Events at Har Shalom
Planning an event for the Har Shalom community? Simply follow the guidelines below to ensure that your event is a success!
The first step is to check the website calendar to verify that the date you are requesting is available. Once verified, please complete the online Event Form. The Event Form provides basic information to the office regarding your event and is required even when an event is not being held at CHS.
After the event has been added to the calendar, you'll receive an email confirmation. If you have any questions, please contact the CHS Office.
Note: If you are planning a committee or department meeting, you can now use the short Meeting Notice form to add the meeting to the calendar.
Event Registration and Financial Information
If you indicated on the Event Form that there will either be participant registration and/or expenses associated with your event, please contact office@congregationharshalom.org when you are ready to open registration for the event. Except in the case where there is no charge and no expenses for the event, RSVP will not be opened until expense information has been provided.
When providing expense/registration information, please include details on the following:
- RSVP/Ticket cost(s)
- Anticipated expenses and where expenses will be charged
- Will childcare be offered? What is the cost to attendees? (Keep in mind that the cost for childcare is $10 – 15/hour per and that finding babysitters is the responsibility of the event planner).
- Will RSVP’s be taken only in advance or will guests be able to register at the door? In other words, will cash and/or credit card machines be needed at the event.
Promoting your Event
Promotion is an important aspect of planning a successful event. We recommend that you submit a Save the Date notice to Happenings when the date is confirmed - but no more than 60 days prior to event. Depending on the size of the event, full details and RSVP (if applicable) should be advertised at least 30 days prior.
To add your event in Happenings, please email gretchen@congregationharshalom.org by 6pm on Sunday. The information should be written as you would like it to appear in the newsletter. The same information (or a longer version) will be added to the Har Shalom website.
Facilities
If you indicated on the Event Form that will require assistance from the Facilities staff to help set up for your event, please contact fill out the Facilities Form at least 3 weeks prior to your event.
Please note: the Facilities staff do not work Fridays, Saturdays, Sundays or evenings. Requests for setup or cleanup on these days will be an added expense of $15/hour to the event.
When feasible, Facilities will accommodate arrangements for off-hour events during regular office hours at no charge. In other words, if it is a Tuesday evening event and it's possible to set up for it during the day, it will be done.
Kitchen: Unless you specifically hire some one to do it, cleaning the kitchen after any event is the responsibility of the event holder. In all cases, the kitchen should be cleaned and dishwasher started prior to your leaving from the Event. It is not the responsibility of the Facilities staff to handle kitchen cleaning at any time.
Facilities guidelines for cleaning up after your event
On the Facilities Form are questions reqarding:
- Sound system needs
- Visual system needs
- Security access
- Room layout - Synagogue Seating Chart
Food Policy Reminder
The Har Shalom campus is dairy/parve(neutral) and all food prepared, served, eaten or stored anywhere on campus is dairy/parve. Cheese with rennet is allowed. All on campus events will adhere to this policy.
We encourage labeling all dish ingredients for Har Shalom potlucks - these labels can include dairy-free, vegan, rennet-free, gluten-free, nut-free, etc.
Har Shalom sponsored off-campus events:
- Catered events – Food is to be dairy/parve or meat/parve with a vegetarian option. If meat is served, dairy items will be separated from the meat items and labeled as "dairy." We will not serve any treif (seafood or pork).
- Non-catered events in public space (parks, etc) including potlucks (e.g. tashlich), where food is shared, will adhere to Har Shalom campus policy
- Events in private homes – Host is encouraged to communicate their personal food policy to their guests. They do not require adherence to the Har Shalom food policy.