FORMATTING GUIDE FOR EVENTS

INSTRUCTORS, SERVICE PROVIDERS, FACILITATORS

We use the Google Calendar to manage our schedules and to advertise all our our classes, events, and session availability.

Each person is responsible for maintaining this calendar with the utmost accuracy.

If you notice any inconsistencies in the Zen Loft Google Calendar vs. what you see in person at the studio, please text us at (630) 465-5638 so that we can update it accordingly.

Instructors, please use these guides to format all your events, classes, or private sessions with your clients.

If you are not a Business Collective member yet,

email us your event entry and we can add it to the Google Calendar for you.

Formatting Guide for Events Worksheet

Please use this worksheet as a guide to format your first event at Zen Loft.

See the examples below for a completed version or look to our Google Calendar for similar entries.

Then, email your entry to us for pre-approval to ZenLoftWellessCenter@gmail.com

GOOGLE CALENDAR ENTRIES

After you sign-up for the collective,

you will be able to create your own entries in our Google Calendar.

REMEMBER:

This calendar is PUBLIC.

Whatever you add to it will appear to everyone in the world.

For trouble shooting, please reach out to

Phil Chester at (949) 667-4779 or ("Mo Pippy" on FB Messenger)

If your event is open to the public, you can create a Facebook event instead, then add it to the Zen Loft Google Calendar. Make Zen Loft a co-host and we can add it to our own Facebook Calendar as well.

Google Calendar Event Entry

Please follow this guide for Google Calendar entries:

(Please copy italics words exactly)

EVENT TITLE:

LOCATION:

Which Room?* at Zen Loft Wellness Center, 6 W. Downer Place, Aurora, IL 60506

*Wellness Room, Healing Room, Aerial Room, Zen Lounge, Whole Space

Time:

*** Be sure to include your set up and clean up time ***

REASON:

The Google Calendar is the main calendar that people will check for space rental availability.

If someone books the space right before your event and you did not give yourself enough time to set up, you will have to wait to set up until the person before you has finished with their rented time.
You also must pay for this set up and clean up time at the agreed upon hourly rate.

URL:

Include your ticket link, website, or wherever you want to direct people to sign up for your offerings.

DESCRIPTION SECTION / NOTES:

*** Please contact <your name> directly at <your phone number> and not the main line ***

Set Expectations:

What is the purpose of your class/event?

What *specifically* will people be doing?

What to wear/bring?

Contraindications (if any)?

Are children welcome? What ages? Is there childcare available?

How else should guests prepare for the event?

COST:

Suggested donation?

Price per person?

Per child rate? Family rate?

Is there a member rate and non-member rate?

(Remember, you can always adjust your non-member rate to accommodate your discount.)

Your payment info

Things to keep in mind:

Is this a donation-based community event or are you paying upfront for space rental?
If you are not paying to rent space, you may not then require others to pay to attend.

Any expectations or boundaries you want to lay out?

For example:

Do people have to preregister by a certain time before your event?

Do you need a minimum number of participants to run the event?

Will the event be canceled if the minimum is not met--and how when will you notify people of this?

Do people have to prepay before coming or at the door, and if so, how?

Will they be paying service providers directly, and if so, how?

Are walk-ins welcome?

- If you take walk-ins, you may not cancel your event for lack of preregistered people, since they might all decide to come 10 minutes prior

Any discounts for collective members?

Any promotions like “bring a friend for free” or “early bird specials?”

PARKING

There is FREE but strict 90-minute parking out front, a parking garage across the street on Stolp that charges $1/hr after one hour or $5/day, and FREE parking along Benton–one block south of us.

LOCATION & ENTRANCE

We are located on the SW corner of Downer and Stolp, on the 2nd floor of the red brick building with the icicle lights in the white bay windows up above.

Our entrance is facing Downer and under a blue, half-moon awning in a brick alcove with our logo above the door.

The east side of the building spells out “Zen Loft” in the windows above.

Google Calendar Private Session Entry

REMEMBER:

This calendar is PUBLIC.

NEVER enter in your client's personal information.

