Western Diocese National Convention Host Committee Responsibilities

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1 HOSPITALITY COMMITTEE: Purpose: To represent the Western Diocese while providing hospitality to the visitors and delegates who attend the National Convention. Works in conjunction with the National Coordinating Committee Chairperson and Diocese Coordinators. Establish committee Provide work schedule to ensure proper coverage of duties during convention Convention delegate packets Gather material and information that will be helpful to convention delegates Obtain give aways for delegates from businesses Distribute packets to delegates Notify restaurants in area of our attendance Seek discount coupons to be distributed to delegates Contact restaurants in close proximity to hotel suggest extended hours to accommodate delegates during peak convention days (Friday Monday) Church liaison to Hotel staff Communicate needs of the convention and it s delegates to the proper Hotel department Order flowers as needed Podium area, etc Determine if we use silk or real Staff information desk Provide directions to area restaurants and/or area attractions Provide and receive compliant forms to be referred to the National Coordinating committee Other miscellaneous functions/activities as deemed necessary by committee Establish budgetary needs to be referred to the Budget committee

2 SECURITY TEAM: Purpose: To assist in maintaining order and safety during and after all convention services and on-site activities. Works in conjunction with the National Coordinating Committee Chairperson, Hotel Security Staff, and local police when necessary. Establish committee Provide work schedule to ensure proper coverage of duties during convention Include help with holding doors during Congress contests Contact local law enforcement agencies and Hotel Security Communicate needs and unique concerns that affect hosting church convention in area Provide proper training of staff Determine and provide proper identification of personnel Monitor convention meeting area, halls elevators, lobby, swimming pools, etc. Establish curfew hours for minors without adult supervision 1 hour after the end of any planned event Other miscellaneous functions/activities as deemed necessary by committee Establish budgetary needs to be referred to the Budget committee

3 MUSIC COMMITTEE: Purpose: To assist in selected and rental of appropriate pianos/organ and other AV equipment as needed during the National Convention. Works in conjunction with the National Coordinating Committee, National Choir Directors, and appropriate Hotel Staff. Establish committee Provide work schedule to ensure proper coverage of musicians are available before and during all convention services/programs Contact rental company for quality equipment and ensure appropriate and quantity of instruments are available prior to start of Convention activities Communicate with National Convention Director, National Congress Music Coordinator, and National Coordinating Committee representative regarding needs of Convention Assist with needs for microphones and other needs for programs, contest, and meetings. Secure donation of drums for ballroom, extra keyboards for practice rooms during Congress Provide any electrical cords (if needed) so no expense from hotel Plan Pre-Convention musical (if plans include) Secure guest for Pre-Convention musical Plan music for Evangelistic Crusade (if plans include) Work with Evangelistic Committee to determine music and musician needs Other miscellaneous functions/activities as deemed necessary by committee Establish budgetary needs to be referred to the Budget Committee

4 PUBLICITY COMMITTEE: Purpose: To provide community exposure of the National Convention being hosted in the area. Works in conjunction with the National Coordinating Committee representative, Evangelistic Outreach Team, Hospitality Committee, National Communications Team Diocese contact for Web Page, and Diocese Coordinators. Establish Committee Provide work schedule to ensure all duties are preformed prior and during National Convention Ensure contact with area entities to provide wide spread community exposure Contact local newspapers to announce prior to Convention and print articles regarding our Convention services, highlights of our denomination, and interview Church of Christ (HOL) USA leaders Contact local radio and TV stations to provide announcements regarding Convention and possible interview of Church of Christ (HOL) USA leaders Provide brochure/flyers and circulate to business around convention site Contact local dignitaries to welcome and give proclamation to convention during opening Sunday services Provide convention theme banners and signs if needed Other miscellaneous functions/activities as deemed necessary by committee Establish budgetary needs to be referred to the Budget committee

5 EVANGELISTIC OUTREACH TEAM: Purpose: To provide out-reach and a pre-convention crusade prior to opening of convention. Work in conjunction with the National Convention Coordinating Committee representative, Diocese Evangelists and Pastors, National Evangelists and Publicity Committee. Provide schedule and crusade program Schedule time for community out-reach prior to start of Convention Secure location and time for pre-convention crusade prior to start of Convention Obtain appropriate permits Notify local law enforcement of event Determine and provide needs of team Provide training for evangelistic team Provide adequate supplies Provide transportation for delegation (if needed) Publicize crusade in conjunction with Publicity committee and/or National Church Extension board

