SERVICE COORDINATOR TASKS

9/30/05

1.  Participants

Make sure all participants, including guest speakers are scheduled, aware of their duties, and in communication as needed. Participants may include:  Speaker / Minister / Celebrant, Worship Leader / Co-Celebrant / Reader, Musician(s), Choir Director, Hymn selector, Reading selector, Welcomer, Ushers, Sound Engineer, Other (e.g. RE chair for teacher dedication)
                                                                                   
The Speaker / Minister sets the lead to indicate which people s(he) will contact, whether separate hymn or reading selectors are needed, etc.

The staff musician may choose to contact choir director and other musicians.

If needed, provide script to Welcomer and Worship Leader.
If needed, provide task list to Ushers.
           

2.  Church Schedule

Check RE and office schedule to be sure all appropriate information is taken into account. This includes activities during the service (Teacher Dedication, Respite) and following the service (Tree Planting, Annual Meeting, Concert)

3. Written Communications

Assure that the following are sent (consult with speaker and/or worship leader to determine who will do this):

a.  Harbinger item   Deadlines are 1st and 3rd Sundays of the month.  Each Harbinger should contain information on 3-4 upcoming services.  Give title and enthusiastically describe theme of service.   List speaker, Welcomer, Worship Leader, Musicians, others if appropriate.

b.  Order of Service Deadline is Thursday morning for the Office Administrator to receive this.

c.  Everyone e-mail : Send mid-week before the service.  Style should be warm and  inviting.  Include Harbinger item information, plus any other details which may pique interest.  Mention any unusual calendar items for that Sunday (class, concert, potluck).

4.  Guest Speaker / Musician

Communicate with Guest Speaker or Musician as needed, arrange for Honorarium check to  be prepared (printed by Office Administrator, signed by Treasurer) and delivered.
           
a.  Make sure speaker knows the theological diversity of the congregation and the  need for spiritual as well as intellectual appeal.

b.  Make sure guest musician knows the length and placement of music needed, as well as the theme of the service.    
           
c.  Agree on an Honorarium.

d.  Solicit biographical information and synopsis of the speaker’s talk, if available. Encourage suggestions for music, readings, or other service elements.

 e.  Provide directions to the church, and agree on an arrival time.

Welcome and assist Guest Speaker or Musician on Sunday morning before the service, as  needed.

5.  Sunday Stage Management

Before the Service, Check on the following:

 1.  Front door is unlocked.

2.  Thermostat is reset early enough for appropriate temperature to be reached before the service begins

3.  Chairs in sanctuary are set up appropriately: 

a.  Aisles are wide enough for wheelchair use
b.  Aisle to side door fire exit is wide enough, and piano is out of the way. 
c.  Aisle to minister’s office is clear.
d.  Rows are short enough to allow reasonable access to the middle of the row.
e.  Some rows have space for wheelchair seating (in the front & middle of the room, as well as the back).
f.  Hymnals are appropriately distributed.

4.  Sound Engineer has turned on the system, checked the microphones, etc.  Microphones are placed where needed.
                                                                                                    
5.  Lights are on.
                                                                                                   
6.  Large print hymnals and listening devices are available on the rack at the back of the  sanctuary.

7.  Offering baskets are on the shelf under the pulpit.    

8.  Chalice is ready to be lit, small candle is lit (from which to light the chalice). Votive candles and pebbles/jar of water are in place.  One candle is lit. Candle lighter and extinguisher are ready for use. Matches are available.

9.  A glass of water is available for the speaker, if requested.

10.  Box of tissues is on the shelf under the pulpit.

 11.  Pulpit, chalice stand, flower stand, etc. are in appropriate locations, allowing room for children during the story, choir while singing, etc.

12.  Fresh flowers or other arrangement are on the flower stand.

13.  Speaker and other participants are ready, with script if needed.

14.  Musicians are ready, and music stands are set as needed.  (They are stored behind the drapes in the corner behind the pulpit.)

15.  Hymnal, with hymns / readings bookmarked, is on the pulpit.

After the service

1.  Be sure candles are extingished.

2.  Return water glass to kitchen.

3.  Return music stands to storage area.

4.  Check room to be sure hymnals are put away.  Pick up unused programs and leave them in the office recyling bin.        

5.  Make sure Financial Secretary or substitute has collected the Offering money from the baskets. 

6.  Reset thermostat to “unused room” setting.     

7.  Turn off lights.

8.  Lock the front door or delegate someone to do it as they leave.

9.  Send Thank You note to guest speaker or musician, if applicable.