Sanctuary Teams Checklist

Quick Links:

Set Up Team

UPDATES:

  • Do not put out the Next Steps banner.
  • Place any filled-out Hi Cards or Y(our) Story cards in the Next Steps box.

Call Time : 8:25am in Rally Room

(1) Coffee  – everything is stored under the table with the black table cloth. 

  • Hot Coffee: Start by 8:30a (except during June – August)
    • Make Coffee
      • Fill two Percolators to the 40cup line with cold water
      • Put in straw/spout and metal filter. 
      • Spread one bag of coffee out in the filter (if there is a large Trader Joes canister, split it evenly between the two percolators)
      • Bring the percolator(s) to the Coffee Station and plug it in. Within one minute it will start making percolating noises to indicate that it is on. Once the percolator reaches a certain temperature it will automatically go into “Keep Warm” mode. (Red light indicates coffee is DONE)
    • Arrange the table to look nice. 
    • Refill sugars
    • Set out cream/oat milk (in the fridge in kitchen)
    • Put out cups/lids/stirrers/napkins
  • Cold Brew: Pre-made. (Summer months only)
    • Arrange the table to look nice. 
    • Refill sugars, put out Simple Syrup (sugar water – in fridge in kitchen.)
    • Put out Oat Milk and Half n Half
    • Set out Ice station & scoop. 
    • Ice needs to go in at 9:30a. Ice container fits three 5lb bags or one 15lb bag. 
  • Cold Water Station
    • Fill up in kitchen. 
    • Make sure to use the Pur Water Filter. 
    • Set on stand. 
  • Make sure white trash can is visible, has a bag, and is empty. 
  • Notify Margarita or Tim Moroz at tim@sanctuaryri.org if anything is close to running low or empty.

(2) KidCity – Everything is stored in the Pre-K Room. 

  • Check-In Station
    • Large White KidCity Banner
    • Two “Check In” Pop-up signs on either side
    • Rug in front of large white banner
    • Large Folding table (not the mini ones) with table cloth on the rug
    • KidCity table-top signs on the table
    • Run an extension cord from left wall to the table for tablets. Use Gaff Tape to secure wire. Make sure it’s straight and looks nice.  
    • Two Tablet Stands in front of table
    • Fake plants placed decoratively around. 
    • Put up Pipe and Drape in the entry way to the Fellowship Hall on either side (hiding the closet with the glass doors and the chairs on the other side.)
    • Place colorful dots on the floor from the Check-In station all the way to Nursery Room to guide parents where to go.
    • Make sure the Bluetooth speaker is on the table and plugged in under the table.
  • Nursery Room
    • Make sure everything is tidy and clean. 
    • Black double divider in front of door to outside. 
    • White rail in front of Piano/Air conditioner
    • Extra Large Pipe & Drape in the hallway right outside the Nursery Room (the room with the glass doorways). Make sure it blocks the view of the office doors and elevator. 
  • PreK Room
    • Everything is stored in this space during the week. As things are emptied out don’t forget to return here to make sure that nothing is laying around that doesn’t belong in a Pre-K Room. 
    • Place anything non-PreK behind the pipe & drape or move to another room. 
  • Elementary Room (Fellowship Hall)
    • Pipe and Drape in a “L” shape from the stage. **NOTE: All of the pipe and drape for the classroom setup is marked with black tape on each pipe and the drapes are in a bin with black “X’s” on it.
      • Two full segments (with the horizontal bars fully extended coming from the right of stage (then side with the nursery hallway). These should be just long enough to fit two drapes on each segment.
      • After two segments, right angle off with two segments going to the end.
    • In the classroom you will need:
      • Two Round Tables
      • One TV on stand.
      • One flower rug
      • A few pillows on the rug
    • Elementary Room 2 (Classroom off the stage next to the kitchen.
      • Make sure the room is tidy and clean. No random piles anywhere. Hide anything that doesn’t belong behind the curtain.

(3) Sanctuary

  • Make sure there are 3 Your Story Cards and 3 Hi Cards in each pew holder. 
  • Make sure pew cushions are straight and look nice
  • Rope off back half of the sanctuary pews
  • Remove any trash
  • Place any filled-out cards in the Next Steps wooden box.  
  • Set up 6 Communion stations in the front of sanctuary.
    • Three plates & Three glasses and a black tablecloth on each side of the subwoofers on small tables. 
  • Do not put out the Prayer Banner in the Sanctuary.

