Events Proposal For Swan River Yoga:
All locations present and future.



All Regular Guest Events:
All Events are a 70/30 split commission for all teachers offering events, with 70% to the guest teacher, and 30% to be distributed evenly between the Events Coordinator and the particular studio hosting the event. No visiting teacher will receive a higher or lower commission that 70%. We at Swan River Yoga treat all teachers equally and fairly.  Once the overall Gross is collected from the event, the guest and studio expenses will be skimmed off the top of the Gross, and then a 70/30 Net will be paid. Both the guest teacher and the studio  will be paid back for their expenses first, before distributing this commission.

Guests may include some of the following for exemption in their costs, which will be subtracted from the overall Gross: Travel, such as airfare or gas, accommodations, such as hotel fees, and inner city travel, such as taxi, shuttles, or gas purchased for pick-up from the airport,costs for hand-outs if there are any, and extra-ordinary fees for special workshops to make it happen. Unnecessary items or fees such as food and regular things the guests needs to survive will not be subtracted from fees out of the Gross total.

A general 6 week rule will apply to all Events in their spaciousness, as to honor the event fully, unless the event is a different subject and does not compete with one another. If this is the case, it must be agreed upon by all owners first before setting the date.

Studio Owners Offering Events:
Studio Owners ONLY  may  host guest workshops within their owned or co-owned respective studio(s)  Anyone else asking to host a guest event must rent the studio with the individual studio's rental fees, as this is the sole right of the respective studio owner ONLY.

Studio Owners ONLY my offer self hosted events at the respective yoga studio that they own, free of the 30% commission. A 10% commission will be taken out of the Gross total  of the studio owner to pay the studio in which the event is held for the studios expenses, such as utilities/cleaning, and the hiring of the coordinator for putting it up on line/ hanging up fliers. With this special rate 90% commissions being received by the studio owner, the studio must also take on the responsibility of being the the Events Coordinator as well as the workshop provider. The studio owners responsibilities will include designing and printing their own flier, distributing and handling  their promotions, finding their own check-in person (s), handling their own accounting, website and constant contact promotions, and any extra work-study assistance that they might need.

Distribution of  Responsibilities For All Events:

The studio owner/manager is in charge of reminding and will take full responsibility their teachers in announcing all events within their studio in class daily. The Events Administrator is in charge of printing a spread sheet of the events announcements from Constant Contact once  every 2 weeks for the teachers to read, and keeping this print out in close access to the teachers sitting position within the studio.

The person in charge of bringing their guest in is  called the Events Coordinator, which may include Michele Baker, Keith Porteous, or Libby Bryan ONLY or any other Co-owner of Swan River Yoga in the future. The Events Coordinator  will work together with the respective studio that the event is held in to divide the 30% commission equally between them.

The equations of Commissions between the Coordinator and the Studio:
Within the commission rate of 30%,  the Event Coordinator (allowed by studio owners ONLY) will divide equally, 50/50 the Net profit (after the Gross) within the 30% share with the studio in which the event is held. This 50/50 split means that the work of putting on the event will be divided between the coordinator and the studio equally.  Once the 30% is collected by the studio, all personal expenses will be skimmed off the top Gross of the 30% ( not the Guests Gross). Whichever studio hired the Events Administrator to do the administration will then be reimbursed for the salary of the Events Administrator, and thereafter, the Net of the 30% will be equally divided by the Event Coordinator and the studio. (roughly a total of 15% of the Entire Gross, or 50% of the Gross of 30%).

The person in charge of Registration will ideally always be the Events Administrator. There will be a select few that are allowed to take on this position. In the case of an emergency, where the Events Administrator can not be in charge of Registration, the alternate check-in person must be agreed upon equally by the Events Coordinator and the Yoga studio that the event is held. The Check-in person will ideally by the Events Administrator in most cases, as this person will need to be trained in Mind Body,website management,  excel sheet,  and basic arithmatic. The check in person will agree to be strict about asking for payments from the Events attendees, so they must be well organized and out going, free of being fearful of collecting workshop fees.

The studio owners may attend one another’s personal workshops for free, but for Guest workshops, this will be quite rare and unfair to the guest. The guest will have to give permission for this. In this case, the Events Coordinator, and the Events Registration Person will attend the event for free by default and necessity, as they have to be there for the event to take place. Whenever a guest gives permission, the studio manager/owners may also be invited to attend for free as a secondary choice.

The Events Administrator Check List of Responsibilities: Lauren Shepley is the current Swan River Yoga Events Administrator, and Cassie Segal is the alternate.

The Events Administrator will be expected to do every one of these steps for a smooth running event so that we remain professional and honor our guests by getting the word out...
The Events Administrator Agrees to the following:
Place the event PROMPLTY. within 3 days of the request being made by the Events Coordinator, on the website and Mind Body with the full description, a picture, and a notification back to the Coordinator that the event is now available online.
Print the flier sent to them, hang them up, and take old ones down promptly. If the events Administrator is primarily in 1 location, they will notify their co-Administrator to hang up the fliers in the other studio(s). The fliers must always be up to date without the Events coordinator (Michele or Libby) asking them to hang them up or take them down.
The white boards behind the desks will always be filled in by Catherine Burke. She will update when needed, and has agreed to do so. 



The Events Administrator will get paid __$18___ per hour. This payment will go through the payroll of the studio that is hosting the Event for practical purposes, and the studio will be directly reimbursed in the Gross of the 30% first before the Coordinator and the Studio split the Net of the 30% 50/50.


The Events Registration Check List: (done by the Events Administrator's ONLY)

Those in charge of Events Registration will always be expected to have total follow through with the following check list so the guest is honored with receiving the correct amount of money in a prompt and timely manner.

