Arts Guidelines
Overall Timeline
| Discernment of big-picture event details |
November/December |
| Question Gathering |
January/February |
| DreamTeam Recruitment/Onboarding |
January/February |
| DreamTeam Operations Meetings |
February |
| Budget Planning |
March |
| Finalize Groups/Activities Content |
March |
| Procurement |
April |
| Finalize Ministry Services details |
May |
| Last Minute Q/A |
June |
| Campuses finalize execution details |
June |
| Small Group Assignments |
June |
| Small Group/Activities Assembly |
June |
Administrative
| Review Policies & Procedures |
32 weeks out |
November |
| Create Timeline Details for Directors/Coordinators |
32 weeks out |
November |
| Reassign Tasks |
32 weeks out |
November |
| Compile Kids Policies |
24 weeks out |
Beginning of January |
| Prepare for Arts/Ops/Ministry Weekly Meetings |
24 weeks out |
Beginning of January |
| Detailed Ops Plan for Campuses |
16 weeks out |
Beginning of March |
| Daily Devotional |
12 weeks out |
End of March |
| Evaluation Notes |
week after |
End of June |
Promotion
| Promotional Plan |
32 weeks out |
November |
| Email/Text for Price Break |
32 weeks out |
November |
| Facebook Ad |
32 weeks out |
November |
| Arts Request – Photography/Social |
24 weeks out |
Beginning of January |
| How are we inviting unchurched people to attend? |
24 weeks out |
Beginning of January |
| Feather Flags & Signage with Dates |
16 weeks out |
Beginning of March |
Operations
| Weekly Procurement Update to Olivia |
32 weeks out |
November |
| Distribution Plan |
20 weeks out |
Beginning of February |
| Sunglasses/Bags |
20 weeks out |
Beginning of February |
| Check-In Tags |
16 weeks out |
Beginning of March |
DreamTeam
| DreamTeam Leader Meetings Video Script & Schedule Filming |
24 weeks out |
Beginning of January |
| Slides for DreamTeam Meeting |
20 weeks out |
Beginning of February |
| Create PCO Plan for DreamTeam Meeting |
16 weeks out |
Beginning of March |
| Directors Follow Up with Missing Liability & Consent Forms |
16 weeks out |
Beginning of March |
| Campus Ministry Directors ensure ALL Ministry Teams are scheduled on PCO Plan “Ministry Day Plans” |
12 weeks out |
End of March |
| Campus Ministry Directors ensure ALL Ministry Teams are scheduled on PCO Plan “DT, Staff, Band & Production” |
12 weeks out |
End of March |
Parents
| Collective Make Waves Project |
20 weeks out |
Beginning of February |
| Family Night Bag |
20 weeks out |
Beginning of February |
| Parent Communication Plan |
16 weeks out |
Beginning of March |
| Directors Follow Up with Missing Payments & Consent Forms |
16 weeks out |
Beginning of March |
| Salvation to Baptism |
16 weeks out |
Beginning of March |
Kids
| Equip Directors with Report of NEW Families who attended (report in email) |
28 weeks out |
December |
| Kids Care Card |
16 weeks out |
Beginning of March |
| Salvation Guide |
16 weeks out |
Beginning of March |
| Kids Directors – Kids Camp Site / Rock Registration. Add to Tactical Meeting (Jason) |
16 weeks out |
Beginning of March |
| Directors follow up with missing payments & consent forms |
16 weeks out |
Beginning of March |
Small Groups
| Content Decided |
20 weeks out |
Beginning of February |
| Decide on Social Activities |
20 weeks out |
Beginning of February |
| PDFs Edited & Posted |
16 weeks out |
Beginning of March |
| Signs for each GL to Help with Transitions |
16 weeks out |
Beginning of March |
| Confirm Supplies & Ensure Procurement |
12 weeks out |
End of March |
| Film K-2 & 3-5 GL videos |
12 weeks out |
End of March |
| Supplies at Campuses & Ready |
8 weeks out |
End of April |
| Groups Built in Rock |
8 weeks out |
End of April |
| Check on Ratios |
8 + 4 weeks out |
End of April + May |
Activities
| Activities Decided |
20 weeks out |
Beginning of February |
Programming
| Baptism Details |
16 weeks out |
Beginning of March |
Week Before
| Reminder Email? |
1 week out |
Mid June |
Day Of
| Staff Huddle |
day of |
Mid June |
| Staff Clean Up |
day of |
Mid June |
Week After
| Recap Video |
week after |
End of June |
This page is maintained by Jason Jones / Last Updated: Tuesday, November 7, 2023
