| Completed Planning Grid |
| Here is a completed planning grid. This is the one being used for Tahoe/Kings Beach for 2006. This is a completed version of the blank form you saw on the previous page [Feast Planning} |
|
|
| FEAST PLANNING GRID FOR Tahoe/Kings Beach 2006 | ||
|
SUBJECT |
NOTES |
FURTHER ACTION |
|
2
sermonettes given DeWitt B.. |
Obtain
tapes of GTA—in hand Send the GTA Speaking Guideline letter and initial speaking schedule to all speakers.- Send out follow-up communications to speakers.
|
|
|
7 Oct to 13
Oct---10:00 AM.
14 October---11:00 PM. |
|
|
|
We have 7
arrangements of silk flowers in fall colors. We will also use stuffed
bears back to Planning Resources home |
Dev J. will
transport.
Possibly getting two more arrangements
of silk flowers from same source. |
|
|
7
Scheduled.
All menu-driven, open forum. Sunday the 8th through Saturday the 14th 9:00 AM each morning, first 6 days. 10:00 AM last day Coffee service for all Bible Studies. No Bible Studies on the first Holy Day. I will give the open forums on the 8th through 14th
Menu-driven. Each member will get a
menu with a list of topics for discussion. |
Prepare
general notes--done Create Subject Menu--done Print menus and diagrams
|
|
|
This year, we are going with a simple single sheet with the Speaking/Activity grid on one side and ads for the events/activities on the other. This will save us more than $300 again
|
We will refer to this as the Feast Information Sheet in the rest of this document. Make master-- Will print 175 copies on paper we already have.
Target
date: Print sheets on 25 September |
|
|
·
22 by 3 feet, block letters. |
Dev J. is transporting banners |
|
|
We will have the official church seal for the lectern. |
Obtain from David B.. --Done |
|
|
· This will be a manned table. · It will be hosted. · It will be in the meeting room. · It will contain information sheets for all in house activities and group activities. · Table will be in the conference room. · Times: 1 hour before and ½ hour after. Note: We will have samples of ICG booklets at the table. Each is marked as a sample copy and not to be taken from the table. There will be a list of tapes and booklets that people may order. We will have order cards available. We have a finite number of the Literature Request Cards, so I will have some printed and I will have a master on disk. We want to make sure that those on duty monitor to make sure people do not take the sample booklets. We also want to make sure that no one attempts to have outside literature at the table. Those on duty will help people to fill out the Feast Registration forms and the Literature Request cards. All registrations forms and literature request cards will be turned into Chris C. each day. He can announce the running number of those registered in announcements during the Feast. He will send in the forms and cards to HQ at the end of the Feast. We should secure all table items when the table is not being staffed. Dev J. is hosting the Information Table. He will find volunteers to man the table. Probably Irene S., Joy S., Penny S. G. and Carole J.
The Security/Ushers will be monitoring
the information table, as they are able. |
Tourist pamphlets are in lobby. Feast Information Sheets will be on table. Dining Guide is in the lobby Have maps available. Select a number of known members to rotate duty at the table Note: Post here when: We have literature request cards. We have Service cards. We have some booklets and have them marked—do not take We NEED
tape and literature lists.
|
|
|
None this
year |
|
|
|
· Hosted by Tanya P. and Family Note: List of when coffee service is needed:
--Bible Study and Services each
day—Ready at 8:30 AM 7:30 PM Bible Bowl. – Sunday, the 8th 7:30 PM Entertainment Night – Monday, the 9th 7:00 PM, Raffle –Tuesday the 10th 2 PM Picnic. –Thursday, the 12th
On the 4 events above—be ready half hour
before. Have coffee, tea and water available. Bakery items only for
Bible Studies and services—not events.
We have decided against having hot
chocolate mix. |
Conference center provides Pickers will get coffee, tea, sugar, sugar substitutes, creamers, and stir sticks. We will reimburse Tanya P. Pickers will procure cookies Pickers will make a donation jar with sign, “Donations for Coffee Service” Note: We have coffee, sugar, spoons, napkins left over from last year that will get us started.
|
|
|
· My understanding is that the meeting location provides the piano. · Piano players are: Lois C., Joan C. and checking on Kathryn S. · Proposed schedule:
7 Oct Lois · Song leaders will coordinate with piano players. · Note: I will send the proposed schedule to the piano players but they will run their own schedule.
