Dear WJCC community, Chag Sameach from the WJCC. We hope everyone has had a meaningful and healthy holiday season. We have been hard at work since we last communicated in many areas and projects. One of the main areas is gearing up for the Grand Opening festivities on December 4. We hope to see everyone there. We are trying to complete quite a few projects and cleanup in the building before this time. Thank you to everyone who is chipping in at the WJCC. The MKJF has started moving into the WJCC in anticipation of an October 1 move in. We welcome Julie and MKJF to the WJCC. We would like to devote this update to clarify a few procedural issues in the building. As the level of activity has been ramping up in the WJCC, there have been more questions about use of the Social Hall and other spaces at the WJCC, including:
What is the process to schedule an event in the social hall?
Who is responsible for setup and take down of tables and chairs?
Who is responsible for clean-up of space before and after events?
Is there a sound system? Is there a video system?
Is there a fee to use the building? What is it and why?
Who sets the policies for the social hall and kitchens and other spaces. Who do I contact with further questions?
How do I arrange for event guests to have door access? Can I get a special pin number for people to use to enter the building or do I need to have someone posted at the door to allow guests to enter the building?
We’d like to answer these questions – the responses apply to the Social Hall as well as other spaces in the building. We also want to acknowledge once again that our processes will evolve over time. The WJCC board welcomes your feedback to help us improve and adapt our processes. We also appreciate your patience and help as we learn how to best utilize our facilities.
What is the process to schedule an event in the Social Hall (or any other space at the WJCC)? If you’d like to schedule an event, get it on the WJCC calendar. The WJCC calendar is merged with the community calendar that is currently managed by Julie Fruhauf at MKJF. You can contact Julie to get your event on the calendar or you can contact Hannah See in the WJCC office. When you schedule your meeting, be sure to let them know what space you would like to use and if you are using the Social Hall, let Julie or Hannah know what type of setup you will need.
Please note that for purposes of this outline, the event “Sponsor” is the person and organization who schedules an event.
Who is responsible for setup and take down of tables and chairs? Whoever schedules an event is the event sponsor and this individual is responsible for setup and take down of tables and chairs and other equipment. If the event sponsor has volunteers to help then he/she will just need to communicate with the WJCC office. If the event is to take place in the Social Hall and/or use a Kitchen, the Sponsor will need to communicate with the WJCC office and the Kitchen/Social Hall Committee (see #6 below) regarding the setup AND take down. The key is to make sure the room is returned to its condition before the event. That condition should be the “Base” setup (i.e., the normal every day setup for the room). If you don’t have volunteers, Hannah in the WJCC office can make arrangements to have the room setup and taken-down by a third-party service. Note there is an hourly setup cost for the third-party service and this cost will be paid directly by the event sponsor (if the WJCC has to pay a third-party provider, the cost will be rebilled to the event sponsor). Note the WJCC board plans to have tables and chairs setup in the Social Hall on a regular every day basis – this will be our “Base” configuration for the Social Hall. Initially, the Base configuration for the Social Hall will be 12 tables, each with 8 chairs for a total of 96 seats. In addition, there are 2 long buffet tables located between the two doors leading from the social hall to the kitchen corridor, 1 long table in front of the bar area when you enter the social hall directly on the right and also 1 square table to the left when you enter the social hall for a ritual washing hand station. Please note the WJCC may review and change the Base configuration from 96 seats from time to time (see #6 below). Assuming an event sponsor can work with this Base configuration such that no additional tables need to be setup or taken down for the event, then there would not be a need to pay a third-party to setup or take down chairs.
Who is responsible for decorations, setting tables, etc. as well as clean-up of the social hall before and after events? The event Sponsor is responsible for decorating, setting tables, chairs and other equipment for an event. The event Sponsor is also responsible for clean-up of the social hall before and after an event. In addition, any tablecloths, extra chairs or tables, center pieces or other decorations need to be re-stored by the event sponsor. Any WJCC tablecloths used also need to be cleaned, paid for by the event Sponsor, before they are re-stored If a room isn’t sufficiently cleaned after the event and items are not returned to their storage location, the WJCC will engage a third-party to clean the room and put away items and the cost will be rebilled to the event Sponsor.
