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Event Recaps

Good Friday

• Dim lights
• Rehearse more

Christmas Party

Things that worked out

1. All of Fellowship team showed up on time

2. There was more than enough food

3. A lot of new people showed up

4. Event went on schedule fairly well

5. All of the game, food, and decoration leaders did their jobs very well

Things to do differently

1. Make sure everyone on my team stays afterwards to clean up

2. Be more prepared for a much larger group***

3. Talk more about the Youth Group at some point. I didn't do a very good job of inviting people to join us on Fridays and Sundays in the future.

4. Make sure there are less people just walking around.

Thanksgiving Friday Children's Program

What worked:

• Using this planning page a week in advance (during FNBS) to plan.
• Rotating from Songs + indoor games (104/106) ⇒ Games (gym) ⇒ Story (Youth Room) ⇒ Crafts (114/116).
• Starting with no children in the craft station (so they could set up); also, starting with youngest children in Songs + indoor games (so they end up in the craft room at end); also starting with oldest in Story station (so they end up in gym).

What didn't work:

• A few youth committed, but did not show on the actual night; need to communicate with their parents.
• Need to communicate between with leaders regarding: where they need to be at what time.
• Need to prepare signs ("Children meet in Youth Room at 7:30 pm | (and in Chinese)").
• Need to have Chinese emceeto instruct parents to drop off children at Youth Room and pick up children before having dessert at 9:00 pm (hence, need to inform emcee in which room children would be).

Operation Christmas Child

 

What Went Well:
 
-Start promoting/getting volunteers at the beginning of October.  I found it helpful to have an ongoing OCC table that people knew to come to for questions, sign-ups etc.
 
-I thought the Christmas Tree was a nice touch and thought having the tags on it was a more visable thing for people in the church to get involved. Consider having the entire pamphlet (not just tags) on tree in order to help people in choosing appropriate gifts and packing.
 
-I thought the Youth Room worked well as a storage room and the lobby worked well for the Entry for the community.  There may be a better, more efficient way to get boxes from the lobby to the youth room, but I will let someone else's creative juices figure that out.
 
-It's good to hold a training a week or two before the collection week.
 
-Van delivery throughout the week worked out well and really cut down on the work on the last day.
 
What to Change:
 
-I would recommend there to be 2 people in charge (leader/co-leader) to cover the load of the work as well as collection week to ensure all shifts are covered and procedures are going accordingly.  It was a lot to do by myself.
 
-I would change the hours of operation to being more in the late afternoon/evening shifts.  No 8am shifts are needed.  At least one morning type shift is nice, but it doesn't need to be early and not too many of them.  Evening hours will help with more volunteers.
 
-No food is needed.  If anything at all a candy dish with small wrapped candies would suffice.  That is really all anyone took during the week.
 
-The packing party was nice, but in combination with being a Relay center it could be too much to handle and may seem really busy for that time.
 
-More promotion should happen with the Chinese Congregation.  Lots of questions came from them and could have been prevented if it was better discussed during their service.
 
-Clear expectations of how to pack a box need to be given.  Two suggestions would be to play the "How to pack a box" during church as it gets closer to the collection week or have a sample box on the table that people can check out.  I think that would have helped to not have so many boxes done incorrectly.

Fall Fun Friend Friday 2011

What worked:

• Date (Sept. 30) - no major conflicts with other events
• Honey, if you loved me game
• Silent skit - preparation and acting
• Ice cream amount - 2 buckets of ice cream & oreos
• Sanctuary - had more space to fit everyone and better A/V
• Advertising before (facebook event + reminder on fb + Friday/Sunday announcements)
• Number of people (~60)
• Worship songs (upbeat - Did you feel the mountains tremble? and Mighty to Save)
• Booklets- 2nd Greatest Lie Ever Told (next time order more-we only ordered 40, should get 60 next time)

What didn't work:

• Large group game - very difficult to get everyone together/follow directions, next time use microphone and pick easier game to organize for large numbers or break down into smaller groups, outside was cold
• Better communication with small group leaders
• Talk to AWANA leaders before to see if more of them can go to F^4
• Messy transition from upstairs sanctuary to downstairs yg room for ice cream (lots of AWANA kids)
• In general, more organized transition between each section of the night
• Should testimony be last on the agenda?
• Make more of a point of friends being welcome to come back anytime.
• Pray during small groups.

Last Blast

 

Purposes of event:

• For incoming 7^th Graders: To reflect on their time in the children’s ministry and have a smooth transition to the Youth Group. 
• For youth leaders: To get to know the new youth. 
• For children’s ministry leaders: To hear the kinds of things that the children remember most about the children’s ministry and to consider ways to make children’s ministry programs more effective. 

Key components of the event:

• Fun event (laser tag, bowling, etc.)
• Dinner and location for dinner.  If you want to have the dinner at the same location as the fun event, check with the management of the fun event location.  They may have a party room available, but in order to use it, you may need to purchase the food that they sell.
• Discussion including the following elements: 1. Children share their highlights from the children’s ministry.  2. Children’s ministry leaders affirm and encourage the children.  3. Youth ministry leaders give a preview of what the youth group will be like.  4. The children ask questions about the youth group.