·
Decide who will do offertory music.
Lois doing the 7th. |
We need to confirm status of Kathryn S..— She will be there ??? We need to confirm schedule Piano is provided Ask players about sheet music or do they play from hymnal? Contact all players with plan.--- Lois C. will do offertory on the 7th. |
|
|
· Go through all CDs and find appropriate pieces.
·
List:
·
Asking attendees for other pieces of
music. |
Double-checking all wording of this piece. Have lyrics printed out for Info table should someone ask. |
|
|
· Use CD of Hymnal songs by Ambassador group for background music in mornings.
·
Play at 9:30 AM or ½ hour before
services. |
Find CDs----Done
|
|
|
90 in hand · Are marked to not take from room · Security/Ushers have been notified to collect up hymnals after each service. · We will have appropriate announcements about leaving the hymnals in the room after each service.
·
We will keep a hymnal in reserve in case
we need to run off sheets. |
Dev J. will transport hymnals to site. Decide where we will store Hymnals after services. |
|
|
· Three scheduled. · Terry G., John M. and Aaron O.. Aaron O. will be used if Terry G. not available for the 13th. · We are scheduled in such a way so song leader is not also speaking.
7 Oct: John M. |
Notify Song leaders of the plan. When we write to song leaders, have them communicate so that they are coordinated and don’t repeat same songs all through Feast. Song Leaders are in charge of the lectern cards showing outline of today’s service.
|
|
|
Offering
Baskets and Envelopes |
· Two-Four ushers will be used. · 2 baskets will be provided from Seattle. · Envelopes will be provided from Seattle and HQ.
Note: We have a supply of envelopes
from HQ. |
We have enough—transported by Dev J. Dev J. will get baskets from Chris C. at Trumpets. |
|
Offertory & Handling of Offering |
· John M. will perform on 7 Oct. · Terry G. will perform on 14 October.
·
Dev J. will perform Offering count and
prepare them for quick and insured mailing from Kings Beach to Tyler,
Texas |
Chris C. will prepare a mailing envelope for each mailing.--Done Dev J., Lee C. and David B. will perform this service
|
|
Announcements,
daily |
· Performed by Chris C. and Terry G. (when Mr. C. is speaking) · We will have announcements for all of the church activities and those concerning anointing and counseling. · Song Leader will introduce each sermon giver---Title, then name of speaker.
Note: I am working on a Master
Announcement grid to use as a tickler for all announcements.--Done |
Chris C. will have announcement slips available at the information desk and will determine what announcements are appropriate for services. Announcement slips are made and master in Primary File.
|
|
· One position covers both duties—usher and security. · Security will be in the room only. · Two-three individuals will be selected for this duty. · Chris C. will be on back up. Distribute hymnals before services. Collect and secure after services. Let Chris C. know if count is dropping. Report to Chris C. on Holy Days for instructions on offerings. Be on the lookout for any outside literature or anyone attempting to give outside literature to those attending. Chris C. and all ministers should be made aware of anyone causing division or people locked in debate in or around the conference room or in the hall outside.
We want to insure that there are no
incidents of any kind on Conference Center grounds. |
Dev J., Lee C. and David B. will perform this duty. Wendy and Denise possible if they attend from Arizona. Both have security experience. Give each an instruction sheet/duty schedule that covers offertory and general security and usher duties.
|
|
|
Video
Tape/Still Photo Personnel |
Chris C.
will be doing stills for on-line albums. Dev J. will be running one camera. Irene S.
may have a working camera. |
There will be a posting on Feast info page asking for a video person.—Done.
Dev J. has
one camera. He has film in hand. |
|
· Restrooms will be monitored to make sure they remain clean. · A woman will be chosen for the Ladies room. Joy S. will do this for ladies room.
·
A man will be chosen for the Men’s
room. One of the security men will do this for the men’s room |
Security crew will perform this duty for men’s room. |
|
|
Get Acquainted Night
|
None this
year |
|
|
|
· Conference Center has one.
·
We only need this for Entertainment
Night |
|
|
Bible Bowl and Ice Cream Social |
· Sunday night the 8th, 7:30 PM. · At least 2 opposing teams will be formed. We had 6 teams in 2005. · Questions prepared by Chris C.. · Chris C. will be host · Prizes to be Tahoe Calendar and $40 raffle tickets to each winner. · Coffee service. · Each team member has a signaling device which is a paint stir stick with a red circle. Dev J. has these. · Irene S. and Penny S. G. will get ice cream on way to Bible Bowl. Also plastic ware and paper bowls.
