I hope this help with the weekend God is getting you ready for:
PRAY and Pray often – you will have everything go wrong – Let go and let God – People will drop/get sick/whatever – God is forming HIS team and HIS schedule, not yours – When count, recount and whatever else happens – Its God adjusting HIS schedule – I would suggest not fighting him on that HAHAHA
Pray daily for:
A. a spirit of obedience and sacrifice of your self-will.
B. God's purposes fulfilled in the Team and the Candidate's lives.
C. the exact Team Members that God wants on this team.
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Thursday
In and Out Schedule:
Confirm Runner/Driver arrival and departure times with Kitchen Chief before departing Church.
Enter Unit with set up team. Meet/greet/pray with Stewards.
Help coordinate the set up of the Chapel as outlined in the setup diagram page 1.
Set up sequence:
1. Hang tarps
2. Set up Dining area
· Put tarps on floor
· Tape down seams
· Move big table into position
· Put up rectangular tables
· Put up 78 chairs
3. Set up conference room
4. Set Chapel in configuration for Thursday. (Use padded chairs from Chapel)
5. Hang the banner (Who? Whose? Fear? Pain? Love? Support? Peace?)
6. Sound system – make sure everything works and hand held mike has batteries
· Test sound system a few times
· Check for ability to hear in all corners of the conference room
7. Establish Agape area
· Check to see if Agape team needs any help (banners, etc.)
· Set out the nametags, Freedom guides, and introduction questions.
8. Establish “kitchen area”
· Arrange for ice in rolling ice bins (have two arrive at 3:30 Thurs.)
· Rinse and fill igloo’s ¾ full of water (ice will be added later)
· Mix lemonade per directions (add some mix – the residents tend to like it very sweet).
· Mix tea per directions
· Rinse and fill Coffee urns with water for 100 cups each
· Set-up to brew – 4 ½ to 5 8-ounce cups of coffee grounds per pot
· Test timers for automatic turn on:
o Thursday afternoon at 1:30 PM
o Friday through Sunday at 5:30 AM
· Rinse and wipe all trays for cookies and fruit.
· Rinse and wipe out all pitchers.
· Set-up as much of the “banquet” table as possible at this time.
· Put empty Kairos carts against wall in dining area.
Meet with resident and outside team stewards and give the Greeting talk (A).
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Thursday Afternoon Reception and Introductions
1. Check incoming inventories, store on shelving units and under tables in kitchen area, pre-bless the evening’s bounty, and recheck steward assignments.
2. Fill cookie and fruit trays
3. Add ice to chill beverages
4. Check coffee for two complete brew(s) [one may be enough]. Once a pot is empty, it is important to re-set up for the next brew ASAP and reset timers for morning start up when “last brew of the day” is determined.
5. Maintain quiet during and/or attend team meeting
6. Finish setting up the banquet table
7. Keep the area clean as you go ……it’s easier.
8. Stop occasionally and take a minute to pray with a Steward or team member.
9. LET GO and LET GOD
10. As time for introductions nears:
· Have several Stewards circulate with trash sacks/boxes
· Begin packing the left over cookies and fruit and remove this temptation (carry back to the church) for the community room.
· Clean up all.
11. When the Leader calls us to move to the Chapel for introductions, everyone goes, filling the empty spaces, after the Participants and sponsors are seated.
12. At break, and after Chapel service, finish takedown and clean up of reception area.
13. Once Participants have departed, finish any set up of the Community Room. Agape team sets out notebooks, pens, etc.
14. “Contraband tender” accounts for all sugar, creamer, sweet n low, coffee, foil, plastic gloves etc. that he has been notified is to be watched.
15. Leaving areas clean each evening will make Sunday take down much easier and remember the Kairos way is to “leave it cleaner that we found it.”
16. Check coffeepot timers.
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DAY 2
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Friday
In and Out Schedule:
Confirm Runner/Driver arrival and departure times with Kitchen Chief before departing Church.
1. Begin day by praying with Stewards
2. Check incoming inventories, store on shelving units and under tables in kitchen area, pre-bless the evening’s bounty, and recheck steward assignments.
3. Fill cookie and fruit trays
4. Add ice to chill beverages
5. Check coffee for two complete brew(s). Once a pot is empty, it is important to re-set up for the next brew ASAP and reset timers for morning start up when “last brew of the day” is determined.
6. Maintain quiet during (and/or attend) team meeting
7. Finish setting up the banquet table.
8. Keep the area clean as you go ……it’s easier.
9. Stop occasionally and take a minute to pray with a Steward or team member.
10. LET GO and LET GOD
11. As time for morning Chapel nears:
· Have several Stewards circulate with trash sacks/boxes and Clean up.
