Select Page

Encounter Coordinator Proposal

In 20 seconds or less

 

 

 

World Harvest Church would like a Coordinator to excellently prepare for one of their most important events…The Encounter.

 

  • Coordinate & Manage major & minor responsibilities on behalf of the Event Director, Grace Hufton
  • Communicate with Leaders and work with Encounter Staff to ensure 100% event success
  • Create and Manage a Promotional Plan in order to assist with recruiting participants – using social media and other church resources

Details & Responsibilities of the Encounter Coordinator

Click the plus sign to reveal more details

What To Expect from your Coordinator:

8 Weeks Prior To Event:

  • Phone Call List for Staff and Others to make calls to promote
  • Plan Encounter social media posts
  • Schedule Pre-Encounter Meeting
  • Schedule Encounter Consecration Put on Planning Center Calendar
  • Call Interested Participants
  • Set up Encounter Interest form on Church Center (including auto email)
  • Email key leaders a “Save the Date”
  • Update Encounter church center info
  • Update Encounter registration form – church center
  • Plan Encounter T-Shirt Day
  • Plan Encounter Banner for the lobby
  • Make sure there are Encounter Interest Cards
  • Schedule someone to share Encounter testimony on a Sunday
  • Make sure the Encounter is included in the church’s weekly email
  • Contact and confirm Representative Leader

6 Weeks Prior To Event:

  • Update Encounter Helper Form
  • Send Encounter Helper Recruiting Email
  • Check Encounter Inventory
  • Order Supplies Needed
  • Schedule Helper Meetings (Zoom and/or In-Person)
  • Schedule Encounter Dream Team Dinner Meeting
  • Schedule Helpers with MOH Director
  • Get Pastor to dictate a Welcome Letter for the new year

4 Weeks Prior To Event:

  • Give Name Posters and Paint Supplies to Vicki
  • Schedule Translators
  • Share Registration Document with Vicki
  • Print Pre-Encounter Booklets
  • Touch base with Representative Leader
  • Send list of Participants to church members to write letters
  • Have someone pre-cut the ropes
  • Give access to edit Helper Schedule to Debi
  • Meet with Hotel Sales Manager at Hotel

2 Weeks Prior To Event:

  • Collect Badge Group Images/Scripture
  • Create Encounter Participant and Helper Check-In
  • Schedule Helper Reminder Texts (Club Texting)
  • Touch base with Representative Leader
  • Ask Frank to prepare fire for Encounter Consecration
  • Request early check-in at hotel for Pastor Mirek
  • Create & Send Room Assignment Document to Hotel
  • Start organizing the different participant lists (hotel room, bus loading, etc.)
  • Ask Frank/Frankie to set up Fellowship Hall for Thursday Dinner
  • Share list of participants with Pastors
  • Email Ministry Description and Agenda to Debi for Prayer Room
  • Ask Jodi to create a Zoom link for Encounter Celebration
  • Make sure Bonnie sends link to Representatives
  • See who can help with Encounter printing day (Wednesday before)
  • Send dietary restrictions to Monty (2 weeks out)
  • Make sure buses are cleaned and gassed up – Ask Frank/Kim

Week of Event:

  • MONDAY – Place Sam’s Club order online for snacks & drinks
  • TUESDAY – Go to Sam’s Club to pick up order
  • TUESDAY – Check SR Truck – Make sure it is empty
  • TUESDAY – Clean out 2 black hot boxes in pantry (for Monty)
  • TUESDAY – Clean out main church refrigerator
  • WEDNESDAY – Print Everything on the “To Print” List (Except Participant Lists)
  • WEDNESDAY – Make sure shuttles are full of gas
  • WEDNESDAY – Email list of Representatives to person who is calling them
  • THURSDAY – Print Participant Lists, Get Church Camera & SD Cards, Ask Tessa to pick up Fruit

Pricing

Your Investment

Below you will find the cost of the services requested.

 

Click the plus signs to reveal more details

Encounter Coordinator Investment

Your Investment For Requested Services:

$2,000

 

Scroll further down to view and accept your quote…

Thank you for the opportunity!

2022 World Harvest Church Proposal