Note: The night will be composed of 100
questions. We will have a small break at the 30th and 65th
questions. Team with the most points (1 point per question answered)
will win). Teams may only answer once for each question. Questions
have been selected and printed for this event. |
· Question selected and now printed. · I will have one copy and a back-up copy in a separate place. · We need to obtain prizes. Prize for each winning team member will be a Tahoe calendar and $40 in raffle tickets. · Jeff H. will be host this year. · Chris C. will be judge this year. · Select scorekeeper. · We will use thin tables in a 3x2 formation on the floor in front of the stage. One team per table. · One large round table for ice cream. |
|
Activity 2
|
· Monday, the 9th at 7:30 PM · 1 hour, 30 minutes of taped entertainment on VHS tapes and DVDs · In the main meeting room.
·
Using video projector. |
· Putting together line-up now.---Done · The VHS/DVD player is being purchased for this night and put in the Raffle the next day.
|
|
Raffle |
· Tuesday, the 10th · Doors open at 1 PM and raffle at 7:00 PM · Purpose and goal is not so much money raising as it is to spread joy at the Feast. · Hosted by Chris C.. · Tickets 4 for a dollar. One-part tickets. · Player chooses what gift he or she is playing for. Ticket receptacle will be placed in front of each gift. We will use large paper coke cups for tickets. Each gift numbered. Players print name on their ticket and put in appropriate cup. · We will provide gift display person and prize runners. · Producer for this event is Chris C.. We are assuming / preparing for the fact that no prizes will be forthcoming from those attending Feast so the producers will insure that some sort of minimum number are provide. We currently have 50 items. · There will be at least one money prize of $100 in US funds. These funds already donated to event. We will have 4 gifts, selected by Chris C., the winners of which will also receive $50-$75. Chris will ring bell as selected gift comes up to stage. Everyone will know of this arrangement in announcements. · We will have SPECIAL GIFT GIVING whereby we set up a situation to insure all small children receive at least one gift. See Raffle document for complete details. · Coffee service.
· COMPLETE
DOCUMENT ON THIS AT PORTLAND WEB SITE. |
· We need 6 rolls of tickets · We have paper cups from last year—150 and will buy 100 more. · Chris C. will place prizes in room on tables · Primarily going with our regular team of Runners, Prize Selector and Ticket Selector. Will determine Prize Display Person at Feast site. · Use wine holders if we run out of cups · Determine room layout and number of tables available and provided by Center · Develop plan to give widows and those low on funds extra tickets for the evening— · We need cards marked with numbers. These will be applied to each prize for identification. Put corresponding number on the paper cup or cups that are used for holding tickets. |
|
Picnic |
· Thursday, the 12th -- 2:00 PM · Same location as last year just down from meeting location—to the north. · Items may be bought locally and/or prepared in rooms with kitchens. Make announcements making this clear.
·
Irene and Chris will do shopping prior
to picnic. |
· We need to insure we know everything we need to know to access this location. · Develop a list of good local resources to procure potluck dishes and/or foodstuffs for preparing in kitchens in Hotel rooms. · Procure paper plates, eating and serving utensils, plastic garbage bags and napkins for this event.
·
Have wine bottle openers and can opener
available.--Done |
|
Communications and Promotion |
· We will produce both general and specific promotion, as well as direct communication with those pre-registered to let them know of all planned activities. · We will post speaking schedule and event ads on the Feast Information page. --Done
·
If there is need of volunteers, we will
post this too. |
· Run ads in Web Report. · We have added ads about the raffle and other activities on Tabernacles Info pages and Feast Announcement pages. · Determine who the widows are going to be in attendance. Do this during the Feast.
|
|
The purpose of this element is to determine what items we will need at
the Feast. |
· Pens and pencils in hand · Can opener/wine opener in hand. · Various tools in tool bag in hand.. · Scotch tape, stapler, ruler in hand. |
|
|
FURTHER PLANNING |
· We are now in continuous planning mode
·
This will be done by e-mail and phone.
|
· This document, as of 13 Sept is draft two. |
|
Web Site
Office Situation |
· I will be the only one from the office at Tahoe and will have my laptop.
·
I will have a dial-up account secured
prior to going to Tahoe. |
· |