don’t forget your additional resources! · set the date of your student event on your church...
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![Page 1: DON’T FORGET YOUR ADDITIONAL RESOURCES! · Set the date of your student event on your church calendar. Set the location. This may be at the church, at a retreat or camp, or it may](https://reader033.vdocuments.mx/reader033/viewer/2022050301/5f6a3db234a61a7ef617ac75/html5/thumbnails/1.jpg)
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• Decision Cards
• Leader Code of Conduct
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Promotional Materials
• T-Shirt Design
• Promo Video
• Promo Logo
• Promo Poster
• Promo Slide/Loop
• Share Squares
D O N ’ T F O R G E T Y O U R A D D I T I O N A L R E S O U R C E S !
Found in your “Promotional Materials” Folder
Found in your “Editable Documents” Folder
Found in your “Worship Service” Folder
Worship Service
• Sermon Slide Background
• Sermon Bumper Video
• Countdown Video
Editable Documents
• Registration Spreadsheet
• Small Group Rosters
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Set the date of your student event on your
church calendar.
Set the location. This may be at the church,
at a retreat or camp, or it may involve using
host homes.
Book a speaker who will be preaching the large
group sessions.
Book a band that will be leading worship for the
large group sessions.
Create a budget and set a price for your event.
Here are some costs you should consider when
creating a budget and setting a price:
Speaker fee, along with their lodging, meals
and transportation
Band fee, along with their lodging, meals
and transportation
Meals and snacks for students and leaders
Lodging for students and leaders
Transportation, as needed
T-shirts
Fees/Supplies for planned activities or
mission projects
Small group supplies
Marketing and printing, as desired
6 -1 2 M O N T H S I N A D VA N C E
Create a schedule for your event.
• Check out the for three
customizable schedules that you can choose
from or use as a guide to create your own
event schedule.
Recruit your small group leaders.
• What is a small group leader? This is the person
that will lead a small group of students during
the small group sessions. You will want someone
that loves the Lord, loves students, and enjoys
teaching the Bible. Often times, this may look
like Sunday morning teachers, student parents,
or young adults in the church.
3 M O N T H S I N A D VA N C E
QUICK LINKS•
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ADDITIONAL RESOURCES• Promotional Materials folder
» Promo Logo » Slide/Loop
» Poster » Promo Video
» Share Squares
P L A N N I N G T I M E L I N E
L A U N C H G U I D E 4
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• How does someone sign up to be a small
group leader? This is completely up to the
ministry leader. You can have a sign-up
sheet, an online registration, or you can
keep track of the list yourself. Each leader
should be able to share a clear testimony of
their salvation and be background checked
before serving.
If applicable, secure the Host Homes for your event.
• What is a host home?
» Host homes are the locations that students
will stay the nights of the event, as well
as have small group sessions and possibly
eat meals. These homes need to be
spacious enough to host the number of
desired students per small group. There
will be one host home per group.
» Host homes are often the homes of
students that are in that small group.
However, there may be some leaders or
retired adults in the church that would be
willing to host a group in their home.
• How does someone sign up to be a host home?
» This is completely up to the ministry
leader. You can have a sign-up sheet, an
online registration, or you can keep track
of the list yourself. Each adult living in
the home should be able to share a clear
testimony of his or her salvation and be
background checked before serving.
Prepare Registration Forms
• There are easy-to-use
already created for you to print and cut.
Begin Promotion / Marketing
• In the Promotional Materials folder, included
with your download, there are some great
resources you can use to promote your event
including a promo logo, slide/loop, poster,
and video.
• Take advantage of the
and Share Squares also found inside the
Promotional Materials folder to reach your
students and their parents through Instagram
and Facebook.
» Think about creating a hashtag to use on
social media as well and encourage your
students to start sharing the event with
their friends.
• Check out the , which is a
letter template you can mail or email to your
students’ parents about your upcoming event
and registration meeting.
P L A N N I N G T I M E L I N E
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Open your event registration! A great way to get
people to register is to open an online registration,
as well as have the available to
fill out in person.
Don’t forget to let the parents know that
registration has opened. We have provided
the for you to use.
You will want to begin tracking your event
registrations using a spreadsheet. Located
in the Editable Documents folder included
with your download, there is a Registration
Spreadsheet we’ve already created.
Host a registration meeting for students and
their parents.
• This meeting should be a short and
informative meeting for parents to hear about
your event and for students to get excited to
sign up.
• You will cover the purpose of the event and
what to expect for the event. At the end,
allow students to register in person for
the event.
• Make sure to be advertising this meeting
to parents and students along with your
promotion 2-3 weeks before.
Place the order for your event T-shirts so they will
arrive 1-2 weeks ahead of your event.
• When ordering T-shirts, base it on a previous event
T-shirt order and add a few to each size based
on your estimation of how many will attend.
• Either use your own design or the T-shirt
design we’ve created, which is located in the
Promotional Materials folder.
Confirm the Small Group Leaders for your event.
