Each time we have a big invite weekend, there are added stresses to our work days/weeks leading up to the weekend. Sometimes these added stresses cause us to forget or loose track of some of these things we do week in and week out. We get so excited about the weekend to come. We thought we would take some time to throw a couple reminders in a ProTip in hopes that you would find them helpful.
A couple times a year, we hope to prompt our teams with these reminders. As time goes on we will get better at populating this list and will work on sending it out 2/3 weeks before our big invite weekend. Keep in mind, attendance on a big invite or holiday weekend could be upwards of 2-3 times what you see on a normal weekend. Be sure to check your supplies to serve the number of guests you are expecting.
To get us started, here are some things you can do to prep for a busy weekend!
Checkin Stations
- Wipe down your touch screens
- Clear any printer jams
- Remove any stickers from the rubber roller
- Fill your printers with labels
- Ensure you have extra labels in stock
- Confirm your Checkin Configurations are accurate.
- Kids Ministry:
- Configuration: Kids Checkin Area
- Babies – 2’s
- 3’s – Kindergarten
- 1st – 5th Grade
- Serving Team
- Configuration: Kids Checkin Area
- Student Ministries:
- Configuration: Student Ministries Check-in Area
- Middle School
- High School
- Serving Team
- Configuration: Student Ministries Check-in Area
- Next Steps:
- Configuration: Growth Track Check-in Area
- Growth Track
- Configuration: Next Steps Check-in Area
- Group Leader Training
- Configuration: Growth Track Check-in Area
- First Impressions:
- Configuration: Volunteer Check-in
- Serving Team
- Configuration: Volunteer Check-in
- Kids Ministry:
- Have you updated your capacities in Checkin Manager?
- What is your plan if you hit capacity?
- Do you have a Backup Plan ready for Checkin?
Classroom A/V Racks
- Test both microphones
- Handheld
- Headworn
- Yellow Arrow
- Sync your computer
- Import into Propresntor
- Test ProPresentor
- Videos
- Slides
- Test Audio
- Spotify
- Videos
- Microphones
- Replace Batteries (as needed)
- TV Remotes
- Computer Clickers
- Microphones
Guest Services & Lobbies
- Send a test print document to the printer.
- Do you have stock paper?
- Turn on all TVs
- Test all Digital Signage TVs
- Groups
- Spiritual Journey
- Kids
- Students
- Guest Services
- Test CCTV TV’s (Auditorium Feed)
Facilities
- Are you ready with additional seating (if needed)
- Print signage if needed
- Check space temperatures
- Accommodate for new times or crowd size
Safety
- Have you requested police during additional services?
- Request new Door Schedules
- Take into consideration; run throughs, prep times etc
Team Refresh
- Where are our new believer Bibles?
- How is your stock on Bibles?
- Are we counting hands?
- If so, be sure to assign a team member.
- Are we taking an offering?
- If so, be sure to refresh the team on a plan.
Transfer
- Check for any new transfer items along with any special instructions.
We would recommend you do a FULL test of everything you need for the weekend. We recommend you test your gear the Wednesday before the weekend. This gives you and our central support team the most time possible to get anything fixed or repaired as needed.
Getting Started each day (of services):
- Arrive early to turn on machines & verify technology.
- Report any issues, damage or needed updates.
- Technology
- Facilities
- Report any user experience issues.
- Whats working
- What needs review
We hope this serves as a helpful reminder to make sure you are ready to serve our guests.
PS: if you have any suggestions to help make this list better or more detailed in the future, please do not hesitate to reach out! We are happy to get things added.