Suggested communication with other ministries or leaders:

• Get the financial cost pre-approved by the appropriate deacons.  Consider splitting the costs between the budgets for Children’s Ministry and Youth Ministry.  Try to avoid asking the children to pay their way.
• Invite leaders from the Children’s and Youth Ministry.  Ask them to share encouragement with the incoming 7^th Graders (you might want to give them some examples of what you have in mind).

Suggested communication parents or children:

• This is a very busy time of year, so tell them the date, time, and place as early as possible so that they can get it on their schedule.  Consider doing the event shortly before the children are promoted to 7^th Grade.  Check with the Deacon of Education to find out when the promotion ceremony will be held.
• Invite the 6^th Graders from Sunday School and Awana and Chinese School.  Very few kids participate in all three of these, so you’ll need to make the announcements (or send the e-mails) multiple times.
• Consider using Google Documents to create a “form” for registration.

Ski Trip 2011

What worked:

• Time management - fast bus, dinner went smoothly, message ended on time, everyone back on time after skiing (had people stand @ bottom of slopes to round up others)
• Higher Grounds Retreat Center - close to Perfect North/convenient that everyone was together
• Pizza dinner - cost effective and delivered
• Resources of Case for Christ/Faith & Bibles
• Great turn-out! Emphasized importance of bringing friends.
• Advertising - fb event, newsletter, & fri/sun. announcements
• Icebreakers - handshake game & blanket game
• Exposed friends to Gospel through message & testimony
• Having van go down early to set up dinner
• Charter bus - very nice/roomy - had a bathroom, and kept everyone together
• Having 1 person (Mrs. Huang) pay for ski lift tickets while everyone else waits/gets group pic
• Ramen noodles at Perfect North (cost effective)
• Nighttime snacks (hot cocoa)
• Dessert donations from Panera - free and delicious
• Ski time - got to meet new people/spend time together
• Worship songs - only did 2 and made them upbeat so that people feel more comfortable

What didn't work:

• Too much food - had extra tangerines, chips, capri sun, poptarts, and fruit snacks at end
• Need to decide & plan on message/worship earlier
• Make clear and absolute deadline - lots of people signed up after deadline
• Bus & Lodging were very $$ - maybe make it into a day trip next time?
• Find better location for bus to park - had to walk from sanctuary to lower lot
• Stress the evangelistic aspect of the trip more
• Have a church waiver also
• Collect waivers earlier and/or with the payment
• Make sure people pay before deadline

Christmas Party 2010

Cost: $150 # of attendees: 53 Money Collected:$270

What worked:

• Peach crumble & CCCI Punch
• Christmas Keynotes
• Re-using past decorations
• Using supplies from Awana closet
• Cooking night before
• Buying groceries with at least 3 people

What didn't work:

• Ran out of soup and hamburger helper-->prepare for more than expected
• Cut out bible verses beforehand
• Make nametags beforehand
• Green bean casserole, celery and carrot soup cooked for first time day of, but better to test it out before
• Some items lost --> Mark all ingredients "for YG" and put them in the same place
• Only had 2.5 hours to prepare day of, too little time even with some of the cooking already done
• by Mona Shen

Operation Christmas Child 2010

What worked:

Very organized -- from having supplies ready to cueing up the instructional video!

Online donations via a computer set-up just for that

What didn't work:

In the future have a filler/icebreaker at the beginning; that is don't begin with eating.

Promote to families with young children

Fall Fun Friend Friday 2010

What worked:

Fun during games (ball name game and bat name game)

Different colored nametags to form small groups

Turn-out: 46 people

Integrating small and large group: eliminating awkward silences

Ice cream selection

Testimony - Kelvin

Video: very good parallel/gateway into Gospel

Fun worship songs (You are Holy, Marvelous Light)

Resources/booklets available at the end - One Second Away...

Advertising before - fb event, skit, fliers, Sunday/Friday announcements

What didn’t work:

Conflicted w/ other events (CHS orchestra party & AWANA Fall Festival)

Need to start preparing earlier (time crunch at end)

Plan games at beginning so people who are late can walk in and feel welcome

Better communication with people involved - young adult leaders/team members/worship/testimonies

After the night - encourage people to come back! (Mention that you don't have to be Asian or a Christian - just to learn more)

Fall Retreat 2010 Games

What worked:

Follow Me

• Partners: one blindfolded one leads
• Leader communicates directions to blindfolded through trail
• Good for building trust and communication
• Trails adjustable for timing

Having a back-up plan in case of rain

Debriefing questions

Having an Fteam meeting to discuss games

Planks for Island Game

Guardian Dodgeball was good but catered to the more athletic

3 Game stations with 30 min. time period each

Have two people lead game

What didn’t work:

Needed icebreaker focused on learning names

Island Game not long enough

 

College Care Packages 2009

Care Packages Prepared: 10

Total spent including shipping: $100.41

Things to do differently:

• We should collect names and addresses early in order to send packages on time
• Use smaller boxes to pack due to high shipping cost

Care package items include:

ITEM(S) QUANTITY PRICE

Cards 10 -----

Granola Bars 30 $7.36

Group Pic Photo (5x7) 10 $3.90

Hand Sanitizer 10 $10.38

Hand Warmer 20 pairs $17.69

Hot Coco Packets 30 $3

Popcorns 10 $3

Stress Balls 10 $2.50

Shipping Cost 10 $52.58

Total Cost Per Box 10 $10.04

Total Cost $ 100.41

 

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Grad Party 2010

Attendees: 45

Things that worked:

• hawking down people for money and sign-ups
• online sign-up page
• Grad caps
• senior video
• Track Down Your Senior game
• Jessica's decorations
• senior video, questionnaire, advice time, gifts
• Michelle Hu's pre-recorded advice time
• budget surplus 

Things that didn't work 

• candy melted in pinata
• more food variety (only had lasagna)
• more drinks with hot weather (ran out of 10 2-liters and punch)
• games finished quicker than expected (have backup)
• soundtrack
• watch money spent on senior gifts
• balls kept falling into river
• by Mona Shen

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30 Hour Famine 2010

Numbers:

Things that worked:

• Realistic schedule with free time (i.e. - not too packed)
• Juice bottles
• Using sanctuary on Friday PM

Things to do differently:

• Inform new parents and participants what 30 Hour Famine is (FAQ?)
• Secure participants earlier: set, communicate, and maintain a clear deadline (2 weeks prior?) ==> Have a public sign-up sheet present.
• Describe expectations of participants (e.g. - how much they minimally need to raise; what to do if they cannot attend entire event, etc.)
• Related: have participants (be they from Indy or Dayton or other) to register by completing a form which not only describe the event (details such as schedule of weekend, fund raising expectations, etc.), but also:
  • Will they sleep at church on Friday night?  If not, why not?  Do they have parental permission?
  • Will they be present for the entire Saturday?  If not, when will they join us (such either come at 9 am or 1 pm)?  (They must provide their own transport to the Saturday event.) 
• Secure donated food earlier (e.g. - start contacting restaurants in November)
• Secure drivers earlier
• Organize drivers better (e.g. - start calling parents 2 weeks prior -- after numbers are finalized)
• Communicate with leaders/drivers clearer (e.g. - leaders/drivers should have by Wednesday PM the following:
  • Names and cell phones of other leaders/drivers
  • Schedule (including names, contact person, and addresses of service projects)
• ==> Master Google Spreadsheet with tasks/deadlines/assignments, participants, drivers, service projects could be shared with all leaders (start in December)
• Coordinate and promote fundraising efforts better by having one person solely in charge of fundraising including promotion and collecting of funds.  (related: consider cutting the reverse auction unless better promotion/participation)

Issues to clarify:

• People sleeping off-site: what is allowed?

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Ski Trip 2010

Things that worked:

• Great turn out for first time!
• Soularium and testimonies seemed to work well
• Making people feel welcome/integrated
• Nice hotel/convenient breakfast
• Resource table of books/Bibles
• Discount for guests
• Diverse small groups
• Getting to meet new people
• Opportunity to share this experience with our friends
• Providing snacks
• Layout of Sunday night
• Concept of ski trip evangelism
• Delving into deep topics through Soularium/small group

Things to do differently:

• Plan transportation earlier
• Investigate hiring buses
• Don't leave church at 4 pm on Sunday (conflicts with end of Chinese School; parking lot crazy)
• Longer small group time
• Account for extra costs (i.e. hotel conference room)
• Not waste so much time eating out (maybe eat in?)
• Give surveys/feedbacks right before leaving
• Figure A/V and acoustics of conference room beforehand
• Advertise books/Bible resources more
• Later lights-out time
• Send someone over to ski slopes earlier to get tickets, etc ready
• Set up hotel rooms so that adults don't have to sleep in the same bed as the youth
• Have chaperones pay so church doesn't have to pay for the deficit
• More camera footage/group picture
• Don't lose the hot chocolate next time
• Time management- we were a little rushed with our evening activities
• Choose more generic worship songs that are easier to sing/more likely to be known
• Getting more bedrooms/ride space
• More small group bonding time
• Enforcing the leaving time from Perfect North

Numbers (attendees and budget): 62 people

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Christmas Party 2009

Things that worked:

• CCCI Party Punch . .copyright
• Creamy Cheee and Ham Casserole
• Peach crumble w/ice cream : D
• xmas msic playing in gym
• using gingerbread houses as table centerpeices after completion
• start planning early. . . 2 months'
• 5 boxes of graham crackers for gingerbread houses for 7 groups
• Remind Fteam members of their jobs to keep them in check
• Giving clues to a riddle as prize of games, print out clues next time
• Bible verse scramble; incorporates Jesus-centered activity
• assigning person to take pics
• budget

What that didn't work:

• Don't bother with $7 rule. . . didn't implement it anyway. Maybe have people pay at the door & self check-in. Save hassle of sign-up sheets
• Cook some food night before . . . bit overwhelemed
• Cover tables for gingerbread houses
• ran out of icing & mashed potatoes
• show examples & tips for gingerbread houses; make use of computer
• Create fb event to get estimate of attendees
• Clean dishes as you go . . too much at the end
• White elephant a bit long
• print/draw Frosty for pin the nose; players felt their way around the erase board to pinpoint nose . . . .use PROJECTOR!
• Make sure church doors will be open
• Check church schedule. . that nothing is going on during day of party
• by Mona Shen

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Operation Christmas Child 2009

Numbers:

• 30 youth
• 7 drivers

What worked:

Things to do differently:

• Secure more than enough adult drivers beforehand
• Give list of items to buy and not to buy
• Give a tutorial beforehand on how to pack a box OR show video:
  • Wrap lid separately
  • Label lip
  • Enclose money in envelop on top of items inside box
  • Rubberband box
• IOW, print and use this information: https://www.samaritanspurse.org/index.php/OCC/Pack_A_Shoe_Box/
• Consider buying all items in bulk beforehand to save money/time
• Set time limit for shopping (~30 minutes).  In general, everything takes longer than you think.

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Fall Retreat 2009

What worked:

•  

Things to do differently:

• Tell people to shower on Friday night before meeting at church
• Bring warm clothes, slippers, and a watch
• Bring First Aid kit (with Advil)
• Assign tasks to youth
  • E.g. - Seniors in charge of camp fire (incl. s'mores and running it)
  • Junior High girls in charge of cleaning up girls bathroom, etc.
  • Various youth to give the group devotionals
• Saturday afternoon: 2 hours of team building; 2 hours of free time
• Make 4 rows for group photo so that people are larger in the photo.
• Bring less smores ingredients: 3 boxes of graham crackers, 3 bags of marshmallows, and 20 chocolate bars should be more than enough for ~50 people. (We ate less than this in 2009)
• Costco (2009): $16.66 for 36 bars; $7.22 for 4 boxes of graham crackers
• NOTE: We have 25 chocoloate bars and 1 box of graham crackers already for FR2010.

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Graduation Party 2009 

Theme: Big City (dressed-up)

Place: Quinn's House

Time: 4 pm - 10 pm

Turnout: 60-70

 

Expenses

Received: around $225

Spent:       $234 - short $10

What worked

• Great turn-out
• Started planning very early . . . around March – helps a lot
• Assigned everyone a job, but the junior highers had easier ones
• Brought catch phrase and cards (good idea)
• As usual, the “icebreaker games” didn’t go as planned because everyone found something to do, which is fine
• Keeping receipts allowed for reimbursement
• Assigning ONE money collector ($5) helps organization of money
• Having a co-leader (Evan)
• Seniors got copy of “personal videos”
• Gift bag:
  • Chocolate grad. Caps (AWESOME)
  • Flip-flops
  • Senior video
  • Letter accent
• One of the first tasks = find editor for senior video
• Send out invitations at least 2 weeks in adv. To seniors
• Check party date to make sure it doesn’t conflict w/their grad. Ceremony
• Checking up on everyone’s tasks

What didn’t work

• Ran out of food & drinks!!!
• Didn’t ask ppl to bring drinks – ran out – oops!
• Quinn’s house = very spacious . . . but when huddling everyone in the basement, it was very crowded – big house= crucial
• Watch the budget
  •  Spider-man piñata ($25) was too costly, cheaper piñata next time
• Senior video – bit too long (70 min.), tell editor to only include parts of the footage and put the rest into “personal videos”
• Grad. Party date was also a day full of open-houses & therefore many seniors only partially attended grad. Part
• “How well do you know your seniors” was a bit disorganized since we assigned some groups seniors who didn’t arrive yet & couldn’t fill out the answers

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Praise Night Winter 2009

Date: 2/6/2009

Time: 7:30 pm - 10:15 pm

Goal/Theme: Tying in to 30 Hour Famine 2009 - Compassion/Love, Matthew 25:34-40

Venue: Sanctuary

Things that worked:

• Location was appropriate. Sanctuary allows for easier flow of people.
• Having it on Friday ensured that regular YG attendees will be there.
• Good support from Young Adults - attendance and also in worship band.

Things to do differently:

• Audio Visual - Need to assign 2 people. One for slides, and the other for sound. Good sound engineer is important.
• Time management - be realistic about time limitation. Better plan the program so we don't end too late.
• Need game plan on what happens when it takes longer than planned. Assign point person that would make a decision.
• Practice - Extra practice time needed to work out transition, and build more confidence.

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Christmas Party 2008

Expected number: 40

Actual number: 50

Things that worked:

Service project

• fundraising upstairs--raised a lot of money for that
• shopping lists, maps, mini-directory & packets really worked, made it a lot more organized
• contacting Dayspring for the family and individual
• The suggested budget on the shopping list sheets was a good idea, helped groups get an idea for how much money each item would cost and plan accordingly
• The locations were good--cheap enough and close enough.

