Physical Arrangements - Facilitator Guide
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Additional Information
The Physical Arrangements/Chapel Support Facilitator ensures that all the spaces for the entire JOURNEY process (meetings, retreat weekend, follow up) are reserved, set up and taken down. This person also sets up the chapel and schedules people to provide prayer support in the chapel throughout the retreat weekend.
Reserve all rooms for weekend and JOURNEY with Christ
Inventory and procure all supplies for the weekend, including foot washing supplies
Develop plan for set up and take down; organize crew to assist (current team may assist with set up; likely will not for take down). Ensure that original placement of tables, chairs, desks, etc. is maintained.
Be familiar with sound systems, climate control, alarms. Have access to janitorial and restroom supplies (trash can liners, brooms, paper towels, soap, toilet paper, etc.)
Have two sets of Master keys for rooms, doors, closets.
Determine signage needs, indoors and outdoors.
Train sacristans if needed
Arrange for visiting priests for Reconciliation, including invitations, confirmations, stipends, thank you notes
Assist in identifying a Teen Witness, if needed
Early in the process, the Physical Arrangements Facilitator should schedule rooms for the following activities:
Retreat weekend (see list below)
The JOURNEY Begins (large meeting room, similar to Witness Room, and church, one evening within a week of the JOURNEY retreat; night of the week determined by Continuation Committee)
Sharing Our Journey (large meeting room, several nights depending on the size of the group; night of the week determined by Continuation Committee)
Evening with the Holy Spirit (large meeting room, one evening following the conclusion of Sharing Our Journey; night of the week determined by Continuation Committee)
Living a New Life in Christ (large meeting room, one evening about 1-2 weeks following the JOURNEY retreat weekend; date determined by Continuation Committee)
Day with Jesus (large meeting room, about 12 months after a person has attended the JOURNEY retreat weekend or 6 months after a person has helped give a retreat weekend; date determined by Continuation Committee)
Facilities for the retreat weekend
Witness room. Large enough for four to six round tables (42" in diameter), open space in front of room, rectangular table in back. MUST BE AVAILABLE FRIDAY APPROX 6 PM UNTIL SUNDAY NIGHT. (Number of tables determined by number of invitees.)
Chapel. A room to use as small prayer chapel; seating all invitees and team comfortably; Blessed Sacrament in the room if permitted; if lighting is fluorescent, please procure lamps; decorate space to support prayer and reflection. MUST BE AVAILABLE FRIDAY APPROX 6 PM UNTIL SUNDAY NIGHT. It is helpful to be close to the witness room.
Sleeping Rooms. Appropriate rooms for invitees and team to sleep in. Window shades for appropriate privacy; space for cot/mat and chair for each person. If needed, may be vacated for Sunday morning religious education.
Bathrooms. Needed are toilets and sinks for use by all on weekend. If there are few sinks, perhaps change all rest rooms to accommodate one gender (all men or all women) for weekend use. Please be sensitive to have enough bathroom supplies for weekend use by invitees, team and others who use facilities. Showers are optional.
Dining area and kitchen. Normal schedule for the weekend does not permit team members to prepare meals. Help outside the team is needed. Snacks should be generally available during the weekend.
Recommend simple, non-gaseous meals. May be different simple menus for men and women weekends. On late Friday and Saturday evening and Sunday afternoon, there is a need for special snacks. Appropriate snacks might be cookies, pizza, simple sandwiches, fruit, soft drinks, juices, cheese tray, coffee, decaf, tea. We do not recommend alcoholic beverages.
Break Area. Weekend retreat needs a break area. If kitchen is close to witness room, that can be used. Otherwise, prefer a table or two in hall outside the witness room, with coffee, decaf, tea, maybe cookies, fruit, etc. for breaks.
Team room. Small room with table or desk space to store support letters discreetly and other supplies. Not a sleeping room.
Rooms/spaces for Reconciliation (if Reconciliation will be offered on the weekend). Needed Saturday evening. May need softer lighting - lamps.
NOTE: Please be sensitive to make proper adjustments to school bells, heat on/off times, and air conditioning units.
Equipment
Chapel. Needs Blessed Sacrament if permitted, soft lighting (lamps), vestments for weekend liturgy, chairs for all on weekend, parish songbooks, candles and crosses for Reconciliation rooms, and stoles for confessors (if Reconciliation will be offered on the weekend).
Witness Room. Needs lectern, a place to write announcements if needed (blackboard, whiteboard, large Post-It), a round table for each table leader, chairs for all (cushioned are helpful), 6' or 8' rectangular table for directors and music player. Also needs a small table for Bible Enthronement, a processional Bible and a large crucifix/cross.
Materials
For invitees and team. Inexpensive New Testament for all invitees and team for all to keep. Old Testament/Psalms not normally required. Recommended: New American Bible or Good News Translation New Testament.
Important Note: There is great value in each invitee and each team member having the same edition/translation of the Scripture for use on the weekend – so only page numbers may be announced, minimizing searching for readings by book/chapter/verse for new Christians.
Nametags. pin on nametags best; two colors - one for team and one for invitees. Folder with notebook paper and pen for all invitees and team. An envelope (9"x13") for each invitee and team members; stored in supply room and used for support letters.
Replaceable supplies. For each table in witness room; one 5 or 7 day vigil light, one box of Kleenex, one set of magic markers, candy and one lighting taper. General supplies on back table; 5-10 sheets of newsprint or poster paper, pack of matches, two rolls of masking tape, a supply of aspirin, Tylenol, Advil, Tums, antacid, shaving needs, female needs, toothpaste, combs, etc., for emergencies. Christ Candle for Bible Enthronement.
Confessors
Generally, need a minimum of one confessor for every five invitees. Confessors should be asked to arrive Saturday night either 9 or 9:30 p.m. Time may fluctuate based on availability of priests. Typically handled by the Continuation Committee.