NEW Preparation Schedule

SCHEDULE of TASKS

Two Weeks Before Service

Place Amazon / Walmart Online Orders

• Six (6) 96-ounce, Family Sized, Welch’s Grape Juice jugs from Amazon.
• Pay with Wes' church CC.
• Two (2) 64-ounce jugs of Welch's Grape Juice from Walmart. 
• Pay with Wes' church CC
• Fifteen (15) boxes of Gluten-Free, Matzo-Style Squares from Amazon. 
• Pay with Wes' church CC.
• Three (3) boxes of 1,000 plastic ups from Amazon. 
• Pay with Wes' church CC.
• As-Needed Only: One (1) box of 150 ziplock bags from Amazon. 
• Pay with Wes' church CC.

Obtain Local Supplies

• Alternatively, if necessary, obtain supplies from local retailers.
• Pay out of pocket.
• Submit receipts to church office for reimbursement.

Send e-mail to the Lord's Supper Team indicating time/date of preparation.

One Week Before Service

• Send e-mail to Lord's Supper Team to remind them of time/date, CC the Church Ministry Staff Members asking that the work area and tables be setup.
• Confirm the table placement and serving style with Church Ministry Staff Members.

Wednesday or Thursday before Service

• Take supplies to the church work room.
• Ensure Chris/Jeff have work room ready.

Friday before Service

• If dipping in 11:15am service, have a couple of people fill 40 of 44 juice trays with plastic cups for typical attendance
• For high-attendance services, fill all 44 juice trays with plastic cups.
• (Re-)Confirm table placement and stylistic elements (table cloths, etc) with Jeff.

Saturday before Service

• Team of 4 people fill juice cups with juice in the work room.
• Team of 3-4 people crack the matzo-style squares into large pieces and place in ziplock bags.
• Leader ensure table placement, table cloths, and service elements are setup and ready for Sunday morning.
• Leader move filled juice trays from work room to serving tables.
• Leader place one small garbage can with liner behind each rectangular table.
• Leader take bread trays out of storage and to team for filling.
• Team, remove some crackers from the ziplock bags and fill bread trays.
• Place 16 juice trays and 8 bread trays on each of 2 rectangular table at the front.
• Place 6 juice trays and 4 bread trays on smaller table in balcony.
• If high attendance is expected, reserve 6 juice trays in work room, else 6 unused juice trays can remain in the brass storage closet.
• Leader, review brass serving tables to ensure proper setup for 1st and 2nd services.
• Leader, count/identify the eleven (11) round, hi-top, tables to be used for the 3rd service.
• Team, in work room, layout 11 baskets lined with burlap material, and place 1 ziplock bag of crackers, and 1 empty bamboo bowl in each basket.
• Fill a box with a 64-oz jug of juice and 4 ziplock bags of crackers (75 pieces each) for the FF campus.
• Fill a box with a 64-oz jug of juice and 6 ziplock bags of crackers (75 pieces each) for the HB campus.
• Label each box and place at the Information Service desk in the lobby for pickup.
• Text picture of boxes to Jeff Jennings and Wes Walker.
• Text pictures of all final preparations to Jeff Jennings and Wes Walker.

Sunday (day of Service)

Ideally, the Deacons would serve from only 1 table per service.  For example, use the left table for the 1st service and the right table for the 2nd service.  This would minimize the need for shuffling through all the juice trays between services and the team would only need to replenish bread trays between services.  

Otherwise, if the Deacon's serve from both tables...

1st Transition - After 1st Service

• Replenish juice trays with reserve trays in work room and replenish bread.
• Remove depleted juice trays to work room and rearrange juice cups behind the scenes, especially if reserves might be needed for later services. 
• Team can begin washing, drying, and storing empty juice trays from work room.

