Intention and Aspiration

May our daily work benefit our practice, 
And may our practice benefit our work.
May we, as colleagues and friends,
Hold each other in deep kindness and compassion, 
As we come together to serve others.
May we continue to grow in wisdom,
As we develop knowledge and skillful ways
To manifest Tergar’s vision.

Thank you for volunteering to support the first ever tour of Mingyur Rinpoche in Australia! Your dedication and enthusiasm play a crucial role in making the events and the tour a success.

Introduction:

Welcome to the Tergar community, where compassion meets action! As a volunteer, you play a vital role in bringing our mission to life and embodying the values that define us.Tergar Meditation Community envisions a world in which people of all cultures and faiths realize their potential to flourish as individuals and live in harmony with others.

Our Mission and Values:

The Tergar Meditation Community teaches practices that cultivate awareness,compassion, and wisdom, and supports a diverse, international community of practitioners at all levels of commitment and experience.

Tergar's values are the foundation of our community. We embrace: 

Motivation: Our motivation is to care for all beings and the world we share.

Friendship: We nurture friendship and trust as the foundation of community.

Respect: We recognize one another’s basic goodness, compassion and wisdom.

Inclusion: We support one another by creating an environment in which people of all backgrounds and social identities feel welcome and valued.

Responsibility: We hold ourselves, our organization, and our community to the highest standards of integrity, transparency and accountability.

Balance: We balance innovation, strategic focus, and care for ourselves and one another, to maintain a healthy, sustainable organization.

The View: 

Volunteering is an opportunity for us to give back for teachings that have the capacity to transform our lives.  Mingyur Rinpoche calls it “The circle of virtue”.  It is a time where we can find great joy in collaborating with others in helping these teachings to take root in Australia.  Something we can all rejoice in!

As a volunteer we will be greeting the public.  Many of these people may be connecting with Tergar and Mingyur Rinpoche for the first time.  To them we will appear as “Tergar”,  even if we are very new to the Tergar Meditation Community.  For this reason it is important that we use this opportunity to: practice being aware of our actions and reactions -  knowing that all actions have effects;  embodying our roles in a way that reflects the Tergar Vision Mission and Values, bringing joy to ourselves and others, and helps to create a friendly container for the teachings to land in.

Being in the presence of Mingyur Rinpoche can affect people in different ways, and this can sometimes feel intense.  To assist ourselves and others, we try to stay grounded and balanced in ourselves and in what we are doing.  Applying our practice of awareness can support us.  When we notice stress, big feelings or even irritations arising, let’s try to respond from a state of spaciousness.  Taking the time we need.

Should we be in a role where we are around Mingyur Rinpoche or are simply greeting him, it is quite natural that we will do so with respect.  Some people may slightly bow forward with joined palms (anjali mudra). Others may not be comfortable with this, and a handshake is also fine. There is no need for full prostrations or overt forms of devotion.  Rinpoche wants us to be comfortable when we are around him.   

If we are escorting Rinpoche or have a task that puts us in close proximity with him, then dressing respectfully, as you would for a special occasion, is appropriate.  There will be lanyard to wear.

We hope that you will find your role in the events both fulfilling and joyful!  

YMR Australia Tour Volunteer Roles and Responsibilities:

Below are the  guidelines for each role to ensure your smooth and joyful experience.

1. Front of House

Registration Desk
Reports to the FOH Lead

• Greet attendees.

• Handle on-site event registrations- scan ticket- on registrants phone or printed ticket (see Registration guide below)

• Provide accurate information about the event schedule, location, and any other relevant details.

• Distribute Lanyard (only for Sat- Sun teaching program) to each registrant, included with lanyard is the event programs, and any other materials.( see Registration guide)

• Answer and resolve issues or problems for audience with respect to seating, ticketing 

• Show where donations can be made, where shirts and posters can be purchased and  where further information on Tergar can be obtained (Information desk)

  
  

Registration Guide for ticketing process:

To add people to the check in app:

• Log Into TicketTailor

• Go to Box Office Settings

• Go to Check-In App Users

• Click Add User

• Enter their details

• Under the options, choose ‘specific events’ and tick on the events that person will be registering for.

• Click on ‘email login link’

• Once the user has downloaded the app to their phone, they don’t need a password to log in, they just tap the link in their email

For registration on the day:

We have a number of registration staff on at the start of each event, to ensure we can check people in quickly and minimise queues. We will go through the check in stage while people are in the queue.

