House Host Handbook by AW Handbooks

ASHLAND WOODS

HOUSE HOST HANDBOOK

“I l ove , I l ove my M a s t e r , I w i l l n o t g o o u t fr e e , For H e i s my R e d e e m e r ; H e p a i d t h e p r i c e fo r m e . I w ou l d n ot l e ave Hi s s e r v i c e , I t i s s o s w e e t a n d b l e s t ; And i n t h e we ari e s t m o m e n t s H e g i v e s t h e t r u e s t r e s t .”

INTRODUCTION What is a HOUSE HOST? “House Host” is a term used to designate a person selected to take responsibility for overseeing a group’s use of a specific house from the beginning of an event to the end. They should have a lot of experience in being at the retreat properties and should also have lodged specifically at the house for which they are selected to be a House Host. They need to be a person (brother or sister) who can function in the way of taking the place of the “home owner,” hence, the “House Host” who is giving hospitality to many “guests.” In addition they should be someone who is known and respected among the saints and be a person who will interact as necessary with all the saints staying in that house during the event. When a group has reserved more than one house for their event, each house must have a “House Host.” When a group is using only one house, the group coordinator or group leader may also serve as the host for that house. However, the responsibilities remain the same, regardless of position. If the group is large, it is best if the host is a separately designated person. What does a “House Host” do? The House Host will need to interact with the saints staying in “their house” in many different situations. Because of this, they will need to be a person who is not afraid to care for others, to help them with whatever they need, shepherd them, instruct or if necessary “correct” them, etc., and in doing this provide an environment where all who are staying in the house feel welcomed, loved, and cared for.

What part does the “House Host” play as part of the serving team? The House Host should be viewed as a crucial member of the team that is bearing the responsibility for your event. If the House Host and the entire team are effective, the result will be that the saints will feel well cared for, be warm, and be more open and engaged with the spiritual goal for your time.

SPIRITUAL INSIGHT Being a House Host for an event is an excellent opportunity to grow your shepherding and spiritual and practical interaction skills. It is best when this responsibility is viewed and handled not as a job or duty, nor merely only practically, but also spiritually. When caring for the saints in the many ways afforded by being a House Host, your love and concern and thoughtfulness will all be sensed and appreciated and this will help your group to grow together in a deeper way. It is with this kind of growth that the purpose of the retreat facilities can be fulfilled.

The following pages are broken up into four major sections: I. Orientation Meeting II. Group Arrival Time III. During Your Event IV. At The Conclusion of Your Event

ORIENTATION MEETING TO DO BEFORE GUESTS ARRIVE Please arrive on time for your scheduled orientation meeting which will take place prior to your guests’ arrival time. Before their arrival, you will need to: - attend the orientation meeting with Tim Miller (or other AW/HH representative) - prepare any welcoming beverages or snacks - turn on exterior lights for safe arrival of guests and interior lights for a welcoming atmosphere

- know where the toothbrushes/tooth paste/ ear plugs are located - know where extra blankets are kept - be familiar with the kitchen supplies and utensils and where all are kept. When arriving it will be helpful to look in every drawer and cupboard. This is especially important at the Log House and Huntington House where there may not be a separate Kitchen Overseer assigned.

- make Bedroom Assignment name cards and placing them outside each bedroom. See more detailed section on next page.

- know where extra chairs are kept in your house and if small group gatherings are scheduled to be held in any of the rooms of your house, help the Meeting Room Coordinator set up those areas.

THE ORIENTATION MEETING In the orientation meeting, be prepared to ask questions and familiarize yourself with any items of the house that you either don’t know or don’t remember.

- know the turn-around procedures for the conclusion of your event and where any items are located that are needed for it. (vacuums, laundry baskets, buckets, cleaning supplies, rags, etc.)

- know who your guests will be. If any are new or first-time guests, prepare to personally help them settle-in.

- know where the internet router for your house is located. See page 9 for log-in details.

- know the house address and any emergency procedures - know where all controls are for heating, air conditioning, special lighting, etc. - know where the fire extinguishers are located - know where the over-the-counter medical supplies are located 4

*IMPORTANT* Know and be familiar with the responsibilities of the meeting room overseer, the Fellowship Center kitchen coordinator, the drink bar coordinator, the public bathrooms overseer, the parking areas overseer, and the recreation overseer. Work together with these saints and realize that if your group does not have a designated person for any of these categories, then the responsibility for these areas will fall to the House Host and the Group Coordinator.

