THEG-CHOG NORBU LING® - 25^th Anniversary - PLANIFICATION

• Defining the Vision and Goals
• Purpose:
  • Celebrate 25 years of the Dharma Center
  • Foster sangha community and deepen spiritual practice.
• Themes:
  • Gratitude - Reflection - TNG® development in the French Sangha.
• Key Activities:
  • Filling and consecrating the Stupas

Organizing the French Kagyu Mönlam 2025:

• Prayer sessions -> Assemble 2025 TNG Monlam Prayer Book
• Teachings sessions -> Define topic with Rinpoche
• Ceremonies -> Lama Karma Dorje,

-> Ven. Drubpön Dechen Rinpoche

     -> Umzäd + Chöpön

• Hosting -> Set up Pavilion + 7 Tents
• Communal meals -> F&B Team + Purchases + Eating facilities

• Timeline and Milestones
• 6 Months Before:
  • Form an organizing committee Ö
  • Define Organization Chart Ö
  • Set a budget and secure funding Ö
  • Research Pavilion and sanitary container rental options Ö
  • Invite guest teachers or speakers Ö
  • List of targeted audience Ö
• 4 Months Before:
  • Finalize the program schedule Ö
  • Create Webpage and registration on Website Ö
  • Send save-the-date notices and program Ö
  • Arrange accommodations
  • Foresee shuttle transportation
  • Order Prayer flags to be delivered at The Leela in Delhi by April 15.
• 2 Months Before:
  • Confirm registrations.
  • Designate staff | volunteers (caterers, cleaning team, etc.).
  • Order supplies (decorations, materials, etc.)
  • Create flyers with property Map
  • Print Monlam Booklet
  • Print Event Program
• 1 Month Before:
  • Finalize all logistics (transport, meals, material rentals etc.)
  • Establish teams and assign tasks
  • Conduct a walkthrough of the venue.
• 1 Week Before:
  • Confirm all bookings and deliveries.
  • Brief volunteers and staff.
• Venue and Accommodations

• Venue:
  • Set-up Pavilion
    • Shrine + Thrones
      • Karmapa
      • Taï Situpa
      • Drubpön Dechen Rinpoche
      • Lama Karma Dorje
      • Lama Sangyay Tendzin
    • Monastics Sitting areas
      • Naljorma Lekshey Phagmo
      • Umzäd
      • Chöpön
      • Monastics
    • VIP Sitting area
      • Lama Jampa, Titi, etc.
      • Registered as VIP
    • Audio Visual
      • Screen
      • Mikes
        • Umzäd
        • Translator
        • Lama
      • Audience Siting area
        • Carpets
        • Cushions
        • Chairs
      • Setup tents in landscaped areas
      • Place Sanitary container + Signpost Toilets on the property
      • Ensure spaces for meditation, teachings, meals, and socializing.
    • Accommodations:
      • Prepare on-site lodging facilities:
        • Private rooms
        • Double rooms
        • Dormitories
        • Tents
      • Partner with nearby hotels or B&Bs for overflow.
      • Provide clear directions and transportation options.

• Program Schedule
• Day 1: Arrival and Welcoming Ceremony
• Welcoming Ven. Drubpön Dechen Rinpoche
• Welcoming speech
• Tea + Sweet rice
• Presenting Kathag
• Day 2: Stupa Consecration
• Stupa Ceremony
• Fine tune Pavilion
• Day 3-5: French Kagyud Monlam

-> See KM Program 2025, June 20-21-22

-> Group photo

-> Marme Mönlam in the evening.

• Day 6: Closing and Departure

                           -> Departure after breakfast except Teams

• Logistics
• Transportation:
• Arrange shuttle services from the nearest train station or airport.
• Provide parking for those driving visitors.
• Meals:
• Plan team for vegetarian/vegan meals aligned with Dharma principles.
• Set up a self-service tea/coffee station.
• Supplies:
• Pavilion
• Tents
• Meditation cushions,
• Mats,
• Sound system, microphones, and projectors.
• Decorations (flowers, banners, etc.).
• Health and Safety:
• First aid station with trained personnel
• Emergency contact list and evacuation plan.
• COVID-19 precautions (if applicable).

6. Budget

• Revenue:
• Registration fees.
• Donations or sponsorships.
• Expenses:
• Venue rental
• Catering and accommodations
• Guest teacher honorariums
• Lama Karma Dorje and Umzäd Dönmey(?) honorariums
• Chöpön & Umzäd donations
• Supplies and decorations
• Transportation costs

• Marketing and Communication
• Promotion:
• Create a website or event page Ö
• Use social media and email newsletters (Meta - Instagram - X?))
• Partner with other Dharma centers for outreach (Titi)
• Communication:
• Send detailed itineraries to attendees Ö
• Provide FAQs and packing lists
• Assign a point of contact for inquiries.

8. Volunteer and Staff Coordination

• Roles:
• Event manager
• Registration desk staff (Rose-Marie - Ani Samyang - Kristine - Ani Dawa)
• Kitchen and cleaning crew (Tshering - Julien - Vietnamiens (Titi)- Marie-Hélène?
• Meditation hall monitors (Balli - Jigmed - Gyurmed)
• Training:
• Conduct orientation sessions for volunteers.
• Provide clear instructions and schedules.

• Contingency Planning
  • Weather:
• Prepare drinkable water bottles and indoor alternatives for meals.
  • Cancellations:
    • Have a refund policy and waitlist for registrations.
  • Technical Issues:
    • Test all equipment beforehand.
    • Have backup supplies (batteries, extension cords, etc.).

• Post-Event Follow-Up
  • Thank You:
• Send gratitude notes to attendees, volunteers, and teachers.
  • Feedback:
• Distribute a survey to gather insights for future events.
  • Documentation:
• Share photos, videos, and highlights on social media or newsletters.