Sunday Service Coordinator Checklist - Guest Speaker (Updated Nov/ 2013)

Item / Contacts
Two months (or more) prior to service
Contact guest speaker about availability and topic; set service date and agree on honorarium. Contact administrator for standard fees. /
973-540-1177, X201
15th of month prior to month of service
Newsletter: Email title and short description of service to newsletter editor by 15th e.g., March 15 for April service) /
973-540-1177, X201
One month (or more) prior to service
Order of service {OoS}: develop using Order of Service Template and Timing Chart / area>select Sunday Services Committee>Tools
Music: Coordinate with Guest Speaker and Music Director at least one month before service (see Music Planning Guidelines) in SSC section of members only / Dr. Jim Blanton
973-540-1177, X213
area>select Sunday Services Committee>Tools
 / Time for All Ages: consult with RE Director for ideas and/or to coordinate other presenters (storytellers, musicians, etc) / DRE Tim Atkins

973-540-1177, X205
Two weeks prior to service
 / Check with guest speaker about any special needs for service, such as visuals, participants to do readings, reflections, chalice lighting, artwork for OoS / Consult Rev. Alison Beth Miller
973-540-1177, ext. 204

 / Visuals: Decide banners, chalice table set-up, etc.
Banners are stored in unlocked closet in Terrace Room.
 / What’s Happening: Email blurb for order of service, beginning with “Next Sunday….” By Thursday evening 2 weeks prior to service. / AND Linda DeLap

973-540-1177, X203
 / Honorarium Obtain invoice form, secure approvals from SSC chairs & submit to Administrator mail slot outside Fellowship Office.
 / Videotaping and Sound:
  • check A/V calendar: if no one is signed up, contact Gabor Kiss to secure volunteers
  • consult with scheduled video or sound volunteer re any special requirements
  • video permission: check with guest speaker for permission to videotape
  • Obtain projectionist if needed.
/ A/V calendar: (login password = volunt
Gabor Kiss

908-850-5535
Week prior to service – by Thurs evening (or earlier)
 / Order of Service (OoS): Email text and artwork (line art preferred; no solid blocks of color), or submit hard copy if “print ready,” by Thursday
evening / AND
973-540-1177, X203
 / Flowers: check whether special flowers
are ordered / Zella Geltman: 973-669-1181
 / Ushers: confirm w/usher coordinator / Steve Gruber 908-647-3253
Day of service
NOTE- The Sunday Services committee will assign an Associate for your service.
You can expect to work with that Associate on Day of Service tasks.
 / 7:30: Cancellation of services due to inclement weather will be posted on phone and Web; check if in doubt. Alert guest speaker re cancellation, when / Minister generally calls Sunday Associate by 6:30/7:00 AM on Sunday if service will be canceled or delayed due to weather
 / 8:00: Service Coordinator arrives
 / 8:30: All other participants arrive
 / Flowers: Look for flowers in Room 100 or the dining room. They are delivered on Saturday. Place flowers on chalice table or on small table near the chalice table or at foot of lectern. / ZellaGeltman 973-669-1181

 / Meeting Room Setup/Visuals: Hang banners, decorate space, setup any special visuals. Two upholstered chairs with small table between for guest minister and other participant if needed. Provide water for speakers.
A/V: Consult with sound volunteer re any special needs: hand mikes; lavalieres, etc. Check with projectionist if projected visuals are to be used.
 / Chalice table: Prepare table with cloth, chalice, service candle and tea candle on small plate. Items are stored in sound cabinet. Light tea candle five minutes before the service. Leave matches on table in case flames go out. Provide training in the chalice-lighting procedure if needed. Chalice lighter stands facing congregation in lighting chalice.
Speaker amenities: Provide water for speakers. Cold filtered water in refrigerator in kitchen. Check that there are song books in the lecture and in the drawer of each small chancel table. Tissues are in drawers also.
 / Lectern: Set up welcome chime on side of lectern Provide OofS for speaker. Check that both song books are in lectern and drawer of small tables. Place water for speakers on side table.
 / Ushers: review any special requirements
 / Ushers: make sure ushers know where fire extinguisher and blanket are located / Fire extinguisher is at base of sound cabinet
 / Announcements: Check to see who is assigned to read Sunday announcements. Obtain folder from office [on filing cabinet to the right as you enter]. Review announcements with person who will be reading them. / Announcement Guild lines:
Should be concise. No more than 3-4 should be read on any Sunday. Priority to events in coming 2 weeks.
 / Milestone and Passages Cards: See that Ushers have made M&P cards available in the entry way to the meeting room along with OofS and song books. At the appropriate time during the service, ushers give them to Associate to hand to minister.
 / Music: Check in w/ Music Director re any special requirements
 / Call to service: Ring bell outside library door 5minutes before each service (or arrange for someone to do it) That is the signal for the end of choir warm-up. Gently remind Jim Blanton if needed.
 / At end of Service, extinguish chalice flame with candle snuffer. Alison usually does this for her service.
 / Tidy up meeting room and check that ushers:
clear songbooks and place them into the book rack
collect items left behind by congregants (cups, tissues, crayons or pencils from children’s packets),
remove signage from usher chairs, return signage to 3rd drawer of Sound cabinet
place extra copies of the OofS in the SSC rack -- if too many are left, recycle the remainder. / return all large print songbooks, hearing devices, unused M&P cards and Usher badges to the 3rd drawer of the Sound cabinet,
Associate: Put away chalice items. Remove banners if they are not being used next Sunday. Return water goblet(s) to the kitchen
Collect Milestones Cards: Place them in the
Ministries Administrator mailbox outside the office.