2^nd Transition - After 2nd Service

• Remove all brass serving pieces and rectangular tables from the front.
• Deploy 6 round, hi-top tables at the front.
• Deploy 3 round, hi-top tables at the back.  
• Remove all brass serving pieces from the 2 round, hi-top tables in the balcony.
• Deploy baskets and bowls to all 11 hi-top tables.
• Go to each table and fill each bamboo bowl with some juice from a jug.
• Split job between 2 men. One man can do balcony and rear tables. One man can do the front tables.  Each man should carry a towel just in case  
• Can begin washing, drying, and storing empty juice trays from work room.

Clean-up - After 3^rd Service

• Two men who poured juice each take a lined garbage can to collect juice bowls from their assigned tables to minimize spills in transit.
• Remove baskets of crackers/bread to the work room
• Remove all serving elements to the work area.
• Dispense or discard unused juice and crackers/bread.
• Wash, dry, and store remaining service elements.
• Team of people go thru pews with lined garbage cans to collect all discarded juice cups.
• Discard of all juice cups in large garbage bin in the room where items are washed and dried.

Supplies Needed for All 3 Campuses

This Amazon Shopping List contains all the items we purchase.

Downtown Campus:
Six (6) 96-ounce, Family Size, Welch's Grape Juice Jugs.
We have traditionally, use the FBS account at Ingles to purchase the juice but with the recent personnel changes there they have not handled our order properly, so going forward I plan to order from Amazon.  We pay with Wes' church CC.

Three (3) boxes of 1,000 plastic cups.

Six (6) boxes of Gluten-Free Matzo-Style crackers.


Five Forks Campus:
One (1) 32-ounce, Welch's Grape Juice Jug from a local store.

Amazon doesn't just sell 1 or 2 jugs of smaller volume so I pick these up at a local store and submit receipt to the church office for reimbursement.

NO PLASTIC CUPS.

Three (3) boxes of Gluten-Free Matzo-Style crackers.


Harrison Bridge Campus:
One (1) 32-ounce, Welch's Grape Juice Jug from a local store.

Amazon doesn't just sell 1 or 2 jugs of smaller volume so I pick these up at a local store and submit receipt to the church office for reimbursement.

NO PLASTIC CUPS.

Three (3) boxes of Gluten-Free Matzo-Style crackers.

November 24, 2019, Preparing the Lord's Supper for 3 Campuses

Here are the Serving Plans for each Campus...

Downtown Campus

Service 1 (8:45am) = Traditional - Passing Brass Serving Trays

Service 2 (10:00am) = Traditional - Passing Brass Serving Trays

Service 3 (11:15am) = STATIONS - 11 High-Top Tables where people can go to partake.  Each station will have a bamboo bowl for juice and a basket with burlap for the crackers.  Participants will dip the crackers in the juice to partake.

Team - we need all hands on deck at the end of the second service so we can get the brass serving pieces removed and get the stations setup.

@Jeff Jennings as there will be at most 7 people from the team at the 11:15 service we will need some help getting the juice and crackers to all 11 tables and getting all the brass serving pieces removed.

FF Campus

Service 1 (10:00am) = STATIONS - 4 High-Top Tables. 4 Bamboo Bowls. 4 Baskets.

@Dustin (Dusty) Dozier [ I did that just for you ;-) ] 

We will have 4 Bamboo Bowls, some juice, and crackers ready for your pickup by noon Saturday.  Based on our conversation the other day, I believe you already have the baskets you need, but please note that this time we are going from 2 tables to 4 so you may need to obtain 2 more.  If you need more please do not remove any baskets or burlap from the work area at the Downtown Campus as we have just enough to cover the 11 tables there.  Going forward, your host team will be responsible for cleaning and storing those bamboo bowls and baskets.  If you have anyone at the FF campus that would like to participate in preparation they are welcome to join us Downtown as we prepare the elements.  

HB Campus

Service 1 (10:00am) = STATIONS - 5 High-top Tables. 5 Bamboo Bowls. 5 Baskets.

Service 2 (11:15am) = STATIONS - 5 High-top Tables. 5 Bamboo Bowls. 5 Baskets.

