Roman Catholic Diocese of Phoenix

 Totus Tuus Parish Coordinator Checklist and InformationTeam Leader Phone CallThe Totus Tuus team leader will call you on Friday, 9 days before the program to discuss the upcoming week. Arrival & Weekend Mass AnnouncementsThe team will arrive on Saturday by 6:30 pm. This is a great time for the Host Families to have dinner with the missionaries and get to know them. However, sometimes it works better for a parish to host the dinner and send to host families afterward. Please plan to have Totus Tuus announced at the Sat Vigil Mass. This year, the missionaries will not announce at the Sat Vigil Mass. With the permission of the pastor, the missionaries are happy to speak at all of the Sunday Masses in order to promote the program to attract more participants and/or let the parish know more about the program. They can also have a table for registrations. Please ask the pastor for permission. Please arrange for a time to meet with the team on Sunday sometime before 2 pm. This is a great time to show them the facilities, unlock rooms, etc. so they can begin to set-up for the programs.Program TimesOn Sunday evening the 7th-12th grade program begins. It runs from 7:00-9:00 pm and will continue through Thursday evening.On Monday morning, the grade school portion of the program begins. It runs from 9:00-2:30 and continues through Friday. Water Fun DayThe first half of Friday is a normal day and the second half is water activities (or other fun activities). We are happy to work with the facilities and limitations of each parish. See Information Guide for more detail.Potluck Dinner We recommend a parish potluck dinner on Wednesday night at 5:30 pm. It can be open to the whole parish or just to the parents of attendees. This is a great opportunity to get to know the team, hear about the week, and hear a few songs from the kids. Host Families & Meals for MissionariesProviding the team with host families and meals with various families in the parish is a necessary part of the program. Please have these arranged well in advance. Hospitality is an ancient Christian virtue and we trust that you will make them feel welcome by finding generous families within your parish for housing and meals. Often times, housing or feeding the missionaries is a very positive experience for those involved. On the weekend, the missionaries can go to someone’s home for dinner. During the week, please have volunteers bring the meals to the parish. Volunteers are more than welcome to stay and eat with the missionaries. An exception can be made if one evening they need to go to a home for dinner. For more information on the Host Families, please see the Host Family Info Sheet.Main PointsThe key points to help you in your preparation are the information guide and the coordinator checklist below. The main things to remember are:Informing the priest of the schedule for the Sacraments (daily Mass and Confession, Adoration/Confession on Wednesday night)Meals for the missionaries (lunch and dinner each day)Finding host homes Finding volunteers (we ask that a few be present throughout the day) Advertising for the program Totus Tuus Parish Coordinator Check-ListHousing: Host families are asked to provide sleeping arrangements, a morning continental breakfast and possibly snacks to refuel.1. ____ Housing for Men (2 missionaries)2. ____ Housing for Women (2 missionaries)Meals: Please plan to provide all of the team’s meals while they are in your parish. The missionaries eat lunch with the children—lunch can be prepared for the teachers or they can fix their own plates. Please arrange for families in the parish to invite the team to dinner. A family may prepare and serve the meal or have the food brought in.3. ____ Sign-up sheet for missionaries’ lunches. (12:00pm) Sunday - Friday(If there are restaurants within your town, consider asking them to donate prepared lunches.)4. ____ Sign-up sheet for missionaries’ dinners. (about 5:30 pm) Saturday – Thursday. On the sign-up, have a place to enter the main course, so each family knows what others are bringing. Friday dinner can be left-overs, with one or both host families, or a meal brought to the parish.Advertising: In addition to Sunday bulletin announcements, you may also send information home with school or religious education students, place fliers in the back of church, or make pulpit announcements at Mass. 6. ____ Announcements in the Sunday bulletin for the week of the summer program. Begin Soon!7. ____ Registration for the week program (you may need to do this on several weekends).FacilitiesIn order for the grade school program to run smoothly, the team needs one large hall or room for main assemblies (this room may be used as a lunchroom or classroom, if necessary). The amount of participants will determine additional rooms.8. _____ Preparing facilities for the summer programA.Chalk boards/Dry erase boards and chalk/markers; if neither are available theneasel paper and markersB.Lunchroom -- place for volunteers to prepare lunches and drinks.C.Gathering area for songs and announcementsD.Recess area and possible equipment/supplies (hula-hoops, jump ropes, 4-square ball, tape for floor, sports balls, possible coloring/craft activity, puzzles, board games, various activity/game stations)E.Classrooms (3 for one team, 4-7 for two teams; team will set up)F. Decorations are welcome but not required. The team will not have time to decorate.9. ____ Equipment for water activities on Friday afternoon (hoses, water spickets, buckets, sponges, pitchers, cups, large bowls, shaving cream, container for water balloons. (all optional)SacramentsThe Sacraments are the source and summit of Totus Tuus. We have seen great fruit come from the sacramental foundation for both the children and teens. Please let us know if there is difficulty. The Days and Times are somewhat flexible.10. ____ Children’s Confession: 11:00 -11:30 am, Mon-Wed (Depends on Numbers) Children’s Mass: 11:30 am, Mon-Fri Teen Confession: 8:00 – 9:00 pm, Wed Teen Adoration: 8:00 – 9:00 pm, Wed VolunteersWe ask that at least 3 volunteers (1 for each classroom) be present for the day program, though more maybe helpful or needed depending on the size of the parish. Volunteers can come for shifts if needed. Classroom volunteers should be at least high school age. Middle School volunteers are welcome to help in other capacities, but are too close in age to keep order in a classroom. It is highly recommended that high school volunteers attend the evening program for their own benefit. Exceptions can be made, but high school volunteers that are not interested in the evening program are sometimes not the best fit for the mission of the daytime program - sometimes acting contrary to the witness of the missionaries at mass, etc. For the greatest effectiveness and fruit for the children, volunteers need to be a “good fit” for the program, reverent at mass, mature and happy to help with grade school children.We have also found that in parishes that choose to replace VBS with Totus Tuus (some simply do both or never had VBS) there can sometimes be difficulty in having volunteers that previously helped with VBS help with Totus Tuus. Just a pastoral consideration to have in mind. Happy to discuss further.13. _______Volunteers ................
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