12. When the Leader calls us to move to the Chapel, everyone goes, filling the empty spaces, after the Participants and sponsors are seated.
13. At break, and after Chapel Service, finish takedown and clean up of reception area.
14. The Chapel Coordinator or Agape Coordinator will need several Stewards to Pray-up/pray-down the speakers (5 talks on Friday)
15. Set up Dining Area for Lunch (see diagram)
16. When a talk starts, everything stops, chairs behind the families are for everyone not in the Chapel praying.
17. During discussions finish meal set-ups. Keep on praying!
18. During service of meals it is important that a free world team member is to be in charge of the portioning/serving of the main dish, in order to avoid any conflicts of interest; and to help guarantee the 42 Participants receive seconds.
The most efficient and fastest method should be to place the main course at one end of the serving table, followed by the other items to be placed on each plate, then “push” plates up each side until filled and dispersed to each table. Try to fill the “Family” tables first (and fullest). Then St. Elsewhere and visitors and finally the Stewards. And, remember whose weekend it is!
The Evening meal follows 15-18.
19. After final Chapel Service, finish take down and clean up of dining area.
20. Once Participants have departed, join in the evening’s team meeting.
21. Be sure “Contraband Tender” accounts for all sugar, creamer, sweet n low, coffee, foil, plastic gloves etc. that he has been notified is to be watched.
22. Leaving areas CLEAN each evening will make Sunday take down much easier, and remember the Kairos way is to “leave it cleaner that we found it”.
23. Check coffeepot timers.
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DAY 3
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Saturday
In and Out Schedule:
Confirm Runner/Driver arrival and departure times with Kitchen Chief before departing Church.
1. Begin day by praying with Stewards
2. Check incoming inventories, store on shelving units and under tables in kitchen area, pre-bless the evening’s bounty, and recheck steward assignments.
3. Fill cookie and fruit trays
4. Add ice to chill beverages
5. Check coffee for two complete brew (s). Once a pot is empty, it is important to re-set up for the next brew ASAP and reset timers for morning start up when “last brew of the day” is determined.
6. Maintain quiet during (and/or attend) team meeting
7. Finish setting up the banquet table
8. Keep the area clean as you go ……it’s easier.
9. Stop occasionally and take a minute to pray with a Steward or team member.
10. LET GO and LET GOD
11. As time for morning Chapel nears:
· Have several Stewards circulate with trash sacks/boxes and Begin clean up.
12. When the Leader calls us to move to the Chapel, everyone goes, letting the “Families” sit in the front rows and Stewards and team in back.
13. At break, and after Chapel Service, finish takedown and clean up of reception area.
14. The Chapel Coordinator or Agape Coordinator will need several Stewards to Pray-up/pray-down the speakers (2 talks on Saturday)
15. Set up of Dining Area for Lunch (see diagram)
16. When a talk starts, everything stops, chairs behind the families are for everyone not in the Chapel praying.
17. During discussions finish meal set-ups. Keep on praying!
18. During service of meals it is important that a free world team member is to be in charge of the portioning/serving of the main dish, in order to avoid any conflicts of interest; and to help guarantee the 42 Participants receive seconds.
The most efficient and fastest method should be to place the main course at one end of the serving table, followed by the other items to be placed on each plate, then “push” plates up each side until filled and dispersed to each table. Try to fill the “Family” tables first (and fullest). Try to fill the “Family” tables first (and fullest). Then St. Elsewhere and visitors and finally the Stewards. And, remember whose weekend it is!
The Evening meal follows 15-18.
19. After final Chapel Service, finish take down and clean up of dining area.
20. Help coordinate FORGIVENESS COOKIE dispersal to Participants.
21. Be sure “Contraband Tender” accounts for all sugar, creamer, sweet n low, coffee, foil, plastic gloves etc. that he has been notified is to be watched.
22. Leaving areas CLEAN each evening will make Sunday take down much easier, and remember the Kairos way is to “leave it cleaner that we found it”.
23. Check coffeepot timers.
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DAY 4
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Sunday
Note: Take time out, to sit down with all the Coordinators, Agape Team, and your assistants, to discuss the order of take down Sunday, and necessity to place all items back on carts as they were removed, as well s the taking of an accurate inventory.
Coordinate inventory and beginning of take down, be sure that all equipment and supplies are accounted for and on the proper cart for ease of departure after closing.
In and Out Schedule:
Confirm Runner/Driver arrival and departure times with Kitchen Chief before departing Church.
