Vrijwilligers
Vrijwilligers, taken en verantwoordelijkheden
Laatste update: August 2023
Vacatures:
Public relations yearly program:
- 1 Extra main coordinator
- 1 Social Media Manager
Public relations: external events
- Several persons to actively start upon this task
- General coordinator of this group
PCL Shop:
Selling dharma materials to participants during or after events
- 1 person needed to do this task
General overview of tasks & Volunteers
Tasks / responsibilities are grouped together where it makes sense.
Name in parentheses (name) is the current volunteer.
If you are no longer able to fulfill your task, please notify 2 months in advance and try your best to find a replacement yourself and consult Lama for this through Diether.
Organize events (coordinators: Tjard & Joachim)
- Update public calendar, assign events to organisers, check PR + website
- Answer emails from events@ who have questions / comments about the events
- Make sure the centre is ready to host the event: put cushions, chairs, audio / video equipment,
- Divide tasks among participants (karmayoga list) and print this to remind during event
- Arrange facilitators / hosts for the event
- Purchase tea, coffee, cookies, and other consumables (Martha)
General communication
- Answer questions about info@, classes, etc. (Diether)
- Answer emails from events@ who have questions / comments about the events (Tjard)
- Sangha care (Paul)
- Contact person Lama Jigme (Cassandra)
Public relations: yearly program (coördinators: Diether, + Extra New Person)
- Receive texts from Cassandra and add practical information (times, dates, rules, etc.) (Diether, Tjard)
- Webmaster: make sure content about classes, events, about us, financials, etc. is up-to-date. (Diether, Tjard)
- Webinar links need to be created per events and classes (Ruud)
- Events need to be uploaded to Openstudio (so people can buy tickets) (Diether, Tjard)
- Create registration emails in Openstudio (with practical details, rules, etc.) (Diether, Tjard)
- Update public calendar (Tjard)
- Update our external calendars, program at Boeddhahuis, BUN, Boeddhistisch Dagblad, other groups and organizations (Tjard)
- Monthly newsletter: ask people for content (Diether)
- Text correction for newsletter (Ginny)
- Create flyers, posters, banners and other media to promote events (well in advance) (Diether)
- Send content to social media manager to be published on social media and advertisements (Diether)
- Social Media Manager: schedule and publish content and advertisements on social media (Diether)
- Spreading flyers and announcing events in surrounding neighbourhoods (Renee)
- Boeddhahuis representative (3x per year), & Heilige Huisjes (Diether)
Public relations: external events / media (coördinators: No person yet)
- Organise external events / exposure in media for Lama Jigme to reach new audiences (Wereldmuseum, gyms, churches, newspaper, magazines, etc.)
- Keeping press and contact list updated
Receive and host groups (schools, etc.) (coördinators: Johnny, Renee)
- Report back for the newsletter and Lama Jigme, what groups did go to the centre? (Diether)
- Host: Johnny, Renee
Media archive (coordinator: Stefan)
- Maintaining the media archive, which contains all video, audio and photos (of lectures Lama Jigme gives) that are being recorded over the years (Stefan)
- Making sure we have a back-up of this, Lama Jigme has access to his archive (Stefan)
- Download videos from Zoom after class (monday, wednesday) (Stefan)
- Rename, upload and categorize videos to Vimeo (Stefan)
- Add short summary to past videos about the subjects in the teaching (Gerda)
- For new videos ask the class during the teaching for a short summary (Diether)
Library (coordinators: Renee, Chris)
- Maintaining and organizing the library
- Lending out books to members, remind them to give back books
Cleaning and maintaining the temple (coordinators: Paul, Nelly)
- Purchase cleaning supplies, toilet paper, etc. (Paul)
- Washing blankets
- Clean thangka’s and altar (Femke)
- Frequently clean and tidy up the foyer, toilets (Nelly)
- Maintaining / re-filling first aid supplies
- Waste management, put containers outside (Thijs)
Facilitators (coordinators: Ginny)
- Invite and appoint facilitators to classes and events
- Organize facilitator meetings to share experiences and wishes of facilitators
- Training of facilitators according to wishes of Lama Jigme (Diether)
- During teachings, handle / translate questions, monitor chat (Cassandra)
- Facilitate and host monday class (Joachim, Tjard online)
- Facilitate and host wednesday class (Paul, Nelly)
- Facilitate and host thursday class (Frederique, ea.)
- Facilitate and host open meditation on sunday (various)
- Facilitate special practices: Chod, Tsok, Phowa (Judith, Paul)
- Facilitate and host events (Tjard)
Translation (This group is inactive)
- Live translation during events (EN -> NL) for participants (Diether, Renee, Margo)
- Providing the dharma texts to be used during events (Cassandra)
- Translating dharma materials to dutch for website and events (Ginny, Renee)
Dharma materials (coordinator: Cassandra)
- Manage and approve dharma materials (Cassandra)
- Lay-out and print of dharma materials (Ginny)
- Selling dharma materials to participants during or after events (?? VACANT)
- Temple manager: managing the altar and objects in temple (Femke)
Finance / administration (coördinators: Tine. With help of Aihua & Michel)
- Membership administration (Frederique)
- Process and upload incoming invoices to Exact Online monthly (-)
- Upload bank statements to Exact Online monthly (-)
- Export Mollie event payments to Exact Online per batch, monthly (-)
- Pay incoming invoices (Aihua)
- Pay member expenses declarations (Aihua)
- Issue out coming invoices (Aihua)
- Refund members after events (Tjard)
- Communication with accountant Bassant (board)
- Seek out and arrange legal / fiscal advice (board)
- Check and approve yearly financial report (Tine)
IT and audiovisual equipment (coordinators: PJ, Diether & Tjard back-up)
- Manage email, groups and connect mailboxes for volunteers (PJ)
- Give access to shared drives: finance, coteam, board, etc (PJ)
- Manage domain names and web hosting contracts (PJ)
- Manage live translation server (PJ)
- Maintain and manage audiovisual equipment (speakers, camera’s, laptops, recording equipment) (PJ)
- Technical assistance to volunteers (bookkeeping, webinars, etc.) (PJ)
Building / location management (coordinators: Paul / Emiel)
- First contact person Woonbron, gemeente Rotterdam
- Manage heating schedule for events and classes
- Incident management, communication with contractors
- Maintain technical installations (heating, electricity, internet, etc.)
- General repair and maintenance
- Key management (Paul)
- Manage and renew contracts for internet, insurance, electricity, etc. (board)