Simply use the reader in the app to scan the QR code on the attendees ticket to check the person in. This then changes their status in the app so that QR code cannot be scanned again to check in. If someone tries to check in, and you get an error saying that the ticket has already been checked in, it’s likely they have printed the wrong ticket. We can only let people in who have a valid ticket, so if there is an issue, please speak to the Front of House lead.

Each individual ticket needs to be scanned. Some people may have purchased multiple tickets under one name in one order - this does not matter for the check-in purposes. When they receive their order, they will have received all the tickets as separate files and QR codes. In this way, they do not have to all be present together at check-in as long as each person has access to their own individual ticket.

Once people have been checked in and have proceeded to the top of the line at the registration desk, then give them a ticket and lanyard, and ask them to write their name on it and insert it into the lanyard. Explain this will be their ticket for the weekend, so please wear it. Show back of ticket with schedule.  Explain as well that lanyards need to be returned at the end of the event. They may also want to record their seat number on it for ease.

Lanyards are only given for the weekend teachings - the Anytime Anywhere Meditation workshop in Sydney and the Bardos teaching in Melbourne. For all other events attendees will be directed straight to the ushers for entry (Friday night talks Sydney and Melbourne, film screening Melbourne, Family hour Melbourne).

Explain that all events will be starting exactly on time, so try to be back a few minutes before each start time to avoid delay. They should also be in the hall 10 minutes before the first session.

From here, advise them that the ushers will help them to their seat. They can also visit the information desk and merchandise/donations station.

Ushers (Melbourne only)
Reports to FOH Lead

Responsibilities:

• Once registered, to show people to their seats in the theatre

  
  

Friday night at The Wheeler Centre:

• General admission, guide attendees towards the front and middle of the seats

• Seats are arranged in a single block, with an aisle on both sides

• There will be a Wheeler Centre employee assisting also

Weekend workshop at State Library of Victoria

• In the Theatrette

• Allocated seats, please guide attendee to their seats (Starting with row A at the front, and number 1 on the left as you look to the stage)

• Seats are arranged in a single block, with an aisle on both sides

Saturday evening film screening

• In the Theatrette

• Allocated seats, please guide attendee to their seats (Starting with row A at the front, and number 1 on the left as you look to the stage)

• Seats are arranged in a single block, with an aisle on both sides

• Seat numbers will likely be different from the weekend workshop, as purchased separately

Sunday family hour

• In the seminar room, entrance towards the right rear of the foyer

• General admission, please guide the Families to the Seminar room where there are cushions and chairs, this is a more relaxed event.

Tergar Information Desk
Reports to FOH Lead

Responsibilities:

• Assist attendees with inquiries about event and venue details such as toilets

• Provide information about Mingyur Rinpoche and inquiries about Tergar Australia (please familiarise yourself with the new Tergar Aust website/postcards to give) and make people feel welcome.

• Please give a Tergar AU postcard and show them the back and explain upcoming practice opportunities if interested.

• Provide information about nearby restaurants, facilities, and transportation options

Donation & Merchandise Desk 
Reports to Finance Lead 

Responsibilities 

• Have reviewed the Tergar Australia December 2023 Venue & Event money management procedure and be aware of obligations to follow them. Failure to follow these procedures may result in negative publicity for Tergar Australia, and/or where a criminal offence is committed referral to the relevant authorities

• Sell event posters and tshirts and process transactions accurately, provide receipts when required  (Merchandise purchases are by card only)

• Keep track of merchandise inventory and restock as needed

• Receive donations - cash (into locked donation box), by card, or by QR code

• Assist Finance lead to resolve any finance issues.

Answers to frequently asked questions:

Q:Can I take photos or videos? 

A: Yes, but please be mindful of other participants.

Q:Can I leave things in the room? .

A:  No, please take everything with you.

Q:Can I take refuge with Rinpoche or get a meeting with Rinpoche? 

A:Ask to email eventsupport@tergar.org.au and we can answer from there within the day.

Q:I’m new to meditating, what books or classes are available? 

A: Mingyur Rinpoche’s books Joy of Living, Joyful Wisdom and In Love With the World can all be helpful. There is an introduction to meditation offered on joy.tergar.org for free.  If you are interested in learning the essentials of meditation, there is an online course at the same website. It is broken down into 3 courses with bite size chunks. It takes approximately 18 months to do the full program although you can go through it at your own speed.  It offers video teachings from Mingyur Rinpoche, guided meditations, a forum to ask questions or share your experience and the opportunity to talk with a guide about your practice.