6 PRAYER TEAM / ALTAR WORKERS COMMITTEE: Purpose: To assist anyone who may be in need of prayer/counseling during the convention setting and at the altar during all services. Works in conjunction with National Convention Coordinating Committee, National Evangelists, ministers, and missionaries from all levels. Schedule pre-convention prayer and fasting Provide work schedule to ensure proper coverage of duties during convention in prayer room and at all altar calls Prepare announcements to be read during convention of prayer room location and times of availability Provide proper training of staff to ensure they are able to appropriately counsel individuals according to their specific needs Obtain appropriate supplies ie: tracts, bibles, blessed oil, tissues, etc Ensure space has been secured at the convention setting for prayer/counseling

7 CHURCH OFFICE COMMITTEE: Purpose: To procure necessary office equipment/supplies at best negotiated price and provide adequate staff to assist with daily needs of Convention Office. Works in conjunction with the National Convention Office Coordinator. Provide work schedule to ensure proper coverage of center during convention and office hours Research and secure appropriate and adequate office equipment Computers, printers, copiers, typewriter, etc. Purchase/order supplies to be delivered at appropriate time (if requested by National Coordinator) Ensure delivery or purchase additional supplies if needed during convention setting Assist National Office Coordinator with set-up of Convention office in designated location at hotel

8 USHER COMMITTEE: Purpose: Provide assistance to convention delegates and visitors during worship services and Congress contests. Works in conjunction with the National Convention Coordinating Committee Usher Chair. Determine uniform or badges for identification Provide work schedule to ensure proper coverage of duties during convention Provide proper training/instruction to committee Provide full usher services during all convention worship services Assist with holding of doors to prevent entrance or exit meeting space during Congress contests and/or concerts Work with National Coordinating committee to locate and maintain dedicated seating ares for those who have wheelchairs, walkers, baby strollers, etc.

9 FIRST AIDE COMMITTEE: Purpose: To provide minor medical assistance and health information to convention delegates and visitors. Works in conjunction with the National Convention Coordinating Committee. Determine qualifications of volunteer staff Provide work schedule to ensure proper coverage of duties during convention Ensure space is available Determine hours of operation of center Maintain list of available medical personal during services in case of emergencies Obtain adequate supplies and health materials Provide blood pressure checks, weight checks, etc. Provide health materials for a variety of health concerns and questions Provide minor supplies (ie: bandaids, first aid kit, etc) Provide mini health workshops as program permits Be available to assist with medical emergencies that may occur outside of open hours

10 NURSERY/CHILD CARE CENTER: Purpose: To provide assistance with child care during convention services, Congress Fellowship Dinner and other approved convention meetings. Works in conjunction with the National Convention Coordinating Committee. Determine qualifications of staff volunteers Provide work schedule to ensure proper coverage of center during convention meetings/services Determine scope of committee Determine age range of children (suggested age range 2-10) Determine hours of operation of center Determine costs per child per day and /or sliding scale for multiple children per family Determine capacity limit for number of children Establish policy and procedures for Child Care Center Create and provide appropriate forms (ie: parental/guardian release form, Child Profile/Needs assessment form, rules and regulations, emergency notification form, etc) Establish guidelines for admission to center (ie: must be potty trained, not ill, on certain medications?, etc.) Establish appropriate disciplinary actions Supply adequate healthy snacks Obtain supplies and age appropriate materials to engage and maintain children s interest (ie: TV, VCR, games, activities, books, etc.) Ensure adequate space is available

11 YOUTH ACTIVITY CENTER: Purpose: To provide outlet for the youth during non-congress meeting times. Works in conjunction with the National Convention Coordinating Committee. Determine qualifications of staff volunteers Provide work schedule to ensure proper coverage of center during convention meetings/services Determine scope of committee Determine age range for youth participation (suggested age range 11-17) Determine hours of operation of center Determine capacity limit for number of youth Establish policy and procedures for Youth Activity Center Create and provide appropriate forms (ie: parental/guardian release form, Youth Profile/Needs assessment form, rules and regulations, emergency notification form, etc) Establish guidelines for admission to center Establish appropriate disciplinary actions Supply adequate healthy snacks Obtain supplies and age appropriate materials to engage and maintain youth interest (ie: TV, VCR, games, activities, books, etc.) Ensure adequate space is available

12 YOUTH/FAMILY OUTINGS: Purpose: To provide group outings with appropriate discount tickets, transportation, and supervision to a variety of places of interest in the convention area to occur prior to Convention opening and during non-congress meeting times. Works in conjunction with the National Convention Coordinating Committee, National Congress Children Convention Coordinator, Publicity Committee and the Diocese Coordinators. Provide work schedule to ensure adequate staffing to complete a successful, enjoyable and safe outing for all attendees Determine places and days to offer structured outings to tourist attractions in the area. Secure and negotiate best group rates Sell tickets Secure transportation if appropriate Enlist sufficient chaperones for un-supervised youth and/or children Create and secure appropriate forms (ie: Parental/Guardian release form, Child Profile/Needs assessment form, Permission to authorize emergency medical care, Guidelines of conduct, etc. Provide information to other places of interest to visit within area

