THEG-CHOG NORBU LING® 2025

25^th Anniversary & French Kagyu Mönlam -2025

1. General Coordination

• Event Committee: Form a core team to oversee specific tasks:
  • Administration                       -> Kristine - Dawa - Rose-Marie - Tashi ( ?)
  • Logistics                                -> Naljor - Gyurmed - Jigmed - Balli
  • Finances                                 -> Lama - Rose-Marie - Lekshey
  • Internal Communication        -> Palzang - Lekshey lhag - Naljor
  • Permits                                   -> Ani Dawa - Lama
  • Public Relations                     -> Lekshey - Samyang
• Budgeting: Calculate overall costs for the pavilion, equipment rental, transportation, sanitation, signage, and any extras. Keep a contingency fund (15–20%).

2. Venue Preparation

Pavilion Rental

• Size: 150 sqm (sufficient for 125 + people).
• Setup: Include space for seating, altar, and sound equipment.
• Timeline: Arrange setup 1–2 days before the event and dismantle the day after.
• Vendors: Obtain quotes from local rental companies in Occitanie specializing in large event tents.

Audio & Video Setup

• Needs:
  • High-quality microphones for speakers and chants (lapel or handheld).
  • Speakers evenly distributed for clear sound.
  • Projector and screen for visual displays.
  • Livestreaming or recording equipment (if desired).
• Tech Team: Hire a technician to handle setup, testing, and troubleshooting.
• Backup Power: Rent generators to ensure uninterrupted electricity supply.

Sanitary Facilities

• Rental: Sanitary container with 5 toilets and 5 showers (already planned).
• Placement: Near the pavilion with proper drainage.
• Supplies: Stock sufficient soap, toilet paper, and hand towels.
• Waste Management: Arrange regular cleaning during the event.

3. Local Authorization

Permits from Prefecture of Carcassonne

• Application:
  • Submit a detailed event plan, including dates, expected attendance, facilities, and safety measures.
  • Include a risk assessment and emergency evacuation plan.
• Timeline: Apply at least 2 months in advance to avoid delays.
• Compliance:
  • Noise level regulations.
  • Parking and traffic management.
  • Health and safety standards.

Engage Local Authorities:

• Notify the Mairie (town hall) and gendarmerie about the event.
• Notify Carcassonne (ask the mayor Bernard Cross if needed)
• Notify Fire Brigade

4. Transport & Accommodation

Shuttle Service

• Route: Shuttle between Theg-Chog Norbu Ling and nearby accommodations (Airbnb, hotels).
• Schedule: Morning and evening services; extra trips during peak times.
• Coordination: Partner with a local transport service or hire minibus.
• Pickup Points: Mark ‘Clear Stops’ near major accommodations.

Parking

• Capacity: Allocate a field or open area for parking (approx. 35 cars).
• Signage: Clearly direct drivers to parking areas.

5. Communication & Invitations

Invitations

• Target Groups:
  • Dharma students across France (See with Titi)
  • Local Buddhist communities
  • Friends of Theg-Chog Norbu Ling®
  • Relevant dignitaries or community leaders

• Format:
  • Website
  • Email
  • Postal invitations for VIP’s
  • Social media posts
• Content: Highlight the event's significance, schedule, and attendance by Ven. Drupön Dechen Rinpoche.

Public Announcements

• Channels:

• Website
• Meta
• Instagram
• WhatsApp groups

• Multilingual Content: Ensure translations (French - English)
• Posters: Distribute flyers locally, especially in Aude and nearby regions

6. Event Signage

• Entrance: Welcome sign at the main entry
• Directional Signs: Place signs for:
  • Parking
  • Shuttle stops
  • Pavilion
  • Toilets,
  • Dining areas
  • Reserved Area - No Access
• Languages: Use both French and English

7. Food & Beverages

• Catering:
  • Arrange vegetarian meals, snacks, and tea for all attendees.
  • Partner with a local caterer or prepare meals onsite (if feasible).
• Dining Space:
  • Set up a dining area with tables and chairs.
  • Include shaded spaces if outdoor.

8. Volunteers

Recruit and train volunteers for:

• Registration and greeting attendees.
• Cleaning and maintenance during the event.
• Supporting elders or disabled attendees.
• Managing parking and shuttle logistics.

9. Emergency Planning

• First Aid: Station first aid kits onsite.
• Fire Safety: Include fire extinguishers in the pavilion.
• Emergency Contact: Share emergency numbers with attendees.

10. Post-Event Cleanup

• Assign a cleanup team for the site.
• Coordinate with the rental companies for dismantling the pavilion and sanitation units.

Timeline Overview

• 4 Months Before: Confirm permits, rentals, and invitations.
• 3 Months Before: Announce publicly, confirm caterers, and recruit volunteers.
• 1 Month Before: Finalize transport, tech, and event schedule.
• 1 Week Before: Site preparation and final checks.
• Event Days: Execute the plan with volunteers managing logistics.
• 1 Day After: Cleanup and return rentals.