An alternative to this is to do an in person online 8 week course for each level that will be offered through Tergar Australia.  The first course will begin in March.  See Tergar Australia website for details.

Q: How are my donations handled?

A:  We have Cash Management Leads to ensure all procedures are in place and are compliant with the rules of incorporation and Tergars International compliance requirements.

Q:How is Tergar Aus organised and how can I get involved?

A: Tergar Australia is a nonprofit organization. It is currently in the process of getting charity statues with ACNC.  It is part of the larger Tergar Meditation Community  supporting individuals, practice groups, and meditation communities around the world in learning to live with awareness, compassion, and wisdom.

Grounded in the Tibetan Buddhist lineage of our guiding teacher, Yongey Mingyur Rinpoche, our online and in-person programs are accessible to people of all cultures and faiths, and support a lifelong path toward the application of these principles in everyday life.

On a country level, we are a friendly, vibrant and engaged group with people from all walks of life and all levels of experience. We are also fortunate to be supported by two Tergar Instructors and co-founders of Tergar International, Edwin and Myoshin Kelley, who recently returned to Australia.

We offer a variety of regular hybrid and online-only groups for varying levels of experience and interest, both secular and non-secular. We also hold in person events throughout the year, including residential and non-residential retreats. These provide an opportunity to deepen both our practice and our connection.tergar.org.au  We invite you to come to our events and find ways to participate that are meaningful to you!

Q:What projects are currently on?

A: Tergar Australia is still in a very formative stage.  We hope that one day here will be groups all across Australia offering programs for various levels of participation.  We are working towards building a strong infrastructure.

Mingyur Rinpoche has many projects that he oversees primarily supporting people in the Himalayan region  These initiatives provide education and empower locals for sustainable change and social well being for the Himalayan region.  You can find out about all the projects at https://www.tergarcharity.org/

Tergar International is involved in the development of programs and curriculum material for the teachings of Mingyur Rinpoche as well as supporting  Tergar Meditation Communities and groups around the world.  It is currently developing AAM Program, (Anytime, Anywhere Meditation that can be taught to all types of people in different settings.  They are currently running the first Meditation Teacher Training Program to offer these programs.  They are working on a new app to help people to practice in daily life as well as ongoing programs that support people on the path at any stage in the journey.

Q:How often are the in-person meetings?

A: Weekly - Thursday evening 7.00 pm: Joy of living online meeting, Monday - Friday Mornings 6.30am Nectar of the Path online, Saturday morning 9.00 am Nature of Mind online

Q: What's with the white scarves?

A:It is an offering and making a karmic connection as it will most likely be offered back to you. (edited) 

2. Hall Management

Stage Hands:
Reports to the Event Coordinator

Overview

• A briefing of the Showflow schedule and what is required regarding stage movements will be conducted by the Event Coordinator prior to each event as per the Schedule

• Volunteers are rostered to these tasks either 1. prior to the commencement of teachings 2. during the teachings, or 3. at the conclusion of teachings.  Please note when you are rostered on.

Responsibilities

• Become acquainted with the Tergar Au Showflow Schedules

• Ensure the setup, movement and packdown of stage furniture and equipment is according to the Showflow Schedule.

• Ensure that props and materials needed for presentations are in handled respectfully and in place when required.

• Work with Event Co-ordinators (Jo-Sydney, Heidi-Melbourne) and the Theatres technical teams to address any stage-related issues.

• Help speakers and performers with any special requirements.

• Attend a pre-event briefing to understand the stage layout and equipment.

• Work closely with the Theatre technical team and follow their instructions.

• Be proactive in addressing any issues that may arise during performances.

Mic Runners:
Reports to the Event Coordinator

Responsibilities:

• Have a good understanding of when and where roving mics are required (Refer to Tergar Au Showflow Schedules)

• Obtain mics from tech staff

• Gain a good understanding of on/off and any other mic workings

• Have mic ready to pass to attendees when Q&A commences

• Look for audience members with hands up & take direction from Edwin & Myoshin as to whom to pass the mic to

• Liaise with the technical team to address any sound-related concerns promptly

3. Lama Care

Reports to Lamacare Coordinators

Responsibilities:

Ensure that the needs of Mingyur Rinpoche and his attendants are attended to.  