General

• food - traditional style
• disposable table cloth - made it easy to clean up dinner. (We put a long roll of unused white table cloth in YG closet, available for future use for any YG event. Simply cut off appropriate amount with scissors.)
• money collection - collecting money at door as opposed to during weeks prior to party + sign-in sheet. (obtained much higher yield of money as compared to past parties; also easier because no need to individually bother each of 50 people to pay every week before the party.)

Things to do differently:

General

• Cookie decorating game - Don't buy so much candy. Also--use table cloth for activities like this because tables got very messy with icing.
• money collection -  Have a plan for latecomers. (There wasn't someone there to regulate the sign-in table once activities started. Although many latecomers did self check-in and money payment, a few still slipped through the cracks.)
• Ask YG members to account for any additional people during sign-up prior to the party if they plan on bringing non-YG friends.

Service project

• Bring more boxes in--and bigger boxes, not just shoeboxes
• Give drivers more of an idea of what they're doing before the event.
• Find more drivers than needed because extra people will show up.
• Raise a little more money, approximately $120- $130 a person? (this depends...some groups had more than enough, while some found the budget hard to work with...still, some groups pitched in their own money, which is good too)
• It may be better to get an even number of people in the family, just to make it easier (we had 8 groups shop for 5 people)
• Time--probably an hour is enough, some people came back much earlier than expected.

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Turkey Bowl 2008

Expected Number: 25-30

Actual Number: 45

 

Money Spent: N/A

 

Things that Worked:

Date and Location (Thanksgiving morning, River Road Park, no registration needed)

Time (generally in the morning, although maybe 10-1 would be better?)

Having leaders make teams

Liability forms

Prayer before and after

 

Things to do differently:

More supplies, especially flags and water bottles

Ask three or four trustworthy people to bring footballs, so we don't have mix-ups or too many footballs

Have someone not playing keep track of the liability forms/people coming late

If doing T-shirts, possibly involve whole youth group and start MUCH earlier (have a contest?)

 

Fall Retreat 2008

 

Expected number: 50

Actual number: 47

 

Money spent:

 

Things that worked:

 

Things to do differently:

• Add "Parent/guardian" email field to form (so as to email them final information the Thursday before retreat)
• Label/tag everything we bring (esp. worship equipment)
• Assign specific people to unload/load our equipment; they would be responsible for their item(s)
• Prohibit electronic devices

 

Media Club October 2008

 

Expected number: n/a

Actual number: ~40 (when combined with Bible study)

 

Money Spent: n/a

 

Things that Worked:

-Movie was very good

-Discussion groups

-Preparation/discussion questions with D-Team

-Enough snacks/drinks if we had actually went to Justin's house

 

Things to do differently:

-If possible, change date from Sunday afternoon to Saturday night or combine it with Bible Study permanently?

-Advertising needs to be more than just during church, possibly Facebook/email/call or fliers?

-Advertising also needs to start earlier, maybe 1-2 months instead of 2-3 weeks

-Make sure that everyone who is committed to come the weeks prior actually do come (10 people signed up to come the week before, and that number decreased to 2 the day of); possibly by calling?

-Transportation needs to be more efficient; if had occurred, many people would have not had rides.

 

Welcome Party 2008

 

Expected number: 35-40

Actual number: ~30

 

Money spent: ~$40-$50 (leftover from Christmas Party '07) -- No party fee for guests.

 

Things that worked:

(in context of outdoor party)

Hot dogs

Ice in cooler -- used ice to put in cups as opposed to putting drinks in cooler

Location - Meadowlark Park -- plenty of open space, playground, shelter

 

Notes

(in context of outdoor party)

- Hard to gather everyone together for group games (people all over the place--basketball court, playground, etc.)

- Hard to hear/talk during Guess Who game (everyone talking at once; some people leave to play on playground when not needed by their team)

(general)

- Grade 10+ supposed to bring sides; Grade 8-9 supposed to bring drinks -- Not everyone brought stuff. However, there was still enough food and drinks for everyone.

- Leave enough time to follow up with the 7th graders who did not meet RSVP deadline -- Don't wait until last few days before party day to call them.

 

Graduation Party 2008

 

Expected number: 50-60

Actual number: ~50

 

Things that Worked:

Food theme - Southwestern

Fruit trays

Decorations - simple yet effective - streamers, dangly mini '2008' signs hung from ceiling, etc.

Senior questionnaire game

Senior advice time (sent out questions to seniors ahead of time)

Loose atmosphere - hanging out

 

Notes

- If any HSE/Fishers seniors, make sure planned date does not conflict with their Commencement (different from Carmel's)

- Only a couple Sr. high people brought drinks; not enough and had to go out and buy more during party (Sr. high was supposed to bring drinks; Jr. high-snacks)

- Leave plenty of time to film/edit senior video

- Several outdoor group games planned (ultimate frisbee, etc.) but not played -- no one interested (hot weather?)

