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