Please follow this guide for Google Calendar entries:

(Please copy italics words exactly)

SESSION TITLE:

Your Business Name ~ Whatever You're Offering with Proper Nouns Capitalized

LOCATION:

Which Room?* at Zen Loft Wellness Center, 6 W. Downer Place, Aurora, IL 60506

*Wellness Room, Healing Room, Aerial Room, Zen Lounge

TIME:

*** Be sure to include your set up and clean up time ***

URL:

Include your ticket link, website, or wherever you want to direct people to sign up for your offerings.

DESCRIPTION SECTION / NOTES:

*** Please contact <your name> directly at <your phone number> and not the main line ***

Your name

Your title

Your credentials

Your business phone number

Your business email address

Your website

Your bio

Rates

Payment info

How to book/schedule an appointment with you

Your availability (even if it’s very general)

Any expectations or boundaries you want to lay out?

For example:

Do people have to prepay before coming, and if so, how?

Is there an intake form or waiver they have to fill out before coming,

and if so where do they find this, or how/when will they receive it?

Are walk-ins welcome or are sessions by appointment only?

Any discounts for collective members?

What is your cancellation policy?

Any promotions?

PARKING

There is FREE but strict 90-minute parking out front, a parking garage across the street on Stolp that charges $1/hr after one hour or $5/day, and FREE parking along Benton–one block south of us.

LOCATION & ENTRANCE

We are located on the SW corner of Downer and Stolp, on the 2nd floor of the red brick building with the icicle lights in the white bay windows up above.

Our entrance is facing Downer and under a blue, half-moon awning in a brick alcove with our logo above the door.

The east side of the building spells out “Zen Loft” in the windows above.

FACEBOOK EVENT ENTRIES

If your event is open to the public, you can create a Facebook event instead, then add it to the Zen Loft Google Calendar.

Make Zen Loft a "co-host" and we can add it to our own Facebook Calendar as well.

Please follow this guide:

(Please copy italics words exactly)

Event Title:

Short Title with Proper Nouns Capitalized with Your Name/Business

Location:

Which Room?* at Zen Loft Wellness Center, 6 W. Downer Place, Aurora, IL 60506

*Wellness Room, Healing Room, Aerial Room, Zen Lounge, Whole Space

Host & Co-host:

Your FB Profile / Your Business FB Page / Organization Page

*** Add Zen Loft as a co-host so that it will appear on our FB calendar ***

(Also add it to the Google Calendar to save yourself that step.)

“Ticket” Link:

Put your ticket link into the URL section of the Google Calendar when you get to that step.

For donation-based community events:

Use your own Venmo, Paypal, Zelle, cash app, etc. to collect payment.
At the end of the event, please pay Zen Loft the 50% of the gross (total) proceeds for the donation-based community events via PayPal: https://www.paypal.com/paypal.me/ZenLoft.

For non-donation-based classses and events:

You must reserve the space in advance through $20 non-refundable deposit, or through your monthly membership
Use your own Venmo, Paypal, Zelle, cash app, etc. to collect payment directly from your participants

For collective membersC

Community events do not count against your monthly allotment of space rental hours
- You still get your 4 hours in addition to this time
- This helps members to experiment with advertising without the risk

DESCRIPTION SECTION

*** Please contact <your name> directly at <your phon number> and not the main line ***

Set Expectations – what *specifically* will people be doing?

What to wear/bring

Contraindications (if any)

How guests should prepare for the event

COST:

(Is there a member and non-member rate—remember you can always adjust your non-member rate to accommodate your discount)

Your payment info

Any expectations or boundaries you want to lay out.

For example:

Do people have to pre-register by a certain time before your event?

Do people have to prepay before coming or at the door, and if so, how?

Will they be paying service providers directly, and if so, how?

Are walk-ins welcome?

Any discounts for collective members?

Do you need a minimum number of participants to run the event?

Any promotions like “bring a friend for free” or “early bird specials?”

PARKING

There is FREE but strict 90-minute parking out front, a parking garage across the street on Stolp that charges $1/hr after one hour or $5/day, and FREE parking along Benton–one block south of us.

LOCATION & ENTRANCE

We are located on the SW corner of Downer and Stolp, on the 2nd floor of the red brick building with the icicle lights in the white bay windows up above.

Our entrance is facing Downer and under a blue, half-moon awning in a brick alcove with our logo above the door.

The east side of the building spells out “Zen Loft” in the windows above.

Women-Owned Business Collective of Wellness Professionals