# of people: 1+ (with backup from Wheel) (current members).

Desired Results:

• An events planning meeting happens every month on the second Sunday during which a calendar of events for the following month are planned and a few announcements & advertisements can be made.
• An up to date web calendar of events is available to YAG via the cambridgeyag.org.
• A paper calendar is available on the church bulletin board.
• Rooms in the church for YAG events are reserved.

• Commit for at least 4 months. Let wheel committee know in advance of desire to step down or when a substitute is needed.
• Keep in mind our mission statement and our UU principles.

• The Communication Group.
• The Wheel Committee. They can assist when assistance is desired.
• Older calendars. These can help spur ideas at planning meetings.
• Past calendar facilitators.

• Check in with the Wheel Committee.
• Check in with folks at the planning meeting.

The monthly event planning meeting

Pre meeting:

• Print out/copy forms for event hosts to fill out their event information
• If you hear about events in advance, add it to the online calendar so the date is reserved. Print out online calendar for the relevant month before going to the meeting, which should already have some of these events that were known in advance.
• Make email announcement and Sunday Community Concerns Anncouncement at end of service announcing meeting.
• Make sure a keyholder will be present at your meeting.
• Find church's paper easel to help prepare the calendar.
• Consider scanning the calendar of the church website for church events ideal for the YAG calendar.

• Put together calendar as a group
• Fill in the events with fixed dates first.
• Let event hosts know the deadline for their event descriptions is the 15th.
• Be sure to get room requests at the meeting.

Reserving rooms:

• After the planning meeting, ASAP email a list of YAG room requests to the church administrator fphsq@aol.com.
• After room reservations are confirmed, email appropriate hosts to give them confirmation of their room request and remind them to find a keyholder.

• The web calendar can be directly and easily updated by anyone who has a password, by clicking the edit link at the bottom of any calendar page, typing a password and submitting events in a simple form. Refer to the communication group for assistance.

The paper calendar

• Is printed by the church office.
• Should be submitted to the administrator (fphsq@aol.com, 617-876-7772).
• Is traditionally printed on orange paper so that it will stand out in the sea of papers at the church.
• Email the church administrator (fphsq@aol.com) very basic info on a few key events that are most likely to have general appeal, such as potlucks, planning meeting, worships, volunteer events, social events held at church. The administrator will place these on the church web calendar and in the paper Meeting House news if received by the 15th. Title/Date/Time/Location is sufficient.

Miscellaneous tips:

• YAG has a copy machine code, this can be obtained from the church administrator or other YAGers.