@Dallas Wilson 

We will have 5 Bamboo Bowls, some juice, and crackers ready for your pickup by noon Saturday.  I figure you already have the baskets you need.  If you need more, please do not remove any baskets or burlap from the work area at the Downtown Campus as we have just enough to cover the 11 tables there.  Going forward, your host team will be responsible for cleaning and storing those bamboo bowls and baskets.  If you have anyone at the HB campus that would like to participate in preparation they are welcome to join us Downtown as we prepare the elements.  

Here are the Preparation Plans for the Downtown Campus...

Thursday or Friday - Courtney and Linda Miller will place the plastic juice cups in the brass trays.  Similar to the last time, they will not fill 13 trays since we will be doing Stations in the last service.

Saturday (9:00am) - Remainder of the Team to gather at the Downtown Campus to fill the Juice Cups with juice in the workroom and crack the Gluten Free Matzo Style Crackers into pieces "suitable" for dipping.  That is, not too small.  Don't let the fact that these crackers break very unevenly and unpredictably bother you.  The smaller pieces can go in the brass trays for passing and the larger pieces can go into the baskets for the stations.

We will place all the cracked crackers in the brass trays or ziplock bags for overnight storage and empty the bags into the baskets before the service.  Since the FF and HB campuses will only be doing Stations we want to make sure we are setting aside ziplock bags for them that have larger pieces.  We will need a team member to double check that we have done this.

Because there are fewer brass trays to prepare we should be done well before noon, maybe even by 10am based on previous prep days.  The time the Miller's spend placing the cups before Saturday is a big time saver so big shout out to the Miller's for their continued service on that front.

Sunday

John and Julie will be attending the 8:45am service and will work between services to replenish the brass serving trays.  All other Team members are encouraged to help replenish trays during the first transition between the 8:45am and 10:00am services.  

After the first transition, John and Julie will be in John Calvert's class.  We will leave class early to be ready for the second transition to help remove the brass serving pieces and setup the stations for the 11:15am service.  Again, all other members of the Team are encouraged to help between the 10:00am and 11:15am services.

During the 11:15am service the available Team can clean-up behind the scenes by getting the brass washed, dried, and stored.  If you normally attend the 11:15am service please enjoy the Lord's Supper at one of the Stations, as you know there's still work to be done after the service.

After the final service we will need team members to go thru the pews and collect discarded plastic cups.  We will also need team members to collect the bamboo bowls and baskets of crackers.  

Great care must be given to the placement and removal of the juice bowls as the juice could easily spill out while in being carried in transit.  It will probably be best to fill the bowls with juice at the stations to avoid spills.  Afterwards, it will probably be best to pour the juice into a larger, deeper, contain at the station to avoid spills removing the bowls afterwards.  The crackers do not soak up much juice at all so not much will be gone.  We will look to see if there is a suitable container we can use in the church kitchen.  The last time we did this as a group we used some short stemmed glasses from the kitchen so we didn't have to worry about spilling as much, but Julie and I had a practice run at using the bamboo bowls during the early All In Commitment service and this is something we took note of since I spilled some juice out of the bowl and into the burlap basket on the short walk between the North Auditorium and the kitchen.  Welcome the team input on this Saturday as we prepare.

Once the Bamboo bowls are removed to the back they will need to be washed, dried, and stored.  The baskets and burlap need to be examined for spills before storage.  If any spills are found on the baskets/burlap then those items will need to be cleaned as well.

Finally, once all the serving elements (brass, bamboo, baskets, burlap) have all been cleaned and stored we will need someone to take home the washing/drying towels for washing so they will be ready for next year.

Everyone, I know this is a long email, but I wanted to be very clear about the plans in writing so in the event there are questions about how we do this in the future any one of you could step up and lead the effort.  Julie and I are not looking to step-down but we are looking for others to be able to step up and lead too, whether that be from the existing team or from new team members from any of our campuses.

Hopefully, this detail helps everyone on staff understand the level of effort to prepare for the Lord's Supper so they can recruit additional help and/or leaders.  Being able to explain exactly what the team has to do should help the recruitment process.

Thanks for your continued willingness to serve on the Lord's Supper Team.  We enjoy serving alongside each of you!

In Christ,

John Pritchard