620 W. Vandament Ave Yukon OK 73099
info@ccyok.com
405-354-0245

Be The Church Sunday
Back to School Bash

Thank you for volunteering at the Back to School Bash! If you haven't signed up, don't worry, just come over and we will get you plugged in. Here are some instructions for the day:


Back to School Bash 2025 – Volunteer Information

Event Date: Sunday, August 3
Location: South Building, Christ's Church of Yukon

We're so excited you're joining us to serve our community at this year's Back to School Bash! Below is everything you need to know to be ready for the day.

✅ Volunteer Arrival & Parking

  • Arrival Time: Please arrive between 7:30–8:15 AM (unless you are helping with setup).

  • Volunteer Debrief: We'll meet in the gym at 8:30 AM for a quick briefing and prayer.

  • Parking: Volunteers can park at:

    • La Petite (next door)

    • The Cement Shop (east lot)

    • The front lot of Christ's Church of Yukon

  • What to Wear: Be sure to wear your red "FOR" shirt so guests can easily identify you!

🙏 Outdoor Worship Service at 9:00 AM

Before the event begins, all volunteers and families are invited to worship together outside in the Outdoor Gathering Area behind the South Building.
We'll share in communion and offering during this special time.

Enter through the side gate near the South Door or use the front entrance.

🕙 Event Begins at 10:00 AM

Families will begin arriving at 10:00 AM during their pre-registered time slots. Here's a breakdown of how the event will flow:

🔁 Event Flow Overview

Entry & Check-In (South Door):

  • Families will receive tickets for:

    • Popsicles

    • Undies

    • Number of registered backpacks

Backpack Pick-Up:

  • Families may wait in the gym until their number is called

  • After collecting backpacks and school supplies, they'll move on to the haircut station

Haircuts (Middle Room):

  • Families check in and wait in the gym or lobby

  • Names will be called over the speaker when it's their turn

Passthrough Activities (South Hallway):

  • After receiving haircuts, families can enjoy:

    • Lunch

    • Games

    • Prayer tables

    • Foster Care & CASA booths

🍔 What's Happening in the Gym

While families wait for backpack pick-up or haircuts, they can:

  • Enjoy a free meal

  • Visit the prayer station

  • Play games

  • Learn about local foster care/CASA opportunities

📌 Helpful Reminders

  • Children must stay with their parents at all times

  • Meal tickets will be handed out as families enter from the parking lot

  • The South Door will close once we begin calling time slots

  • Restrooms will be available through the North-South Building Door (side door)

  • A map of the South Building is posted below. Take a moment to review it and get familiar with your area

We couldn't do this without you—thank you for being the hands and feet of Jesus as we bless local families in need!

If you have questions, feel free to contact us.

SIGN UP TO VOLUNTEER

Volunteer Duties – Back to School Bash

🧑‍🍳 Kitchen Team

  • Grill hot dogs
  • Assemble meal bags: 1 hot dog (with condiments), chips, 2 cookies, 1 bottle of water
  • Refill the water station regularly
  • Monitor and clean up trash in the gym as guests finish meals

🚗 Parking Lot Team

  • Greet cars as they arrive
  • Ask if they pre-registered (check the Eventbrite list)
  • If not, offer QR code to check for open slots
  • Kindly explain if event is full
  • Direct families to park and wait until their time slot
  • When it's time, direct them to enter through South front door of the South Building

📲 Registration Team

  • Use the Eventbrite app to check in each family
  • Direct them to the warehouse for supplies
  • If they haven't eaten, let them know they can eat after supplies/haircuts
  • Distribute colored tickets for various stations:
  • Yellow = Backpacks (kids/teens)
  • Purple = Meals (everyone)
  • Pink = Popsicles (kids/teens only)
  • White = Undies (everyone)

🚪 Door Monitors

North Door – South Building:

  • Allow only volunteers and restroom guests through this door
  • Monitor that no children leave without a parent
  • Check bathrooms regularly for cleanliness/issues

South Door – South Building (main entrance):

  • Monitor foot traffic
  • Watch for safety and flow

🎒 Backpacks & School Supplies

  • Let children choose a backpack (by number) from the lattice wall
  • Hand out school supply packs by grade level
  • Give each child a pencil bag

👕 Undies Station

  • One pair of new undies per child/adult
  • Organize by size for easy access

🍧 Popsicle Station

  • Hand out one popsicle or Italian ice cup per child

💇 Haircuts Station

  • One volunteer: sign in kids/teens (no adults) for a haircut
  • One volunteer: check each child for head lice before haircut
  • Guide children to stylist when available

🙏 Prayer Table

  • Offer prayer to anyone interested
  • Invite them to write a prayer request to add to our prayer wall

🎲 Indoor Games/Activities

  • Help with cornhole, coloring tables, and other inside games
  • Engage with families while they wait

💦 Outdoor Games/Activities

  • Help with water games, bubbles, and other outdoor play
  • Keep it safe and fun!

🚸 Gate Monitor

  • Monitor the exit gate of the play area
  • Make sure children only exit with a parent

🛡️ Security

  • For designated CCY Security Team Members only
  • Monitor all activity for safety and support as needed

🏟️ Gym / Holding Area Hosts

  • Spread throughout the gym to answer questions
  • Help families get oriented
  • Oversee the prayer table, indoor games, and eating tables

SIGN UP TO VOLUNTEER