Is there a sound system in the social hall? Is there a video system? There is a sound system in the Social Hall. There is not a working video system. The sound system is on the east side of the stage. There are plugs for the microphones on the stage and there are microphones located in a tray under the sound system. If you need to know how to work the sound system, please contact Hannah See in the WJCC office. She can make arrangements to have someone who can show you how to use it. If an event sponsor wants to show a video, then he or she will need to make separate arrangements at their cost. There is also a sound system in the Shalom (North) Sanctuary.
Is there a Fee to use the WJCC for events? What is it and why? For the 2 member congregations, MKJF and the WJCS, there is not a usage fee for the WJCC. Currently, the only cost for one of these 4 organizations to use the facility would be if there is a need to pay a third-party for assistance with setup, take down or clean up of the social hall or other common spaces. Of course, an event sponsor may have other costs associated with the event which will be the responsibility of the event sponsor. The WJCC does not have a room charge for any of CE, AAC, MKJF, JBJCS. And we do not ‘mark-up’ the cost of third-party services. If someone is scheduling an event sponsored by one of these organizations or their affiliated groups (e.g., Sisterhood, Brotherhood, etc.), they can contact the Hannah in the WJCC office or Julie Fruhauf at MKJF, as noted above.
Who sets the policies for the Social Hall and kitchens and who do I contact with further questions? When the WJCC was formed, we established multiple standing committees to advise the WJCC board and ensure we have policies and procedures in place to facilitate cooperation of our member congregations and effective operations of the shared campus. One of these standing committees is for the Kitchens & Social Hall. The kitchen and social hall committee leadership is comprised of a member of the WJCC board (Ellen Beren), a representative from AAC (Lynne Greenberg) and a representative from CE (Tammy Wagner). The role of this committee is to help the WJCC board ensure we have policies and procedures in place to facilitate effective use of the kitchens and the social hall space. There is also a general Building Use Committee to help with questions about use of other meeting spaces (e.g., library, lounge, classrooms) and a Ritual Committee to help with questions about coordinating use of the Shalom (North) Sanctuary and the Tikva (South) Sanctuary.
How do I arrange for event guests to have door access? Can I get a special pin number for people to use to enter the building or do I need to have someone posted at the door to allow guests to enter the building? There are 4 organizations with privileges to schedule events in the building (AAC, CE, MKJF, JBJCS). Each will need to communicate with event attendees about building security and door access protocols. Alternatives for door access include either 1) posting a greeter at the door to allow people to enter or 2) issuing a 4-digit door code to allow people to enter the building by entering the Code. If an event sponsor chooses to use a greeter, they will need to make arrangements for the greeter at their own cost. Each of the organizations mentioned above will also have a general 4-digit door code that can be given to individuals who will be attending an event sponsored by one of these organizations. The door pin will allow individuals to access the building without a greeter. If the sponsor chooses to issue its 4-digit door pin to attendees, the sponsor will need to make arrangement to securely communicate that information and ensure attendees have instructions on how to enter the pin. These door codes will be changed periodically (e.g., Monthly) for security purposes. Any periodic changes will be coordinated with the WJCC security committee. Only the main entry door should be used for event entry and exit for attendees. If the patio space is being used for the event, attendees should enter the main door and go to the patio through the Social Hall or Lobby Lounge. Anyone who is setting up for the event may use the kitchen door to enter and exit. Event sponsors should not prop-open any doors of the building. If you are scheduling an event that is inside and outside (e.g., using the patio or greenspace on the west side of the building) and attendees will need the ability to enter-and-exit throughout the event, please discuss arrangements with the WJCC office administrator. The WJCC can help you make arrangements to properly unlock the door(s) that would be accessed throughout the event (Most likely the door between the patio and the social hall). If there is a door unlocked during an event, the event Sponsor is responsible to ensure the door is relocked at the end of the event, before leaving the building. Please note, the event Sponsor will also need to make arrangements to disarm the alarm system before the event. if the event is not during regular business hours, the event sponsor will need to ensure the security system is re-armed after the event.
If you have questions about Social Hall or Kitchen use, please contact a member of the Kitchen and Social Hall committee. You can also contact a member of the WJCC board. Please share this email with others who need this information. Thank you, The WJCC Board