- Lots and lots of leftover food

- Some people who did not sign up for the party showed up but paid $5 at the party

 

30 Hour Famine 2008

Expected Number: 50-60

Actual Number: 45

 

Money spent and on what:

 

Things that worked:

• Games involving everyone
  • Teams/ Tribes
  • Trivia Game
• Right on schedule
• Jeff's soup
• Car ride system
• Four juice breaks

 

Things to do differently:

Beforehand

• Consider using 30HF consent form for more precise sign-ups and legal liability
• Require participants to bring goggles and gloves for potentially hazardous service projects
• Suggest participants bring slippers to wear in church if shoes become dirty
• Update group and church on funds raised (perhaps using a thermometer like this one or this one).
• Better promotions...more hype. possibly a video?
• Start planning MUCH earlier!
  • Food
  • Fundraising.
  • Tell worship team at least 3 weeks early.
• Sign-up deadline
  • know number of people ahead of time.

The day of...

• Service projects-
  • organization/better communication with the volunteer coordinators--know exactly what we're doing.
  • maybe some new places?
  • uneven workload for youth-groupers.
• Consent forms (possibly dangerous service projects)
• Earlier sleep time?
• A little rushed
• More God-focused in the future (prayer before starting service projects)
• Use of Gatorade in a large jug instead of small bottles for juice breaks?
• less-mess for games.
• Cut down some free time in between the bible study and the second part of 30 HF

 

Christmas Party 2007

Expected Number: 60

Actual Number: 55

Money Spent:

 

Things that worked:

• Organizing transportation beforehand
• Graham-cracker house activity
• Many compliments on cooking/food

 

Things to do differently:

• Food, make sure we make bulk of things instead of a variety of many things
• Clean-up (better organization on who's doing what)
• Money collection (more efficient, keep track of people)
• Be more clear on OCC (deadlines, boxes, etc)

 

Children's Program 2007 (Thanksgiving)

Expected Number:

Actual Number: 80 (?)

Money spent:

 

Things that worked:

• Dividing up younger and older kids
• Different stations and games
• Great attitude and service by many of the youth

 

Things to do differently:

• Be prepared to divide up kids right after gym is cleared in order to avoid confusion / nebulous feelings amongst children and parents
• Pare down number of youth to only those who will actually serve (other youth just goof off and are a distraction); perhaps 20 such youth?
• Prep youth on games / crafts to be done before
• Better security for check-in and check-out of youth to parents / guardians (this is systemic issue relating to the nursery and children's SS)

 

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Fall Retreat 2007

Expected Number: 40

Actual Number: 53

Money spent:

 

Things that worked:

• Publishing info on website
• Training module for Saturday morning devotions (that is, praying through Scripture)

 

Things to do differently:

• Continue to use paper copy / flyer for promotion
• About 60% utilized the online registration. Digital-ness best for registration and health/consent form; online payment is not as crucial. For subsequent retreats, consider forcing all to register online, but give option to pay via check. Maybe use RegOnline, WuFoo, or EventBrite next year.
• Give discount for registering online.
• Request following to make sorting easier: gender, grade; And phone # for calling those who are late on departure date.
• Also have health / liability form part of the process (in order to decrease number of "orphaned" payments)
• Create cancellation policy and discipline policy.
• Again, remind people to eat dinner on Friday night
• Bring extra Bibles, first aid kit,
• Prohibit knives
• Map to hospital
• Tell online registrants that their credit card will be charged and to expect such a charge at the end of October.

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Parent Meeting 2007

Expected Number: 30

Actual Number: 40

Money spent: Tina ordered lunch; we took a free will offering. Came out in the black.

 

Things that worked:

• Lunch
• Basic format of games, intro, q & a (slides here)
• Short (12:30 to 1:40 including lunch; started meeting @ 1 pm)

 

Things to do differently:

• For sign-in, add a line where parents indicate child's name
• Remind parents that YG starts at 7th grade
• Build up to free Fall Retreat
• Have prizes for winners of game
• Remember Chinese school starts at 2 pm

 

Welcome Party 2007

 

Expected Number: 30

 

Actual Number: ~40

 

Actual Monies Spent: $10-$15

 

Things that Worked:

• Newcomer Invitations
• Small groups
• Games

 

Things to do Differently:

• If possible, find a date where no other church events coincide
• Confirm food situation ASAP

 

Coffee House Fundraiser 2007

http://ccciyg.pbwiki.com/CoffeeHouseSTMFundraising

 

Expected Number: 80

 

Actual Number: ~200

 

Actual Monies Spent: $0

 

Amount Raised: ~$1700

 

Things that Worked:

• Food - All donated. Panera, Starbucks, Parents.
• Time - Friday night in the Summer is good. Helps that the setting allows people to come and go as they please.
• Coupons vs. Cash - One roll of 2000 coupons is about $5. Good investment for easy exchange of funds. Entrance fee - $5 per person, $15 per family. Give 2 coupons for each person. 1 coupon per food or drink item. Charge for extra coupons. Cash exchange done in one location with the cashier.
• Great support from parents and CCCI YG. A lot of valuables were auctioned, and CCCI YG contributed artwork and self for auction. Clean-up was easy with many volunteers. Help in A/V from adult was valuable.
• Having bands/performers from outside draws non-CCCIYG members.