• You should have already found your leaders
by this point, but it’s a great time to check in
and remind them of what’s coming up (like
the leader training). Give them a call or send
a text or email 4-6 weeks before the event.
Make the arrangements for your event speaker
and band.
• Look in to arranging the flights, lodging
and rental cars as necessary for your speaker
and band.
Print your .
• A Student Book is what your student will
use during the small group sessions, as well
as a place for them to take notes during the
sermons. These books even include devotions
for your students to do during your event or at
home once the event is over!
2 M O N T H S I N A D VA N C E
QUICK LINKS•
•
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ADDITIONAL RESOURCES• Editable Documents folder
» Registration Spreadsheet• Promotional Materials folder
» T-Shirt Design
P L A N N I N G T I M E L I N E
L A U N C H G U I D E 6
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Recruit additional volunteers to help with Set-up,
Clean-up, Check-in and meals as needed.
Create a meal plan for your event.
• If you are following one of the
provided, you should be
responsible for making sure students have
two breakfasts, one lunch and one dinner.
• Check out the for some
ideas on how to do meals for your event.
Remember to background check all leaders and
volunteers for the event, including all adults that
live in the host homes.
In preparation for your parent meeting, customize
and finalize your . Print and paper
clip together (Paper clipping allows parents to
turn in the release forms without having to mess
with staples).
• Here are some things you may want to include
in a Parent Packet:
1 M O N T H I N A D VA N C E
QUICK LINKS• • •
P L A N N I N G T I M E L I N E
L A U N C H G U I D E 7
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Print the and place it in a binder
or folder.
Print any final forms the Small Group Leader will
need. You should paper clip the forms together
and place them in the binder or folder with the
Leader Guide. This will need to be
ready for your Small Group Leader Meeting.
Print all final forms that Host Homes will need.
You should paper clip the forms together and
place them in a binder or folder. This will need
to be ready for your Host Home Meeting. Here is
what you want to include:
Send final meeting emails to ,
, and about
their upcoming meetings.
3 W E E KS I N A D VA N C E
QUICK LINKS•
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•
P L A N N I N G T I M E L I N E
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Host your Parent, Host Home and Small Group
Leader Meetings. Check out the
to help you know what to go over during
these meetings.
Prepare for parents to pick up at
Check-in. You will need to fill out the information
for each group, then print and cut the cards.
These cards give parents information on where
their students will be and how to get in touch
with them. There are customizable Contact Cards
located in the Editable Documents folder, which
was included with your download.
Remember to submit all check requests for
anyone who will need to be paid for your event
(speaker, band, and so on).
Prepare a Worship Service Outline and prepare
all material for sermon slides, lyrics and videos.
• We have created a Sermon Background Slide,
a Countdown Video and an Opening Sermon
Bumper for your event. You can access all of
this material in the Worship Service folder,
which was included with your download.
• There are four basic
provided for you to customize and use for your
worship services.
• You will want to develop a worship setlist
for each service. We have created a
playlist on Spotify that you can use as a
reference to help you decide what songs
to choose for your services. The playlist is
called .
We also created a Spotify playlist called
if you need
some ideas for creating walk-in music for
your services.
2 W E E KS I N A D VA N C E
QUICK LINKS•
•
•
ADDITIONAL RESOURCES• Worship Service folder
» Sermon Background Slide » Countdown Video » Opening Sermon Bumper
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Send a to your parents
with any last minute reminders and to clarify the
Check-in process.
Update and finalize the Registration Spreadsheet.
If you desire, you can create Small Group Rosters
that can be given to your Small Group Leaders
and Host Homes. We have already created a
Small Group Rosters spreadsheet for you to
customize in the Editable Documents folder.
• It is helpful to email these rosters to leaders
ahead of time so they can plan accordingly.
However, you will also want to print a copy
for leaders and host homes.
Make sure you have received your T-shirts and
organize them by each group.
Create folders for your host homes and include
the following:
• Small Group Roster
• Copies of Students’
• Copies of Students’
Create a bag or box for each of your small group
leaders and include the following:
• Small Group Roster
• T-shirts for group leaders and their students
• for students
• Pens for students
• Pro Tip: Use Brown Paper Bags from a
Grocery Store!
Create Decision Packets for leaders. Include
the following:
•
•
• Pen
• Clipboard
Shop for meals and event supplies.
• Event supplies would include things you would
need for leaders or additional activities.
Create a green room space for your speaker and band.
• Include some snacks and drinks, as well as a
schedule of the event and contact list for the
staff. If you use , which is an online
tool for creating Worship Services, the service
schedules would be a great bonus to provide!
Place any final catering and meal orders for
the event.
Print the final Registration Spreadsheet for Check-in.
Set Up the Check-in area and a Luggage Drop-off area.
• There is a with tips on creating
a smooth Check-in process for both your
students and leaders.
W E E K O F E V E N T
QUICK LINKS•
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ADDITIONAL RESOURCES• Editable Documents folder
» Registration Spreadsheet » Small Group Rosters Spreadsheet
P L A N N I N G T I M E L I N E
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