
  - BAUS maintains the master registration database. PSC will
    send BAUS update list weekly.
  - Name tags will be used in Vairochana teaching for admission
    and lunch:
      yellow      - Sangya members
      dark green  - regular students
      dark green & sticker - student volunteers
      light green - full time volunteers


 status:
  - database entry panel (Anthony Hu)           DONE
  - define report format for database           NEED VERIFICATION

(5) Public Relations
 decisions:
  - invite magazines to write special report about HHST & Sakya lineage
  - hold press conference
  - contact persons: PSC:  Emily Darrow
                     BAUS: Hans Hallundbaek (hans@kvmarketing.com)
  - issue press passes

(6) Publication and Signage
 decisions:
  - print recitation handbook & sadhana in Tibetan, English and Chinese
  - Lama Pema will provide a list of Wan recitation and Sadhana for
    Raymond to look for Chinese Version. (e.g. Samantabhadra)
  - BAUS will make copies of recitation book and sadhana.
    Original should be given to BAUS as soon as possible.

(7) Accounting
 decisions:
  - design expense report form
  - income: tickets, lamp offering
  - expenses: printing, postage, advertising, food, GBH usage,
      rental (car, tent, chair, equipment)
  - proceeds = income - expenses => 50% PSC & 50% CYM
  - cash is preferred for offerings to HHST

 status:
  - expense form design                         DONE

(8) Team Lead Meeting
  - April 29, and 6/3

(9) NYC Buses
 decisions:
  - Shuttle bus information needs to be ready by early May

 status:
  - reserved 4 buses                            CANCELLED


****** Phase III ******

(10) Volunteer Orientation
 decisions:
  - on 6/3 (CYM) and 6/4 (PSC) to help site arrangement after meeting

(11) Site Arrangement
 decisions:
  - students from previous retreat (5/27-6/3) can help on 6/3 afternoon
  - rent folding chairs
  - use Dining Hall and GBH basement for lunch, no tents are necessary.
  - need to prepare for HHST and family to have lunch and rest
    during lunch break at CYM on 6/10 & 6/11
  - perfer to 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.
  - After closing speech, everyone should have a chance to come up to
    the stage for HHST's blessing and give offerings.
  - set up stage, throne, bow cuhsions in GBH on 6/3, test AV.
  - meditation chairs can be converted to seats for HHST's sons
  - need curtain or shade to reduce glare from glass doors
    in GBH (lower portion only)
  - BAUS will provide skirt and rug for the platforms
  - Chinese translator needs to sit closer to HHST in case she
    needs to ask questions.

 status:
  - reserved 400 chairs for shrine hall and dinning areas

(12) Shrine Setup
 decisions:
  - lead by Lama Pema on 6/4 at CYM
  - borrow throne and other Wan instruments from KTC
  - Lama Pema will provide shrine setup layout and inventory list
  - Few (2-4) Sakyapa Lama's may need to stay at CYM for preparation.
  - Wan substances (stuff used for empowerment) will be prepared by
    Lama Pema.
  - Need to prepare flowers
  - sand mandala will be built on 6/8 or 6/9. It is a
    common mandala so there is no need to close the room.
  - need 2 mandala tables: one for 16-arhan one for Vairochana

 status:
  - visited KTC on 4/8 to borrown wan instrument and throne

(13) Communication Support
 decisions: 
  - contact AT&T Wireless for air time donation
  - volunteers bring their own TalkAbout's.
  - CYM purchase 20 walkietalkies plus 10 existing ones
  - TalkAbout channel assignment
    1. Kitchen  2. Dhama  3.Traffic  4. Mobil  5.Audio
    6. Hospitality 7. Site Annangement  8.Sanitation

 status:
  - tested 1/2 watt FRS walkietalkies. Good enough for CYM.

(14) Audio/Video support
 decisions:
  - PA for English and Chinese
  - FM transmitter for other languages if needed
  - Lisa Hochman and Bruce will do video-taping of HHST's visit.
    Will cover both opening and closing portions of the event.
  - hook up outdoor speakers in GBH walkway and towers
  - TV sets for seats in the back
  - 2 mic's at information desk for external PA system
  - PSC will bring their sound system to support audio/video
    recording

 status:
  - wiring speakers in drum and bell towers     DONE
  - GBH walkway speakers installation           DONE
  - 2 mic's at information desk                 TESTED


****** Phase IV ******

(15) Traffic Control
 decisions:
  - need 4-8 full time volunteers to direct traffic at entrance 
    and parking lots.
  - need clear signage, orange cone, vest, mask
  - contact local police
  - put up parking lot # sign
  - will NOT contact towing service for illegal parking.
  - send tourists away if no more parking space is available. Need to
    clear U turn route.
  - will have about 250 visitors during weekend days in addition
    to Vairochana students
  - need VIP praking space and vehicle pass
  - volunteers and students can park on the side of GBH

(16) Reception
 decisions:
  - check ticket at doors (8 people from mobile team)
  - set up information booth (1-2 full time people)
  - reissue lost tickets
  - receive donation on site for prayers and lamp offering
  - will need extra registration windows for walk-in's on 6/10 
    and request for prayer for both days

(17) Shrine Assistance
 decisions:
  - hand out welcome kit: schedule, site map, lamp offering form
    CYM and PSC brochure, recitation, sadhana
  - to hand out nectar, blind fold, cushion grass, etc
  - a list of names of the deceased will be burned in a bowl
    on 6/11
  - small forms for prayer will be designed for names added after
    registration cut off day.
  - Lama Pema or someone from PSC will be the master of ceremony.
    Pe-kuan will translate so there is no need for Chinese MC.
  - Raymond will set up body/speech/mind offering at begining and end

(18) Mobile (multi-functional) Team
 decisions:
  - assist Reception group to check tickets
  - clean restrooms, dump trash, etc.
  - deliver water & lunch boxes to lunch locations for students and volunteers
  - need 4-6 full people
  - do we need to pick people from Cold Spring or Brewster stations?

(19) Kitchen
 decisions:
  - CYM provides lunch for students at $5 per person
  - may need to hire temporary cooks
  - sell bottle water and soft drink
  - CYM abbot would like to invite HHST for lunch on 6/10. Need
    to know HHST's dietary constraints in advance.
  - provide breakfast and dinner for full time volunteers
  - HHST will have an early dinner from 4:30 - 5:30 pm on 6/10.
  - HHST's cook will prepare vegetarian meals for both lunch and 
    Saturday's dinner at Dining Hall.
  - need 12 helpers. Chin-Feng will take care of it.
  - HHST's menu may be found from Jin Yeo in Vancouver
  - HHST's cook will use Dining Hall kichen. Dishes for students
    will be served along with meal prepared by HHST's cook
  - lunch boxes will be served. Tables and chairs will be provided
    in GBH basement. It will be a casual lunch, no prayer is needed.
  - a Chinese Chef will offer 12-people veggie lunch for VIP's.
  - low fat, low sodium, non-fried food for HHST; 
    dinner: noodle, veggie dumplings; 
    breakfast: plain yogar, oak meal, bread, milk tea

(20) Clean up and restoration after teaching
  - make sure throne and wan instrument is returned to KTC
    for HHST's 6/12 visit
  - clean up and restoration should start only after HHST left