 

Things to do Differently:

• Think through realistic and efficient method of making drinks - coffee and tea. Consider making ahead of time.
• Wax from candle on table cloth - extremely tough to remove. Careful when putting candles away during clean-up.
• Consider ways to obtain information of visitors for follow-up. A lot of visitors showed up, but we do not have a plan in place to intentionally connect with them. This event was planned as a fundraiser, and was not seen as an evangelism tool.

 

 

Graduation Party 2007

 

Expected Number: 60

 

Actual Number: 50-60

 

Actual Monies Spent:

 

Things that Worked:

 

 

Food-Kabobs (yummy)

Good timing

Senior Advice was a Plus!

 

Things to do Differently:

 

 

Take all food before leaving house

Less food (especially cookies, drinks, and snacks)

Outdoor/Indoor Games (especially when weather is hot)

 

Prayer Night (Fellowship Team) 2007

 

Expected Number:

 

Actual Number:

 

Actual Monies Spent:

 

Things that Worked:

 

 

Mixed stations

Current Events

Groups, mixed between the grades

Leaders at each activity or station

Calendar Activity

 

 

 

Things to do Differently:

 

 

Plan ahead (especially for skits)

Clarify information (know when the event is, know who's doing what)

The questions probably need to do with authenticity

More organization in general

 

Christmas Party 2006

 

Expected Number: 60

 

Actual Number: about 50?

 

Actual Monies Spent: over $300

 

Things that Worked:

 

 

Food

Games

 

Things to do Differently:

 

 

Plan ahead

Money Collection (any ideas?)

Change it to Saturday to not conflict with Candlelight Service

 

Welcome Party 2006

 

Expected Number: 40

 

Actual Number: 30-35ish

 

Actual Monies Spent: $96 (12 pizzas, $8 each)

 

Things that Worked:

 

 

Guess Who? Game

Introduction

Dividing Into Groups

Amount of food was just right

 

Things to do Differently:

 

 

Advertise Event at least 4 weeks ahead

Ask people to bring $5 instead of $3

Be more anal about paying $

Have party on another date (instead of on Sunday due to Chinese School)

Similar to above entry, try to make sure more 7th graders can attend that date

 

Grad Party 2006

 

Expected Number: 50-60

 

Actual Number: about 50

 

Things that Worked:

 

 

Distributing tasks among Fellowship Team

Timing was great

Decorations

Food (less salad and dessert)

Games

 

Things to do Differently:

 

 

Collect money from all guests

Get utensils beforehand

Don't waste cups or plates

Be more time efficient in making gifts

Start a little later because most people didn't arrive until later?

Forewarn guests of "water" activities

 

 

Youth Day of Caring 2006

 

Expected Number:

 

Actual Number:

 

Things that worked:

 

 

Organizing through United Way.

Breakfast and tools provided.

Leaving time was perfect.

Half day instead of full day of service seemed better.

Outdoor instead of indoor service seemed a better fit for spring.

 

Things to do differently:

 

Make sure there's food for lunch. We should eat as a group afterwards.

 

 

Gleaners Service Project 2006

Expected Number: 22

 

Actual Number: 17

 

Things that worked:

 

Map using template

Drinks and donuts for breakfast

 

Things to do differently:

 

Start a little later. 7:30 seemed a little early.

Plan numbers of attendees and rides earlier.

 

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Christmas Party 2005

Expected Number of Attendees: 50

 

Actual Number: 60

 

Things that worked:

 

Bringing dry/canned goods to donate

Games

Meeting the neighbors; using the cards to let them know about our youth group/church

 

Things to do differently:

 

Maybe start sign-up earlier so we can have a better estimate on people

White Elephant in General (during and reminding people to bring gifts)

Better method of organizing people into groups and communicating instructions for caroling

 

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Serving Children Thanksgiving 2005

Number of Children: ~50 (?)

 

Things that worked:

 

Showing three movies

Turkey bowling -- kept the kids entertained for at least 30 mins (but a lot of prep work)

Human foosball -- low prep, low supervision needed, kids sitting in one place

Red Light/Green Light, Sharks and Minnows-basic but fun games

 

Things to do differently:

 

Prep YG members on roles (assign?)

To add on to the above comment, hold a brief meeting beforehand to explain the games being played and assign tasks, think of ways to involve everyone

Better planning around keeping kids entertained while prepping for games

Better control of kids, whether it's setting rules/expectations up front or using whistle, etc.

Whether teams needed or not, divide kids into groups of about 5 kids and put several youth in charge to keep track of those kids, explain rules, maintain discipline, etc.

Let YG members be involved in playing WITH the kids

Actually really plan for how long games will last and how many games we are supposed to be planning for

---

Turkey Bowl 2005

Attendees: ~ 40

 

Things to do differently:

Have kids make their own teams, whether before or the day-of. Coordinating teams too difficult with no-shows and late arrivals.