Here is a sample view of a page from the Bed Arrangement Form for the Fellowship Center. Each house has its own set of forms. BEDROOM PREPARATIONS There is a small plaque on the wall outside the door of each bedroom displaying the room number with a small clip for name cards. You will need to have a copy of the Bed Arrangements Form for your event with you to do this. If you did not prepare the Bed Arrangements yourself, you will need to obtain a copy so that you can familiarize yourself with where each of the guests is assigned to stay. Help them to find their room, especially any new ones, and help them to get settled and make their bed according to the Bed Care Instruction Cards when needed. You must know which bedrooms will have any one under the age of 4 years old staying in them and which bed has been assigned to them. Mattress underpads are provided for all children under 4 years old and the parents must make the child’s bed using an underpad. This is to prevent any damage to the mattress and mattress cover if there is an accident.

GROUP ARRIVAL TIME P A R KI N G

E N TR A N CE

REGI ST R A T I ON

BE D R OO M

A. Make sure the Parking Overseer is there early so that as the first guests begin to arrive they can help them know how and where to park their car properly. If there is not a Parking Overseer for your event, or for your particular house, then you will need to fulfill this responsibility. Due to limited parking, if cars are not parked properly there may not be adequate parking available for all your guests. B. Make sure that as the saints enter and exit the exterior doors of the house (for any reason) they close the door behind them. Do not leave the doors open during any season of the year. The heating and air conditioning can easily become unbalanced and it also lets bugs in. For large gatherings it may be helpful to station someone near the front doors to close and open the doors for the guests as they arrive, since some will be carrying large luggage or event items. C. Help your guests to “register” (if there is a registration table) and then to know where their assigned bedroom and bed space is. You may need to go with them, especially if they are first-time guests or new. Point out the instruction cards in the bedroom and show them how to make their bed, helping them to settle in. D. Remind and (in many cases) help the saints to read the instruction cards in their bedroom. Remember that due to language limitations many saints may not be able to read these cards in English. If you do not speak their language, find someone who does to help them and to translate the information. ** Emphasize to all guests that they need to use a top sheet. Each person must sleep with a top sheet between their body and the blanket. If they are assigned to a queen bed, explain to them how to make their bed and what to do with the sheets or towels they may not use.

“Bed Care Instruction Card” Kept in the compartment under their bed, guests should read this card at the beginning (in order to know what to do with the linens and towels) and also at the end (in order to know how to strip and reset their bed) when the event is over. Emphasize that all guests must use a top sheet.

“Bathroom Cleaning Instruction Card” Kept in the cabinet under the bathroom sink on the door, guests should read this so they know how to clean their own bathroom at the end of the event.

“Bedroom Clean-up Instruction Card” Kept on the wall by the door of every bedroom, all guests should read this to know how to clean their bedroom at the end of the event. 7

DURING YOUR EVENT R EGA R D I NG GEN E R A L R E S P O N S IB IL ITIE S I N CA R I NG F O R Y O U R G U E S TS SLEEPING AMENITIES If guests have difficulty sleeping, there are several helps that can be offered – extra blankets or pillows, earplugs, fans for air movement or white noise, and night lights for nighttime risers.

EXTERIOR DOORS At arrival and departure and at all times throughout your event, the exterior doors should be closed after entering or exiting. Do not leave doors open (due to air conditioning/ heat/ bugs/ etc.)

SPACE HEATERS Space heaters must NOT be moved between rooms. If any rooms have an in-room space heater, it is because that room may need supplemental heat. Rooms without a space heater in them cannot have an extra heater operating in them for safety reasons. If the guests in those rooms are cold, extra blankets are available.

WASHERS & DRYERS Clothes washers and dryers are NOT for personal use. If there is a special need or if it is requested, the House Host may evaluate the situation and make exception for this. If permission is given, the House Host must monitor such use and be responsible for the proper use of the machines.

NIGHT LIGHTS Night lights are set in hallway outlets for nighttime safety. They must NOT be moved. If in-room night lights are needed, they can be requested. It is the responsibility of the House Host to adjust the light levels in all public places throughout the house for night safety every night throughout the event. Special attention must be given to staircases. HOUSEHOLD ITEMS Do not allow any moving of household items between the houses. This includes bedding/ blankets or towels, kitchen utensils or dishes, mugs, furniture, etc.