1.Study the amount of students registered before coming to do registration to get a good idea of how many people are coming in case the guest asks them.
Show up 20 minutes BEFORE (and no later please!)  the event to be sure the room is tidy, incense is burning, and altar is fresh, and to answer students questions.
Have EVERYONE sign in, sign a waiver, and pay. Once the event is underway, come into the room, and do a literal count of heads to be sure your number of registered is accurate. If it is not, place faces with names. The Events Registration Person is in charge of making sure everyone has paid. You may announce it, but also be strict, and go up to them personally to let them know they forgot. The head count in the room must match the registered count. If a students slips through the cracks and has left, the Events Registration Person must email the student by looking it up in MindBody, and ask them to come in and pay. For clarity, do not assume if someone is a teacher, or regularly does work study, that they do not have to pay, or did pay. Treat the teachers and work study like everyone else in this particular case. In general, when we have guest teachers, no one will get a discount, because we just have too many teachers and work study. This also includes studio owners and their partners. Only the Events Coordinator and the Registration person are guaranteed a free event. The rest is pending. The Guest must make a sufficient amount of money to come, and with our growth, we must be strict. If there is a list of comps, the Events Coordinator will let the Events Registration Person know exactly who those are. They will always be very few. Do n
4. The Guest must get paid IMMMEDIATELY after their workshop is complete. The guest should not leave the building without a check in hand. The check can only be signed by one of the 3 owners of Swan River Yoga. The check will come from the studio that is hosting the event.
The Guest must get a print out or receive immediately via e-mail a list of all of the students that attended the event with the check payment, so they can see for themselves that the numbers are clean, and they can see the names and email addresses of those that attended.
The Guest must get a clear excel spreadsheet with all of the numbers listed, very clearly. This will include expenses of all individuals, commissions ratios, the Gross fee, who and what was paid back for expenses, and the net fee. This must be in their hands along with the check and list of students before the Guest leaves so that we are courteous and professional. The guest should never leave without these 3 things.
The Events Registration Person will double check the numbers, and be willing to go through the numbers both with the Events Coordinator, and the guest, when handing them the guest the Excel Sheet.  The Events Registration Person will not rely on the Events coordinator to work out these numbers, but will explain them to the Events Coordinator and guest openly, and together. The Events Registration Person will always offer to go over the Spreadsheet when they are handing it to the guest, so the guest and the coordinator are not left in the dark. The Events Registration Person will never hand a Guest an Excel sheet without offering verbal clarity of it.

Payment for Events Registration Person:
Free Workshop given by the guest, coordinator, and studio.( The bigger the workshop, the more work, but also the more the workshop costs)




Events Coordinator is the Studio Owner that has put the Event together and made it possible. This is the Events Coordinator's Check List:
The  Events Coordinator Agrees to the following:
In charge of hosting the guest., or completely in charge of their own event. For guests, the Events Coordinator will pick  up guests from the airport, house them or find them suitable accommodations, and feed them. The Events Coordinator is also in charge of  introducing them at the beginning of the workshop.
In charge of any questions that students have in regards to the workshop, as the contact person. No one else is expected to do this. The Coordinator will put their name as the Contact person on the fliers and Constant Contact.
In charge of making the flier and sending it to the Events Administrator
In charge of sending it out on Constant Contact and keeping Constant Contact up to date.
In charge of any other promotional measures, including Magazines, Newspaper articles, or Facebook.
In charge of signing the checks for payment to the guest, studio, and Coordinator.
In charge of any kula housing for students that can not afford hotels.
In charge of the magnificence of the altar, which will always be done up more when we have a special guest.
In charge of letting the Events Registration Person know if there are any comps for the workshop, as approved by the Guest. In general, for Guest Workshops, all teachers and all work study will have to pay just like everyone else. It will even be rare that all 3 owners can attend for free when it is a guest workshop (as opposed to local), so a list of comps will always be provided for clarity.

Studio Manager Hosting the Event Check List:

Clean, stocked studio
*Gathering and taking responsibility for any additional Work study needed, including flier distribution and announcements of fliers encouraged to teachers with a print, additional front desk help, greeters, or those tidying up.
 *Studios are in charge of collecting the payments from students from the studios personal MindBody account for registration. All the money transactions will go through the studio that is hosting the event.
 *Paying the Events Administrator initially (and getting reimbursed)
*Using the studios check and bank account for all payments and money transactions to host the event.
*15% of the  Guest Gross, or 50% of the Coordinator/Studio Gross will be used for any cleaning expenses, utilities and obvious daily expenses to run the studio normally. Monies that can be subtracted as Expenses from any Gross from a yoga studio may include fliers, Events Administrator salary, additional altar fees beyond the ordinary, and extra-ordinary needs for the workshop to take place.

Extra-ordinary Circumstances:

In creating workshops, it is wise to require at least a 10 person minimum for the guest workshop to take place, and the guest has the right to require more, but must give ample notice of this.

For large workshops, an early-bird special is wise, as to gather an understanding of how many persons will be attending the workshop before the guest buys their plane ticket and comes.

All extra-ordinary costs MUST be agreed upon by the guest, the Coordinator, and the Studio hosting the workshop BEFORE the workshop is listed on the website.

The Coordinator may ask for extra help from time to time with the studio if the Event is extra-ordinary in size. 

The payment to the guest is subject to change if the event is very small in number, and the guest has gone out of their way in travel time to offer their teachings. If this comes up as an issue, the Events Coordinator will make a request to the studio for specific adjustments so that the pay to the guest is fair and professional always.