2:00 PM Move loaded carts to trailer
1:30 PM 4th Day Community and Outside Team arrives at unit
5:30 PM Community and Team departs Unit
1. Begin day by praying with Stewards
2. Check incoming inventories, store on shelving units and under tables in kitchen area, pre-bless the evening’s bounty, and recheck steward assignments.
3. Fill cookie and fruit trays
4. Add ice to chill beverages
5. Check coffee for two complete brew (s). Once a pot is empty, it is important to re-set up for the next brew ONLY IF IT APPEARS NEEDED otherwise, clean, dry and repack in carton for placement on gray cart. Place timer(s) in pot, so they will be there for the next weekend.
6. Maintain quiet during (and/or attend) team meeting
7. Finish setting up the banquet table
8. Keep the area clean as you go ……it’s easier.
9. Stop occasionally and take a minute to pray with a Steward or team member.
10. LET GO and LET GOD
11. As time for morning Chapel nears:
· Have several Stewards circulate with trash sacks/boxes
· Begin clean up.
12. When the Leader calls us to move to the Chapel, everyone goes, letting the “Families” sit in the front rows and Stewards and team in back.
13. At break, and after Chapel Service, finish takedown and clean up of reception area.
14. Start set up of Dining Area for Lunch (see diagram)
15. The Chapel Coordinator or Agape Coordinator will need several Stewards to Pray-up/pray-down the speakers (3 talks on Sunday)
16. When a talk starts, everything stops, chairs behind the families are for everyone not in the Chapel praying.
17. During discussions finish meal set-ups. Keep on praying!
During service of meals it is important that a free world team member is to be in charge of the portioning/serving of the main dish, in order to avoid any conflicts of interest; and to help guarantee the 42 Participants receive seconds.
The most efficient and fastest method should be to place the main course at one end of the serving table, followed by the other items to be placed on each plate, then “push” plates up each side until filled and dispersed to each table. Try to fill the “Family” tables first (and fullest). Then St. Elsewhere and visitors and finally the Stewards. And, remember whose weekend it is!
After lunch Sunday, take down begins in earnest, beginning with:
A. The kitchen equipment, dining area tables and chairs, etc. All done during discussion or break times only …. Don’t forget, when a talk starts everything stops.
B. When the Participants, table team and Leadership take the afternoon break, the community room area is then dismantled and all equipment put in the proper slot on the correct cart. (Don’t forget the inventory!)
C. Finally, after closing the final tarps are removed. All carts are pushed to the back of the unit chapel until after the closing (Unless security and/or the Chaplain so chooses for us to load the trailer first.)
18. Help coordinate sack dinner dispersal to Participants. There may be a difference between the bags for the 42 and the bags for the stewards/musicians. Timing wise, the storeroom where the cookies and dinners are stored should be unlocked during the 4th day talk, as the Chaplain's talk is the next and last talk. The 4th day talk is about 20 minutes from the conclusion of closing.
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A
Stewards – Greeting
[If the Leader has assigned a team member as Head Steward, he should go over these things with the steward/band team.]
Pray
Wear your nametags at all times in the Chapel.
You are part of the team.
This is not your Kairos
This is a time of servanthood
Matthew 20:26-28 “this, however is not the way it shall be among you. If one of you wants to be great, he must be the servant to the rest; and if one of you wants to be first, he must be your slave – like the Son of Man, who did not come to be served, but to serve and to give his life to redeem many people.”
Remember who’s weekend this is – how did you feel when you came into this Thursday.
Who is REALLY in charge? Be prepared to have HIM work His miracle Through You this weekend.
Listen, Listen, Love, Love.
Be as quiet and unobtrusive as possible when serving food and drink, especially this evening, and at all other times.
Musicians, you are to lead the music, not be the music.
Please do not begin the “Conga Line” until instructed by the Leader to do so.
Do everything as a form of prayer.
I expect everyone to do what is asked, when they are asked.
During the talks, sit down in the chairs behind the table families – not St. Elsewhere – and listen to the talk unless I have asked you to do something else, and then do it quietly.
There is an inventory list of items
Things that are here and things that come out with each meal, etc.
If anything is missing, we will need to stop and find it.
If I find that one of us has taken something or tries to take something that they should not have,
I will report it to the chaplain and the major and ask that person to be removed from the team.
Plastic gloves must be used at all times when handling food.
If anyone has any kind of disease, please let me know privately (or if you know of someone who has). I will ask you to not be handling food at any time (the Agape team needs you to help them).
Thursday evening, wait to sit in the Chapel area, fill in the seats left vacant after the sponsors have been seated with their Participants.
Remember, we are all here as servants.