FISHING Please do not allow fish cleaning inside the houses. LOCKING THE DOORS When leaving the house for an activity or meeting at another house, it is not necessary to lock the doors. In fact, it is discouraged since it will frustrate saints who may need to get in before the House Host returns. AC & WINDOWS The general rule is do NOT open any windows. Ask for further instruction at the orientation meeting.

R EGA R D IN G F U R N ITU R E NO SLEEPING ON ANY FURNITURE (couches, chairs, etc.). Sleeping during the day is only allowed on beds or floor mats, NOT on any furniture. Those taking a nap should use their own assigned bed, even if it is at another house. If there are any “day guests only” for your event (guests not spending the night but are with you for the day) who may want to rest somewhere during the day, they cannot sleep on any furniture. The House Host must help them to find a vacant or available bed to rest on. The bedding of any bed used this way must also be changed at the conclusion of your event. If no beds are vacant for the event, then you must ask one of your guests if the tired one can rest on their bed.

DO NOT PLACE WET TOWELS or washcloths on wood furniture, lamps, or any other furniture. INSIDE FURNITURE STAYS INSIDE Furniture from inside the house is not allowed to be carried outside at any time. REARRANGING FURNITURE IS OKAY as long as it is returned to its original location at the end of your event.

R EGA R DIN G B A TH R O O M S PUBLIC BATHROOM SUPPLIES should be checked periodically (toilet paper, hand soap, hand towel, cleanliness). This especially applies to the Log House and Huntington House. The Fellowship Center will often have a separate person overseeing the public bathrooms. SPACING OUT SHOWERS Based on the number of guests, you may decide to encourage spacing out showers and bathroom usage throughout the day. This may be necessary to insure everyone has adequate hot water.

USING BATHROOM HOOKS/TOWEL BARS Each bathroom has many hooks or towel bars for the purpose of hanging wet bath towels and washcloths. Guests should use the hooks and not place or hang any wet items on beds or wood furniture. There may be some available hooks for clothing while showering or changing. PROBLEMS If a toilet, shower, or faucet does not function properly, your guests will hopefully make you aware of it, and then in turn, you will communicate this with either Tim Miller or Ben Shumway.

R EGA R D IN G IN TE R N E T All three houses have adequate internet for your guests. Know where the routers are located in each house. Text or call Ben Shumway if issues arise.

Passwords are as follows: “FELLOWSHIP CENTER”: no password - open “Log House”: no password - open “Huntington House”: 2pear1spruce 9

R EGA RD IN G C H IL D R E N All children must be supervised indoors as well as outdoors throughout your event. If underage children (12 or under) are staying in your house they must be supervised by parents or responsible saints at all times. However, the level of supervision will depend on the individual children and the activities engaged in must be taken into account. PLAY ITEMS Parents or groups must provide their own play items for their children and they are responsible for those items. House Hosts or Group Coordinators should notify couples with children ahead of time of this. SLEEPING (UNDER AGE OF 4) All children four (4) years old and under must sleep on an “underpad”. This is a mattress protector provided in the bedrooms housing children of this age, in case of an accident. At the arrival time of the family, the bed where the child will be sleeping should be made with an “underpad” between the fitted sheet and the mattress cover. It is the responsibility of the House Host to oversee this and insure that each child of this age is using an underpad by talking directly with each family. Special children’s floor mats are available for families with young children who are smaller in size and will take up less floor space in their bedroom. These are available upon advance request. DISCIPLINE Any problems or special situations involving children should be handled by the parents first. The involvement of the Children Overseer is primarily in relation to the house itself, to the effect on your event, and to the planned child watching times. However, the House Host should be prepared to respond quickly to certain situations - when it is needed – to discipline the children or intercede in a particular situation. They may then also choose to contact the parents and the Children 10

