Room Setup - This pertains to the aesthetic
setting up of the room - Refreshments, Bible table, Resource table, etc. This is
NOT the stage area - that now falls under the Soul ministry. Room Setup might
also differ for various holidays or occasions. This is up to the person who is
gifted in this area (certainly not me!). Currently this is an open
position...
Coffee/Bagel Setup - Get appropriate items
from the Refreshment box - coffee, brewer, pots, sharp knives, etc. and setting
up in the kitchen area. Brew regular and decaf coffee. Make pot of hot water
only for tea. Cut bagels in half horizontally and vertically, making four pieces
from each bagel and setting up in wood tray. Prepare shmears for bagels by
providing at least one plastic knife per shmear. Assure sugar and sugar
substitutes, as well as creamers are available - with stir
sticks.
Refreshment Setup - Set up coffee/bagel tables
(2) with table cloth and table apron. Once bagels and/or coffee are ready, place
on table with napkins and accessories (sugar, creamers, stir sticks, etc.). Put
out Coffee/Bagel donation basket.
Small Refreshment Table - When refreshments setup outside at beginning of service, bring
in bagels/food and coffee. Put on smaller table near Resource table. (This will
help keep everyone inside during service).
Table Setup -
Get large tables from Table Box and place as necessary: Name Tag Table, 2 Coffee
Tables, 2 Tables for Resource/Tape, 1 Table for Screen. One rectangular "card"
table is used by projectionists and will be taken by them. Then other
rectangular card table is setup by the entrance. A table cloth is placed over
this table, then put the Bibles, pen basket, Kleenex and bulletins. This is set
up behind the Usher box. The White Stone banner is to be centered above this
table. Set up counting area: card table; 2 folding chairs; copy machine; white
plastic basket from Usher box; set up table for counting. Put out forms for the
day: Supply Inventory, Attendance and Count sheet.
Greeters - Greet everyone
who arrives, paying particular attention to those who appear to be new. If
someone is new, the greeter might need to walk a parent to the nursery or
children's area. Greeters will normally hand out bulletins as well. We desire to
have at least one outside greeter and one at the door. The person at the door
helps assure everyone goes to the Name Tag table. Greeters should continue
outside until the beginning of Service. The greeter at the door becomes an usher
once Service begins. (Don't panic. It is well known that a greeter might not
also be willing to usher. Ideally, this is how it will work. The idea here is to
assure that once Service starts, late attendees can be seated and that someone
will be available to "control the room" - thus the request for ushers presented
above).
Name Tag Table - This is another offshoot of
greeting. Name tags will be in the green plastic container. This container is
the "catch all" for things that go to and from the WS office. "Normal" attendees
will get their name tag while new attendees will receive a hand written tag,
then are asked to complete a communication card. Soon we hope to have New
Attendee folders that will also be handed out. These folders will help all
regular WS'ers to identify new folks and assure they are warmly received into
the body. And these folders will contain pertinent information to introduce them
to White Stone.
Umbrella Greeting - On rainy days we
will also have the "umbrella brigade" to meet those who arrive at their car (or
close to it). If you have never done this, it is actually a lot of fun (except
for getting a bit wet). To arrive at someone's car and find out they had
forgotten their umbrella, or have small children to bring with them, and see
their reaction makes it all very worthwhile. (The umbrella's are then left open
off to the side so they can dry before we break down after service - they might
fit over the "table box").
Offering Takers - Pass the bag! The only
"tough" thing here is watching whether a bag has already been passed from the
other end of the row, and in making sure just where the bags are. Once the bags
have been passed, they should be collected by the Heart Team Lead for Sunday.
Collect coffee donations on way to do counting.
Counters
- Two people will separate out the checks, cash and cards from the offering
bags. Currently this is done by the Sunday Lead and one other person. The
checks, cash are cards are then sorted. Checks are copied. Checks and cash are
counted, and proper contribution category determined and reported. Checks are
stamped. Paperwork is completed including the deposit slip. The deposit for the
bank is assembled in the bank envelope while the check copies and other
paperwork put into an envelope for Admin. The bank envelope is given to a
trustee (currently Gary Dotson or Eva Negd) for deposit during the week. The
paperwork envelope is put into the green container.
Attendance Counter - This
is usually the role of the Sunday Lead. Included on the Attendance Sheet is the
day's offering. Attendance is taken in Children's (Elementary), Nursery, Youth
and Main. This sheet is then passed to the Heart Team Coordinator/Director (me!)
- can be emailed.
Bible Distributors - Shortly into the
message, Bibles will be offered to attendees who need them. This usually occurs
while counting is taking place. It is important that other Heart Team members
assist in making sure the Bibles get to those who need them. At this time, if
necessary, please assist with this distribution whether you are scheduled to
work or not - it only takes a few minutes. Thanks!
Refreshment Breakdown - Remove coffee pots; drain and wash out. Bag any leftover
bagels and give to who ever wants them. Throw away trash; put extra supplies
away. Lead or someone else take the red tablecloths and wash for next week.
Clean coffee brewer and return to Refreshment box with pots and other supplies.
Clear trash to trash barrel.
Table Breakdown - For Bible table: Put Bibles back into plastic container
then into Usher box. Put pen basket and Kleenex into Usher box. Fold up table
cloth and put into Usher box. For other tables, remove and fold aprons; put into
plastic bins in table box. When tables are cleared, fold and put back into table
box. If umbrella's were used, dry if necessary, then fold and put into table
box. Assure all tables in box. Please note: Not all tables fit! The 3 brown card
tables are to be set up on top of the other tables. If these tables are forced
to fit below these tables, it puts too much pressure on the
box!
Sunday Lead - Assures the
above occur. The only task required to be done by the Lead is Counting. All
other roles can be delegated. The flip side is that the Lead might need to do
any one of the above roles should someone be missing.
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