CLUB MANAGER CHECKSHEET
Date:______
Devotion / Who / TopicMUSIC / WHO / SONGS / REHEARS / OHS/PPT’S / FOLLOW-UP
SKIT / WHO / EQUIPMENT / MUSIC / SET-UP / CLEAN / FOLLOW-UP
PARTICIPATION / WHAT / KIDS NEEDED / EQUIPMENT / MUSIC / SET/CLEAN / FOLLOW
TARP? TOWEL?
ANNOUNCMENTS / HOW? / WHAT / FOLLOW-UP
PROMO/RUN-ON / WHO / WHAT / EQUIPMENT / MUSIC / SET/CLEAN / FOLLOW-UP
1.
2.
MESSAGE / WHAT/SCRIPTURE / HOW CAN TEAM PRAY / PRACTICED/ WHEN / FOLLOW-UP
# / SET-UP & CLEAN UP / PERSON / ANNOUNCEMENTS / MISC. / CLUB CARDS / FOLLOW-UP
1. / Sweep/Carpet/Water & Cups/ Tarps/Greeter
2. / Sweep/Carpet/Water & Cups/ Tarps/Greeter
3. / Sound/Video/PPT
4. / Parking b/f & after/Clean Street
Theme Club / Who / To Bring / To Clean
CLUB MANAGER
· Main Task: Make club hum!
· Job Description: 1) Organize tasks and people ahead of club to make sure club is organized. 2) Think through club (like a stage manager would) and prepare a detailed order for the night. 3) Act as “stage manager” on club night: Be “behind the curtain” and know all “the tape marks” to make the night smooth.
· Big Picture Details:
· Call each team member on Wednesday. Get specifics, find out needs.
· If team member isn’t’ ready for their responsibility, set a time for follow-up.
· Make sure practice times are scheduled if needed, and they are!
· Think through the details! Assign folks for set-up, clean-up, messy skit cleaning, washing towels and tarp, club cards, etc….
· Make a schedule for club. Have copies for team. Be ready to lead pre-club meeting.
· Make sure someone has a devotional for the team.
· Make sure leaders know what time to show up.
· Pray, pray, pray J
Email Team
At least two weeks before email everybody the schedule for the night
Phone Call Walk Through
Misc: 1) You will be calling every leader to check in and ask how they are doing, contact work, how they are doing in Christ. 2) Remind all leaders of meeting time. Find out who will be late. Remind of our motto: “6 o’clock and ready to rock,” so eat first. 3) Have all leaders setup. 4) Club card and pencils ready. 5) Light person for skits (make sure they know their cues , etc…) 6) Make sure sound and overhead projector/video projector are ready for use. 7) Check with DJ on the “mother ship for that night for before/during/after song list. 8) Every club is different, so look through plans and anticipate needs.
9) Pray for the club, the leaders in each area, and the kids who will be coming to club that night.
Music: Find out from song leader the following: 1) Song titles (3 fast, 2 medium, and 1 slow) 2) Overheads/ppt’s made? 3) Is practice time set? 4) What musicians? 5) Do they have all chords to all songs? 6) Do they have mp3’s of any new songs? 7) Do they need any other help? 8) Who is running sound? 9) Who is running the lights? 10) Who is running ppt’s?
Entertainment Skit: Find out from skit leader the following: 1) What skit are they doing? 2) Ask them to explain the skit as if they are up front and you are the club ie. You want them to be really clear about what makes this funny 3) Now help them shorten the skit! 4) What equipment is needed (help them think through the details)? 5) Who is in the skit? 6) Do you need tarps or towels? 7) Do you need specific music or filler music? 8) What are the light, and set-up needs? 9) What are the on/off cues? 10) Who will set props & clean? 11) When are they practicing? 12) Do they understand (seriously!) what makes the skit funny? 13) How much time will it take? 14) Is it appropriate? * If they are stuck for an idea they can try the YL website or nocal YL website.
Participation: Find out the following: 1) What skit? 2) Ask them to explain the skit as if they are up front and you are the club ie. You want them to be really clear about what makes this funny 3) Now help them shorten the skit! 4) What will they say to the club to set up skit? 5) What will they tell kids backstage about what to do up-front? 6) What equipment do they need? 7) How many kids are needed? 8) Clean up: 1. Are tarps needed (floor &/or wall?), 2. will kids on stage need towels for clean-up?, 9) Where will they stage kids? 10) Who will backstage leader be? 11) Who will onstage leaders be? 12) Who is on mike? 13) Do they want specific intro or filler music? 14) Where will kids clean and how will they get there w/out a mess? 15) How much time will it take? 16) Is it appropriate?
· Remind them to pick out the participants before club starts if possible.
· Remind them to respect the house!!!
Announcements: 1) Manager is to have a list of announcements ready. A. New Kids. B. Games & campus events. C. Upcoming clubs D. Birthdays/events w/ kids. E. Camps & camp signups. 2) Encourage them to find a creative way to do the announcements (videos, newscast, characters,…..) 3) Do they need anything? How much time will it take?
Promo/run-on: Make sure they are prepared each week. Find out what music do they need and when. What equipment, tarps, or set-up are needed? Are they prepared/ practiced? How much time?
Message: *With message you are working mainly with the person in two weeks! Ask these things two weeks out: 1) Do you know topic and main point. 2) Have you called senior leader to practice message at least 10 days in advance. 3) Do you need any help or set up with visuals. 4) Ask them to give you the outline of the talk (with the conclusion word for word.) 5) Ask them to prepare their prayer and pray as if they are the kid farthest out. 6) Ask how the team can pray for them. 7) Pray for them on the phone! One week out: 1) Make sure they have practiced with Team Leader.
Now Make Club Order!
Night of Club: You are large and in charge! Make sure you know when and where everyone should be.
Sample Club Order
6:00 Meeting: set-up
6:20 Go through night
6:40 Pray
7:00 Pick-up kids
7:20 Mother ship starts
7:30 Club starts: “welcome to YL”
Song: (fast)
Song: (fast)
*Participation: set-up______, music______
Song: medium
Song: medium
Trivia: a filler if needed
*Entertainment: set up _____, music______
New kids- cards hand out and collected
Announcements: how, what, who
Song: slower
Song: slower
8:15 Message: who
8:30 “Amen”