Overseer to inform them of the situation and how they handled it. PROTECTING THE FURNITURE For any house areas used for Childrens Service, furniture covers that are provided must be used. They must be constantly straightened for the protection of the furniture. While this responsibility belongs primarily to the Children Overseer, the House Host is also responsible and must function as a backup to them. Children should not be allowed to stand on furniture that is meant for sitting. They should not be allowed to walk or stand on the stacked green meeting chairs in the Great Room of the Fellowship Center, or at the Huntington House. PIANO USE The pianos at each of the houses are not toys and should be played only by lessoned players. No “banging” is allowed. Young children must be supervised when playing the piano to make sure they are using it properly. NO RUNNING IN THE HOUSE Children should not be allowed to run in the house. OTHER’S BEDROOMS Young children should not be allowed to enter other’s bedrooms without permission. FOOD & DRINK Food and drinks for children are only allowed in the dining areas. Children should not have food or drinks in any other areas. DURING GATHERING OR MEETING During any gatherings or meetings, children that are not in the gathering MUST be supervised by an adult. It is strongly advised that these times be well planned and provided for so that the children also feel well cared for.

L OST A N D F O U N D Collect ANY and ALL items left by your guests and take them with you. It is your responsibility to return them to the rightful owner (phone chargers/ personal toiletries/ books/ coats/ shoes/ clothing/ toys/ etc.) A “Lost and Found” is no longer maintained at the properties. Any

items from your group not taken by you, when found, will be given or sent to you or the Group Coordinator for their return to the rightful owner.

THE CONCLUSION OF YOUR EVENT LA UND R Y T URN - A R O U N D P R O C E D U R E At these properties, we do not have a house cleaning service. Guests are responsible to strip and remake their own beds according to the instruction cards as well as organize the dirty laundry into specific baskets based on color and type. Help your guests to clean their rooms and properly re-set their bed according to the Bedroom Cleaning Card and the Bed Care Instruction Card. Please keep in mind that new guests, young people, and saints who do not speak English well will need your direct help to accomplish this. Encourage any experienced guests to help the newer and younger ones staying in their rooms. BED LINENS & BATH TOWELS Make sure all used bed linens and towels are properly sorted and placed in the proper location for the laundry turn-around to begin. Bed linens should be placed in laundry baskets according to their color and kept separate from towels and washcloths. Used bath towels and washcloths should be placed in laundry baskets according to their color and kept separate from bed linens. WHERE TO LEAVE LAUNDRY BASKETS: Bedroom #2 (Fellowship Center) Basement common area (Log House) Front library sitting room (Huntington House) GREEN CHALKBOARD RAGS The green rags used to clean the chalkboard should be placed in the green 5-gal. bucket. 12

KITCHEN TOWELS & DISH RAGS Used kitchen towels and dish rags must be kept separate from other laundry by placing them in the aqua colored 5-gal. buckets located in the laundry room. WHITE BATHROOM CLEANING RAGS White bathroom cleaning rags MUST be kept separate from other laundry by placing them in the red colored 5-gal. buckets located in the laundry room. They should NOT be mixed with any other laundry items. REGULAR CLEANING RAGS Regular cleaning rags used for general cleaning must be kept separate from other laundry by placing them in the blue colored 5-gal. buckets located in the laundry room. ORANGE RAGS Orange rags used for cleaning the hardwood floors or tile kitchen floors must be kept separate from all other laundry and placed in the orange colored 5-gal. buckets located in the laundry room. BLUE DRINK BAR RAGS Blue Drink Bar rags, used for cleaning the drink bar at the FC, must be kept separate and placed in the blue bucket marked “Drink Bar Rags only”, located in the laundry room. YELLOW DUSTING RAGS Yellow rags, used for dusting wood furniture and window sills must be kept separate from all other laundry and placed in the yellow colored 5-gal. bucket located in the laundry room.

Below is an image of the labeled 5-gallon buckets in the laundry room for collection of dirty rags used during the cleaning, both at the end of and throughout an event.

BEFORE EVENT

CHECKLIST Arrive on time for your scheduled orientation meeting which will take place prior to your guests’ arrival time Prepare welcoming beverages and/or snacks Turn on exterior and interior lights Obtain copy of Bedroom Arrangements Make bedroom assignment name cards and place outside each bedroom

END OF EVENT

CHECKLIST Ensure that each of the bedrooms, bathrooms, kitchen, and common areas are cleaned according to the instruction cards and your satisfaction. Check to make sure all windows are closed and locked, and that the curtains or blinds are open. Check all bedrooms to make sure beds are properly re-set and all personal items are removed from the room. Check all common rooms to make sure furniture is returned to its original location. Make note of any broken or damaged items and let Tim Miller know of these occurrences so that the items can be repaired or replaced.