Guideline: Open/Close Meeting

Patapsco Friends are happy to rent space in Hebron House from the Presbyterian Church across the way.  However, since the facility is also rented to other groups, we are required to set up and put away our belongings for each meeting.

Brief Opening/Closing Check List Updated October 8, 2022

This document: http://bit.ly/PFMSetup   Signups: https://bit.ly/PFMSignups

Opening and Meeting Set Up

  • Unlock both front and back doors, using the code to access the key on the back porch.  After you unlock the door, leave the key and the holder on the table just inside the door for the duration of Meeting
  • From the upstairs closet, bring down the donation box and other handouts (optional), and two plastic holders with pamphlets.  Hang one on stairway in hall; hang the other at the downstairs door in the dining room,.
  • Grab the signs from the curtained closet next to the door and put them at the corner of Mt. Hebron Drive and Calvin Circle and near Hebron House sign, as well as at the corner of Hebron House driveway noting where arrows point.
  • Be prepared to greet newcomers, who may arrive early. Be friendly!
  • Help with setting up chairs, putting out the signs, etc
  • Set out the Guest book with a pen.
  • Set out the boxes with name tags.    And put out blank name tags and a marker for guests.

Set Up for the Tech Hosts:

  • Move the rectangular table from next to the piano and the oval table from the dining room
  • Get the tech basket from the curtained closet next to the door
  • Turn on both Audio Assistance System microphones that are mounted on the wood board. If they don’t turn on, replace the batteries. Slide the board onto the holder mounted on the center post between the fireplaces. Turn on the headphone receivers to test the batteries and replace if necessary. Then turn off until needed to be used.
  • Unplug the hybrid system microphone (blue disk) on the shelf left of the TV and place it on the oval table directly in front of the camera (not centered on TV) (Mic should already be on with one blue light.)
  • Make sure the keyboard is turned on (slot at switch is green, not red) and put it on the rectangular table. Make sure the room is muted in the Zoom session (which should already be up and running)

Set the Thermostats (Note: The Meeting Room thermostat only controls AC (not heat).)

Closing for Tech Hosts

  • Move the hybrid microphone back to its shelf and plug it back in
  • Do not turn off anything in the hybrid system.  The remote host will do this, ensuring things will start up properly next time.
  • Stow remotes and keyboard in the basket.
  • Take the down the microphones for the Audio Assistance System, turn off these microphones and the headphone receivers, and stow in the basket
  • Put the basket back in the curtained closet
  • Put the tables back where they came from

Closing for Set up and Take Down Folks:

  • Help with putting away the chairs, etc
  • Bring in signs from outside and put in the curtained closet
  • Put donation box and other materials back in upstairs closet
  • Shut door on Front Porch and lock the Back Door with the key – put key back in the slot on the porch with the code
  • Reset the Thermostats (temperatures per the Church)

Summer (cooling) = 75 degrees    Winter (heating) = 65 degrees