13 FUND-RAISING COMMITTEE: Purpose: To determine various methods to raise funds to ensure all approved budget requests are funded so there are no negative balances to meet the obligations to host the National Convention. Works closely with the Budget Committee, the various committee chairs and Diocese Coordinators. Establish meeting times Report plans back to Diocese Executive Board and Diocese Convention Determine creative methods of raising fund to meet budgetary needs Contact companies for fund-raising ideas Determine amount of seed money needed to proceed with plans Work with Diocese Coordinators and Church Liaisons to disseminate information and products to be distributed to each church Provide detail accounting of income and disbursements Provide report to Budget Committee, Bishop, District Chairmen, Diocese Coordinators on a quarterly basis Provide report semi-annually at Diocese Executive Board meeting Provide report to Diocese Convention annually

14 WELCOME COMMITTEE: Purpose: To spearhead welcome presentation from the Western Diocese presented during the Sunday morning Worship service to the visitors and delegates who attend the National Convention. Works in conjunction with the Western Diocese Presiding Bishop and the Diocese Coordinators. Determine concept and scope of welcome presentation Determine involvement of Western Diocese delegation Chose core presentation group to include representation from all auxiliaries and age levels Determine welcome gifts to delegates, if any

15 COMMUNION COMMITTEE: Purpose: To facilitate and effective Communion presentation to the National Convention delegation. Works in conjunction with the Western Diocese Presiding Bishop and the Diocese Coordinators. Determiner representation on committee to include Pastors, Deacons and Deaconesses. Suggest an effective, spirit-filled presentation of communion that will enhance the service Secure communion supplies

16 SENIOR/DISABILITY COMMITTEE: Purpose: To represent the Western Diocese in providing assistance to our seniors and disabled members who attend the National Convention. Works in conjunction with the National Convention Coordinating Committee representative and the Diocese Coordinators. Provide work schedule to ensure proper coverage of duties during convention Contact national, state, and /or local organizations that can offer assistance and information that would be useful Contact rental companies and non-profit organizations who may provide wheelchairs, walkers, etc for free or at a reduced fee Work with National Coordinating Committee and Usher committee to offer dedicated seating for those needing special assistance in the auditorium.

17 MEDIA COMMITTEE: Purpose: To provide exceptional audio/visual service to the National Convention, work closely with the National Convention Coordinator, Diocese Coordinators, National Communications Committee chair, and hotel staff to ensure a seamless and professional presentation throughout the duration of the Convention Determine size of the group and assign responsibilities to each member i.e. LCD operation, presentation/announcement preparation Assign work schedule to ensure proper coverage and training on LCD system and computer in all services and programs for the duration of the convention Act as liaison to hotel convention services and the COCHUSA Convention Coordinators with respect to the operation of the LCD/Audio Visual system Work closely with the COCHUSA officers who have purchased components to be incorporated with rented equipment for LCD system usage Determine if any additional budgetary needs are required to facilitate usage of LCD system at the convention site Provide any other additional support as necessary by the COCHUSA National and Diocese Coordinators

18 BUDGET COMMITTEE: Purpose: To assess viability of each committee s budget requests, assess total financial needs, and secure funds to meet obligations of hosting National Convention. Works closely with the Western Diocese Presiding Bishop and District Chairmen. Determine meeting times Report needs back to Diocese executive board and Diocese convention Assess budget request of each committee Determine if request are reasonable and establish overall budget Give feedback to each committee regarding approved budget by item Provide final budget report to Bishop, executive board and Diocese convention Secure funds to cover cost of approved budgetary items Provide suggested means of generating adequate funds via fund-raising, donations, National convention/auxiliary sources, community resources, etc Provide detail accounting of income and disbursements form all sources Provide report to Bishop, District Chairmen, Diocese Coordinators on quarterly basis Provide report semi-annually at Executive Board meeting Provide report to Diocese Convention annually Establish budgetary needs of the Budget committee, if needed

19 ADDITIONAL DIOCESE RESPONSIBITIES/TASKS: Determine mailing address for delivery of National convention supplies to be delivered to convention site the next year (approximately large boxes) Host Bishops and wives Dinner at Mid-Year meeting (held in about 3 rd week of November at host hotel) May also include executive board members Pay for National Congress Executive lunch at their closing business meeting during National Convention