• Hotel care - caring for the accommodation and associated needs of Rinpoche and his two attendants

• Pre-event shoppers - tableware, food, snacks etc.

• Gofer - errands and miscellaneous shopping as needed

• Escorts - ensuring Mingyur Rinpoche and his attendants are properly escorted between the accommodation and events and meals out.

• Meal hosts - oversee the smooth running of meals

• Greenroom care - looking after the Green room where Mingyur Rinpoche will take his breaks

• Tea service for Rinpoche and his attendants during the event. 

There is a supplementary guide outlining Lama care roles and responsibilities in more detail:  https://docs.google.com/document/d/1BP0RiTpKZMqjLz-CALo0CfhjGDXuMWbuz1JeateaBHI/edit 

If you have any questions or encounter challenges, don't hesitate to reach out to the designated event coordinator or supervisor  (see below). Thank you for your commitment to making this event a success!

Communication and Key Contacts for YMR Tour Event and Teams

Tour Manager

Jeremy Wortsman 0405 648 917

Volunteer Co-ordinator

Sue Pratt  0411 885 126 

Sydney:

Sydney Event Co-ordinator

Jo Murphy 0418 829 023

Sydney Front of House Team Lead

Isabella Croce 0424 747 966

Sydney Finance Lead

Linda Banks 0434 466 009

Lamcare Coordinators 

Myoshin Kelly 0493 793 538

Rod McCrea 0410 064 179

Melbourne:

Melbourne Event Co-ordinator

Heid Williams 0405 323 474

Melbourne Front of House Team 

Frances Nolan 0413 417 820

Melbourne Finance Lead

Zada Lau 0468 460 182

Lamcare Coordinators 

Rod McCrea (Team Lead) 0410 064 179

Myoshin Kelly (Lama Care advisor) 0493 793 538

We will aim to communicate via WhatsApp -teams to be organized on WhatsApp- please ensure you have Whatsapp on your phone. Teams will be set up in the week before the event.

Food and refreshments:

All venues in each city are surrounded by great local cafes for food and refreshments to access during the breaks.

The Darlinghurst Theatre (Sydney) has a bar - cafe in the foyer that will be open one hour before the event commences and open throughout all the breaks.

The State Library (Melbourne) has a cafe onsite : Mr Tulk Cafe (open 8am - 5pm  7 days a week) and a pop up  Cafe for coffee and snacks 10am - 3.30pm Sat/Sun in the “Russell St Welcome zone”.

Please remember to bring your own water bottles.

Volunteers are rostered on short shifts, either in pairs or more.  This is to ensure you can attend to your refreshment needs when required. If you need anything or are stuck on a table and need anything at all please WhatsApp the Lead of your team or Sue Pratt and they will aim to respond asap.

Thank you gift:

As a token of gratitude for your contribution please join the team with Rinpoche:

Sydney: on the stage of Eternity Darlinghurst Theatre @ Sunday 3rd, December at 12.05 pm 

Melbourne: on the stage of State Library of Victoria Village Roadshow @ Sunday 10th December at 3.05pm

Your own belongings

We will not have access to locked storage for belongings, so please take care of your own valuables.  It will be possible to put bags etc behind the counter, but you need to understand it is a public environment and we cannot ensure the security of your valuables, so anything put in this area is at your own risk.

Health - Covid Policy

Covid policy follows the advice and guidelines of NSW and Victorian State Health officer guidelines. Hand hygiene and masks will be available at the entrance of each facility.

Emergency Procedures:

Sydney Eternity Theatre:

In the case of an ill guest within the Venue, the Theatre staff will take the following steps:

1. Contact the FOH Manager

2. Administer First Aid

3. Contact 000 if required

4. Complete an incident report

In the event of an emergency evacuation, all patrons and crew should follow the instructions of the FOH Staff and Technical Team

The evacuation assembly point is opposite the Eternity Playhouse in front of the East Sydney Community and Arts Centre

Melbourne: State Library Victoria

In the case of an ill guest within the Theatrette, Showtime Event Group staff will take the following steps:

• Contact 000 immediately

Contact State Library Victoria First Aid staff to start State Library Victoria Medical emergency protocols.

Apply any first aid as needed.

In case of emergency evacuation, take direction from SLV Staff.

Dedication

May our daily work be beneficial to as many people as possible;

May we continue to develop compassion, generosity and love

For ourselves, each other, and the world.