Have kids get flags on immediately after registration. Find ways to move kids away from registration area after turning in waiver/$ to avoid congestion.

 

Files downloaded:

1. Rule sheet for kids

2. Waiver for kids

3. Notes for coordinator

4. Suggested Action Register for coordinator

 

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Fall Retreat 2005

Expected Number of Attendees: 35

 

Actual Number: 48 (26 guys, 22 girls)

 

Things that worked:

 

Bus can hold 40 ppl max

Voluntary one-on-ones

Games like "Act it Out", "Capture the Flag", "Honey, If you Love Me..."

Things to do differently:

 

Give a "prepare your hearts for retreat" sermon week before

Bring bottled water if tap water if foul

Maybe have a unity message as well so we can bond better during the retreat

Remind ppl to eat dinner on Friday

Remind ppl to dress warmly

Prohibit electronic music or gaming devices

Go over rules and punishments beforehand

Sunshine mail (folks decorate their own bag)

15 passenger vans [update: ~$100/day]

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Parent Meeting 2005

Expected Number of Attendees: 60

 

Actual Number: 40

 

Things that worked:

 

Having someone in charge of the kitchen

Small Group sharing about the joys and challenges of parenting a youth

Games for "money" (discounts off Fall Retreat)

Things to do differently:

 

Parent Sign In sheet should include place for name and youth's name

Information verification needs to be more organized. Around the room on tables by last name?

Have blank forms to fill out for those parent whose youth do not have a form yet (e.g.--7th graders)

Get brochure to copier earlier (cost $48 for 75 two-sided color copies)

 

 

 

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Welcome Party 2005

Expected Number of Attendees: 41

 

Actual Number: 42 (about)

 

Budget: N/A

 

Actual Monies Spent: $120 (pizza: $8/each)

 

Things that worked:

 

Games (specifically: Majority Rules, Fact Game)

Group Time

Welcoming Newcomers

Things to do differently:

 

Make all Fellowship Team involved

Do a better job in getting food/money on time

Maybe not just do games/icebreakers, do something different

Event Resources

30 Hour Famine

• Community Service Projects - Organization contact information.

Expectations

1. Christ-like character at home, school, work, church, online, and beyond.
2. Community involvement during Sunday worship [required] and other gatherings [encouraged].
3. Communication is generous, but concise (see below).

Here are the main ways we communicate:

1. Weekly email newsletter: Read it! In addition, if you have content, please submit to Justin by Wednesday AM.
2. Facebook page: Use it! If you are leader, you can be made an admin so that you can post events.
3. Church website: Explore it! In particular, enter events on the calendar and edit this handbook as is fit.
4. Announcements: Share them! Please let Justin know in advance if you'd like to make an announcement.
5. Personal invitations: These are the most effective means of getting the word out.  Use our church directory to find contact info.

Resources

Games

• EGAD Ideas
• The Source for Youth Ministry
• Youthworker
• How to not lead games

Teams

English Ministry Teams

Education (Resources)

Caring (Description)

Missions

Worship (Description)

Youth Ministry Teams

Fellowship (Description)

• Quinn (2012)
• Melinda (2013)
• Sen (2013)
• Eric (2013)
• Jane (2012)
• Jonathan (2013)
• Silvia (2013)
• Rui  (2013)
• Allison (2013)
• Stacy (2013)
• Tiffany (2013)
• Andrew T. (2014)
• Jacob (2014)
• Joyce (2017)
• Evelyn (2015)
• Eileen (2015)

Discipleship (Description)

• Kevin Z. (2012)
• Quinn (2012)
• Elizabeth H. (2013)
• Liane (2013)
• Crystal (2014)
• Jennie H. (2013)

Ministry (Description)

• Michael W. (2012)
• Sen (2013)
• Nick (2013)
• Michael P. (2013)
• Joy (2013)
• Cindy (2017)
• Vivian G. (2017)
• Sarah (2017)
• Jennifer 

Worship (Description)

• Jessica (2012)
• Joshua C. (2014)
• Grace Young (Adult)
• Kristi (2012)
• Silvia (2013)
• Elizabeth H. (2013)
• Mike (Adult)
• Andrew T. (2014)
• Justin (Adult)
• Siqi (Adult)
• Sen (2013)
• Joshua H. (2012)
• Aurora Z. (Adult)
• Nick (2013)
• Jane (2012)
• Zachary (2016)
• Billy (2017)
• Nathan (2017)
• Sarah (2017)
• Liane (2013)
• Bella (2012)

Evangelism (Description)

• Kristie H. (2012) 
• Janine Tang (2015)
• Tiffany Chou (2012) [part-time]
• Silvia L. (2013) [part-time]
• Billy Bai (2017)
• Nathan Li (2017)

AV Team (Description)

• Michael M. (Adult)
• Tiffany C. (2012)
• Kevin Z. (2012)
• Peter B. (2013)
• Humphrey L. (2013)
• Joshua C. (2014)
• Eileen C. (2015)
• Eunice H. (2016)
• Kathryn L. (2016)
• Joyce T. (2017)