(4) Rally Room

  • Make sure room is tidy and ready for Rally 

(5) Signs

  • Extra Large “Church for the City of Providence” sign – in the entry lobby. (takes 2 people to put up) 
  • 3 arrow Parking signs – outside
  • two on either side of parking garage entrance. One on corner of Gloria Dei parking lot. All pointing toward parking garage) 
  • Feather Flag – centered out in front of main entrance steps. 
  • “Kids” sign – on the first step to the right of the Extra Large lobby sign. 
  • Nursery with Arrows sign – in Fellowship Hall in front of the fire extinguisher pointing towards Nursery Room. 
  • Normal Nursery sign – at the bottom of the stairs going INTO the Nursery room (in the room with the glass doors). 
  • Check-In signs on either side of check-in stations. 
  • KidCity sign – to the right of the right check in sign (so it’s visible from the doorway). 
  • Two other pop-up signs – on both stairways to help hide cords & busted wall. 
  • Next Steps Large Banner upstairs across from the coffee area. (Stored under right table in upper foyer) 

(6) Next Steps & Foyer Tables

  • Next steps bar items are under the black table to the right of the main doors into the sanctuary.
    • Set up signs, hi cards, parking passes, pens.
  • Lending Library items are under the black table to the left of the sanctuary doors.
    • Put out the Adult books on the left.
    • Put out the Kids books/coloring stuff on the right.
    • Put the white “Lending Library” sign in between.
    • Make sure everything looks generally neat and tidy.

__________

Tear Down Team

Call Time: 10 min after the end of service (Meet Near Coffee Station)

(1) Coffee – everything is stored under the table with the black table cloth. 

  • Hot Coffee:
    • Take Percolator down to the Kitchen. Toss the grounds, dump the extra coffee, wash all components with soap and water. 
    • Bring Percolator back up to the coffee area and put it under the black table. 
  • Cold Brew:
    • Take just the clear upper chamber and the drip tray down to the Kitchen and clean it out with soap and water. 
    • Bring it back upstairs and leave it in “cold bin” located under left black fold up table in upstairs foyer. 
  • Empty the water, and bring the container back upstairs under the left table. 
  • Clean and wipe the table itself. Put away extra sugar, cups, etc., under the table with the black tablecloth. 
  • Bring the remaining creamer & simple syrup (sugar water) down to the kitchen and put it in the refrigerator. Notify tim@sanctuaryri.org if either of these are low and will need to be replaced for the next week. 
  • Empty the trash, and take the bag down to the dumpster in the parking lot. 

(2) KidCity – Everything is stored in the Pre-K Room. 

  • Check-in Station
    • Place all of the table-top items into the clear bin with white top.
    • Move all these items to the Pre-K Room, try to organize them into nice groups rather than just throwing things on the ground:
      • Tablet Stands
      • Table
      • White Bin
      • Rug
      • 2 Check-In Signs
      • 1 KidCity Sign
      • 1 Large White KidCity Banner
      • Colorful divider
      • Pipe and Drape by the doorway. 
      • Colorful Floor Dots
  • Nursery Room
    • Make sure everything is tidy
    • Take down the large pipe and drape from the hallway outside the Nursery Room (the one with the glass doorway). 
    • Clean up the floor if there is any trash or crumbs around. 
  • Pre-K Room
    • Everything is going to be stacked in this room so it will be cluttered looking. 
    • Make sure there is no trash or crumbs laying around. 
  • Elementary Room 1 (Fellowship Hall)
    • Break down Pipe and Drape. **NOTE: All of the pipe and drape for the classroom setup is marked with black tape on each pipe and the drapes are in a bin with black “X’s” on it. These pipes need to be kept together with Bunji cords. 
    • Put away Round Tables
    • Move TV stands up the ramp into the classroom off of the stage. Neatly tuck them to the right.  
    • Put away flower rugs, pillows, and tiny chairs into the Pre-K room. 

(3) Sanctuary

  • Clean up the pews – make sure there is no trash. 
  • Look for any Your Story or Hi Cards – place these into the Next Steps Drop Box.

(4) Rally Room

  • Clean up trash
  • Move the table along the wall back to the center of the room (the two tables make one large conference table). 
  • Put chairs around the tables. 
  • Take any trash out to the dumpster. 

