Planning Timeline

11 Months Out – March – April
Small Group material written for editing and layout

10 Months Out – April – May 
Book band & speaker
Set dates to record small group intro videos

9 Months Out – May – June
Deposits paid to band and speaker
Small group intro videos filmed and submitted to editor

8 Months Out – June – July
Ideas for mission project and recreation
Book band and speaker (pay deposits)
Purchase S.G. material and send to churches
Begin S.G. leader search

6 Months Out – August – September
Start promos

4 Months Out – October – November
Look for host homes – start with previous year host homes
Solidify S.G. leaders and contact them (make sure they have material)
Line up can food pickup and transport on the Saturday

3 Months Out – November – December
Begin to recruit teams – Food, Setup, Transportation, Cleanup, Missions, Recreation

1 Month Out – January
S.G. Leader training/meeting

Church-wide promos, recruitment videos
Order shirts and arm bands
Parent meeting, send info
Start prayer chain and promo
Notify teams of Team Meeting in 2 weeks

3 Weeks Out – Mid-January
Contact host homes – give them schedule
Solidify teams – remind about meeting next week

2 Weeks Out – End of January
Close public registration
Follow-up with parents
Info sent out – email
ALL TEAM MEETING – S.G. Leaders, Host Homes, Food, Transportation, Setup, Cleanup, Recreation, and Missions

1 Week Out – February
Turn in final numbers
Gather supplies and lists
Follow-up with teams from meeting

2 Weeks After – Late-February
Follow-up meeting with all Youth Leaders
Send thank you cards to helpers
Revise timeline and to-do’s for next year based on evaluation and feedback

Typical Schedule

**This is a rough idea of the schedule, some times and places are subject to change from year to year. A complete schedule will be given to churches prior to the weekend. **


5:45pm – Group 1 Dinner at First UMC

6:15pm – Group 2 Dinner at First UMC

7:00pm – Worship Service 1 @ Grace Church

9:00pm – Arrive at host homes

9:30pm – Sessions 1 & 2

12:00am – Lights out


8:00am – Breakfast @ host homes

9:00am – Worship Service 2 @ Grace Church

11:00pm – Lunch @ Fellowship Baptist Church

11:45am – Recreation

4:15pm – Prep for Dinner/Back to Host Homes

5:30pm – Group 2 Dinner @ FBC

6:00pm – Group 1 Dinner @ FBC

7:00pm – Worship Service 3 @ Grace Church

8:30pm – Back to host homes

9:00pm – Session 3

11:30pm – Lights out


Worship @ Home Church