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:


Information for Volunteers


Sunday Schedule:

  • 6:30 am: Outdoor set up. Many hands are needed.
  • 8:00 am: Outdoor registration begins
  • 9:00 am: Outdoor worship service
  • 10:00 am: Doors opn

What to Wear:

  • Please wear your red "FOR" shirt. 

Parking Instructions:

  • Park at the La Petit Daycare or Swartz Cement Shop. We will have golf cart transportation available to the event. The back parking lots and the parking lots in front of  the south building will be reserved for guests.

Clean-Up at 2 pm:

  • We need as many volunteers as possible to help with clean-up at 2 pm. Even if you haven't volunteered during the event, your assistance with clean-up would be greatly appreciated.

Thank you once again for your dedication and willingness to serve. If you have any questions or concerns, feel free to reach out to Shera Porter or call the Church office at 405-354.0245. Your contribution is vital to the success of the Back to School Bash, and we appreciate your time and effort in making it a memorable experience for everyone involved.


INFORMATION FOR VISITORS

Volunteer Area Job Descriptions

Security

  • Roam parking lot and building. May need to help with traffic control during busy times or relieve those working in the parking lot for breaks. Ensure cars exit on the south end of the parking lot.

Traffic/Parking Lot

  • Coordinate with Bob Burris for direction. Help with traffic flow/control. Cars will enter from the north parking lot and exit from the south parking lot. Only volunteers and those with a registration (white number) may enter from the south.

Outdoor Registration Booth

  • Be here at 7:30 am; we will start registration at 8 am. Give each family (household) a number, an instruction sheet, and a purple ticket for each meal needed, then instruct them to park.

Greeters

  • Greet families as they enter the south building.

Registration in South Building

  • Each family will receive a wristband (1 per family). If they are only shopping for clothes and getting a meal, they will get a yellow wristband. If they are getting backpacks, undies, or haircuts in addition to the closet, they will get a red wristband.
  • Give them a ziplock bag and a colored ticket for each person for a backpack (kids/teens only), 2 pairs of undies, a popsicle (kids and teens only), and a meal (all ages). They can keep everything in their ziplock bag. They need to keep their wristband with them at all times. Use the counter to count the number of people coming through.
  • Once space is available, instruct those calling numbers on the megaphone to do so and update the number on the big sign out front. Ensure they have the correct number. If they get a yellow wristband, send them directly to the closet (send them through the exit hallway to avoid other traffic). 

Megaphone/Number Sign

  • Call out ticket numbers and flip numbers on the big sign. You may need to call multiple times. After 3 times with no response, move to the next number. Registration will tell you when to call.

Hair Check-In Table

  • Have each person check-in for haircuts with their name and the last 3 numbers of their wristband. Call them when ready. Parents may get undies and/or backpacks while kids are getting haircuts if they want to. Let the registration volunteers (located at the entrance to the south building) know when you are close to needing more people. If the backpack/undie area is clearing out, have them come in to get registered for haircuts (they can get backpacks/undies while waiting). After haircuts, backpacks, and undies, the kids can do crafts while their parents shop. Hairstylists should arrive no later than 9:30 to get set up to start at 10 am.

Kitchen

  • Put together to-go containers with a hot dog, chips, one ketchup and mustard packet, a napkin, and 2 Oreos.

Kitchen (Hand Out Meals)

  • Will be located outside the back kitchen door. Collect a purple ticket for each meal given. With each meal, also give a water bottle and inform them they may refill it at water stations. Only one per person to avoid waste. If they ask for a meal for someone who isn't there, tell them they can check back at 2 pm and if we have any extra, they can take one.

Outdoor Serving

  • Keep tables cleaned off and replace trash liners when full.

Outdoor Games

  • Engage those wanting to participate in games on the lawn. Activities will include water, bubbles, and sidewalk chalk.

Water Stations

  • Replenish water jugs when needed and help keep trash picked up.  

Backpack Area

  • Collect a ticket for each backpack you hand out. If they don't have a ticket, they may check back at 2 pm to see if we have any extra.

Undies Table

  • Help find 2 pairs of undies for each child/teenager and adults if available. Collect a ticket for each person receiving undies.

Closet Registration

  • Write down the last 3 numbers of the wristband and the time in. Let them know they have a 20-minute time limit. Give them one Walmart sack per person present (their children may be at crafts, so you can give one for them too). After 20 minutes, call their number and ask them to exit. Let them know there are popsicles on the way out for kids/teens.

Closet

  • Collect hangers, help people find sizes, and keep racks and tubs tidy.

Popsicles

  • Collect a ticket for each one given. Only for children and teens.

Crafts

  • Help children with crafts. Make sure they stay in the designated craft area.

Prayer Tent

  • Offer to pray with families as they exit, especially for the upcoming school year.

Bathroom Monitor

  • Direct people to bathrooms, and make sure those coming from the outside go back outside the side door. Check occasionally to ensure trash is picked up and toilets are not having any issues.

Set Up Sunday Morning

  • Set up signs and barriers in the parking lot, tables and chairs between the two buildings, canopies, and misters.

Tear Down

  • We aim to start at 2 pm, but it may be a little later if we still have guests.

Thursday and Friday (Come and Go)

  • Sorting clothes so that we will be caught up for Saturday. Starting at 9 am. The closet will be open Wednesday evening from 6-8 pm for sorting.