(5) Signs

  • Goes into the Pre-K Room:
    • Extra Large “Church for the City of Providence” sign in the entry lobby. 
    • “Kids” sign on the first step to the right of the Extra Large lobby sign. 
    • Nursery with Arrows sign in Fellowship Hall in front of the fire extinguisher pointing towards Nursery Room. 
    • Normal Nursery sign at the bottom of the stairs going INTO the Nursery room (in the room with the glass doors). 
    • Check-In signs on either side of check-in stations. 
    • KidCity sign to the right of the right check in sign (so it’s visible from the doorway). 
    • Two other pop-up signs on both stairways to help hide cords & busted wall. 
    • Next Steps Large Banner upstairs across from the coffee area. 
  • Goes into the foyer by the Main entrance:
    • Parking signs outside. 
    • Feather Flags outside. 

Greeting & Next Steps Teams

  • UPDATES:
    • All Hi Cards and Your Story Cards go into the Next Steps Drop Box.
    • Next Steps – text picture of each Hi Card & Your Story card to (360) 909-9408‬. Don’t forget to check the brown drop box for any leftover cards.
  • Meeting:
    • Greeting team arrives 45 minutes before the start of service. Meet by the main front doors.  
    • Put out all exterior signs:
      • Main Sanctuary A-Frame
      • Two Parking A-Frames
      • Flags in front
    • Make sure the crossing guard stop sign and vest are in the front door.
    • Determine placements of each greeter (and who will be crossing guard).
    • Attend Rally upstairs.
    • Greeting team will head to stations 20 minutes before the start of service. 
  • Greeting:
    • Guiding new guests. Assume that someone you don’t know is a first time guest. Greet them, welcome them in, thank them for coming. Point them to where they should go. “Hi, welcome to Sanctuary Church! I’m so glad you’re here. You’ll find the kids check-in area through these doors. The bathrooms are right here. The coffee bar and sanctuary is up these stairs. Let me know if you have any questions.” 
    • Welcoming everyone coming in. Generally greeting everyone who’s walking in with a smile. Inform them of any specific changes about that particular Sunday. For example, “KidCity Check-in is upstairs today” if it’s upstairs. 
    • Anticipating needs. Try to think one step ahead of the people walking in. Do they look lost or confused? Step towards them and guide them along. 
    • Once the gathering starts, help people find a seat if they come in. “Hi – can I help you find a seat?”
  • Throughout gathering:
    • Keep your “Greeter Hat” (and your “I can help” name tag) on throughout the rest of the morning. 
    • Look for those who are new or alone. Engage them in conversation or invite them to ask any questions they have about the gathering. 
    • Point them to the Next Steps Bar if they have a question you don’t know how to answer. 
  • Attendance Count
    • Greeting Team Leader needs to do a headcount once the sermon begins (after KidCity is dismissed).
    • Make sure to count all the people in the sanctuary (including teams) and balcony. 
    • Text the headcount to Tim at 5189280232. 
  • Next Steps Bar
    • Make sure the bar looks welcoming and presentable. 
    • Don’t forget to wear your name-tag. 
    • Look for people who are new or alone.
    • Be friendly and engaging. 
    • Answer what questions you can.
    • Direct them to fill out a Hi Card for any questions you don’t know how to answer (really, you can use the Hi Card for pretty much any and every interaction). 
    • Try not to look unapproachable as you’re waiting for people – smile and welcome them in to conversation. 
    • Take a picture of all “Hi Cards” and “Your Story Cards” and text an image to (360) 909-9408‬). Leave all cards in the brown drop box.

Prayer & Communion Teams

  • UPDATES:
    • All Hi Cards & Your Story cards go to the Next Steps bar (into the brown drop box).
  • Meeting:
    • Gather with the teams at the Rally Room 35 minutes before the gathering. This will be an opportunity to hear about the plans for the gathering and get an idea of what might be happening during the prayer time. 
  • Gathering:
    • During the gathering, be praying over the service. Pray for the leaders, congregation, KidCity teams and kids, etc. 
    • As the sermon is wrapping up, you’ll head to the front left (by the prayer banner under the crows nest). 
    • Put on a Prayer Name-Tag and be ready to pray with people as they come up. 
    • Look for cues from the stage but typically you will stand during the closing songs and stand visibly in the Prayer area. 
    • Sometimes other leaders or pastors will join you and stand on the other side of the stage. 
    • As people come forward to pray some will come to you directly, some will sit or kneel in the front. 
    • When you’re not praying with someone directly, look for people sitting or kneeling in the front, join them and ask them if you can pray with them.
  • Post Service:
    • Linger for about 10-15 minutes after the close of service.
    • Be welcoming and smile. 
    • Look for people that may be lingering as well in the pews. Sometimes you’ll have an opportunity to check in with them and ask them if they need prayer. 

KidCity Team

Meeting & Rally: 

  • KidCity teams arrive 30 minutes before the service and meet by the Check-In Station downstairs for a KidCity Rally time. 
  • We will pray together, talk about any special things happening that day, and talk about any last-minute changes. 

Check In:

  • Turn on the printers
  • Turn on the tablets (double tap the screen if they’re already booted up but the screen is black. Open the face using the key in the back and push the on button if they’re not booted up). 
  • Unlock with a Z pattern. 
  • Open the “Check Ins” app (purple). 
  • Test the printer
    • click on the Settings gear in the bottom right
    • don’t enter a code, look for the “Printer Settings” button at the bottom. 
    • Click on “Printer Setup”
    • Select Brother printer BT if available. 
    • Click Test Print. 
    • If there are more issues beyond this, contact Tim Moroz. 
  • Set out the Megaboom Bluetooth Speaker and turn on music.
    • Use the tablet with the white rubber ring on the bottom
    • Open the bluetooth settings and make sure the tablet is connected to the Megaboom. 
    • Open Spotify and Play the “Kids Worship Songs” Playlist. 
  • Clean up any clutter and make sure there’s a trash can available. 
  • Make sure Classroom Lead Teachers have “Check Ins” app on their phones and are ready to run check out. 

Nursery:

  • After Rally you will go to the Nursery Room and make sure everything is ready and welcoming. 
  • While check-in is happening we will stagger how many people are in the Nursery area.
    • Start with one person in the room and the remaining volunteers can help guide, greet, and welcome people in. 
    • For every 4-5 kids that arrive and go into the room, move one volunteer at a time into the Nursery area until every nursery volunteer is in the room. 

PreK & Elementary: 

  • After Rally you will go to the PreK & Elementary rooms and make sure everything is ready and welcoming. 
  • Look through the curriculum & crafts/games to familiarize yourself with it. 
  • If you’re missing anything or don’t understand something, notify the KidCity Producer immediately. 
  • Double Check Screens & Videos:
    • Turn on the TV’s (plug them in if they’re unplugged)
    • Use the TV remote to load the flash drive
    • Navigate to your classroom > Month > Week
    • Test the weekly Song and Lesson Videos. 
    • Make sure the volume is set to no louder than 17. 

Check Out: 

  • No child leaves the classroom without a parent/guardian checkout code. 
  • Check the code on their sticker against the code in the Check-Ins app then check the code on the child as well. 
  • Click the arrow box next to the child’s name to check them out of your classroom. 

Producer

Thursday before:

  • Connect with the staff team to make sure you’re aware of any changes for this Sunday.
    • Join 10am Thursday “Sunday Wrap” Meeting via Zoom
  • Text all teams to remind them of their roles, inform them of any changes/updates.
    • Use these text templates to send a group text to the Set Up, Greeting, Offering, Communion, and Tear Down Teams https://www.icloud.com/notes/0e1ltjRjazQHwy1TyzSIxcqAg#Hospitality_Texts
    • Let them know of any changes and/or updates
    • If you do not hear back from any team member, please send them a personal text message to confirm. Contact Margarita if you do not hear back

Saturday before (or Sunday morning at 8a sharp):

  • Go to Trader Joes at 425 S Main St, Providence, RI 02903 to pick up supplies.
    • One large canister of coffee (you will need to open it and grind it right there with the grinder by the coffee stand)
  • One large half n half
  • One large oat milk
  • One bunch of bananas (for the rally room)
  • One pastry/breakfast item (for the rally room)

Sunday Morning Pre-Service:

  • Check in with each team leader as they come in. Pray with them. Remind them of any updates or changes to this service.
  • Assist with set-up.
  • If a team is missing someone, try to fill in the hole by texting people to cover or step in and assist on that team.
  • Run logistical side of rally. Walk through any transitions, cues or things that are different that week. Fill any remaining holes. 
  • POST RALLY: Walk through + tidy all areas the will be used bathrooms/lobbies/tables +chairs/stairwells/balcony/RALLY ROOM to ensure they are ready for a good guest experience.
  • Pay attention to the little details that others might miss. Make sure everything is neat and tidy.
  • Move offering baskets to the ends of the front pews.

During Service:

  • Stand at the back of the Sanctuary through service to support teams and be aware of any situation that might arise or anyone who needs assistance during the service.
  • Remove pew ropes as people start filing in
  • Keep refreshments + supplies stocked (water, cups, sweeteners, etc)
  • Keep back bar and lobby space clean and pleasant
  • Take attendance during sermon and text Tim (include congregants + volunteers)