Agape Suggested Timeline/Procedures
The purpose of the Agape Committee is to promote the Walk with care and love, and to provide for the needs and comfort of the Pilgrims. Be a servant, serving as Jesus served the disciples when he washed their feet.
The Agape Committee is responsible for several different types of agape.
• Personal agape (pieces of handmade agape that are given to each of the Pilgrims)
• Placement of permanent agape
• Decorations in the Dining Hall
• Baskets of necessaries in the dorms.
• Straightening of beds for agape placement
• Completion of the Emmaus Blue Book
• Delivering of mail (agape letters)
• Delivery of Banners to ALD’s For Hanging in Conference Room
Agape Chairperson should arrive as early as possible on Thursday to locate all agape supplies. Familiarize yourself with where things are and pull out initial supplies needed for the weekend.
The first part of this guideline covers general information and general rules. An outline and timeline is provided for you beginning on page 3.
General Information
Board Representative Coordination: The Board Representative responsible for this area of service will contact you before the Walk to answer any questions and give you guidance. Additionally, the Board Representative will do a follow-up after the Walk to document any recommendations, concerns, or general comments regarding the Walk. This important communication will insure that all aspects of the Walk are performed according to the Upper Room model and that any necessary issues are promptly addressed.
Copier - Back Up Plan: We have our own copier which is stored in a box on the top shelf of the storage room. However, it is a good idea to check with the Camp office about using their copier in the event of failure of our copier. The Camp will allow us to make copies using their paper or we can provide our own paper. Confirm this with the Camp secretary or Camp director on Thursday of the walk. If you are going to use the Camp copier, check to make sure they have an adequate supply of paper and toner on hand. Place a sheet of paper at the Camp copy machine to list the number of copies made and who made them. The Camp will use this list to calculate how much to charge us for copies made on their copier during the weekend. NOTE: The Camp will not charge us for copies if we provide our own paper. There should be reams of paper in Agape for this purpose.
Supplies: See pages 4 and 5 for detail on supplies needed. It is your responsibility to be sure the next walk has the needed supplies. If, at the end of the weekend, you do not have these quantities on hand for the next team, notify the Community Agape Chairman about items that need replacing. You can do this with the inventory sheet provided. For your convenience, a current inventory list is provided in the Team Chair folder to give you the items on hand and help assess the needs. Use this sheet to list new needs and log new permanent agape.
The current inventory quantities must be updated for the next walk on the Servant Heart Website. THIS MUST BE DONE BEFORE LEAVING THE CAMP. If unable to complete for any reason, contact Grey Gaillard immediately at 251/769-3749. The Community Agape Chair will take care of replenishing supplies from your updated inventory list.
Decorations: When preparing decorations, consider the schedule - where the Pilgrims have just been and what they have just heard. Relate the decorations to the current topic. Example: Grow Through Study – incorporate garden items.
Be creative. In addition to permanent agape on hand, look around the Camp for natural or ready resources. Do not rent or buy expensive props or accessories. DO NOT set precedence or trend which will cause hardships on the servant committee.
Talk Outlines: An extra copy of all talk outlines is filed in Agape storage area. Locate these in the event they are needed.
Meals/Refreshments: The Agape Room is adjacent to the Dining Hall, so everyone needs to work QUIETLY during the Pilgrims’ meal times. All support personnel will eat their meals at a “second seating”, after the Pilgrims have eaten and left the Dining Hall. The Meal Chairperson will let you know when it is time for you to eat. The Refreshment Chairperson will let you know when refreshments are available for you. BE SURE to pay Registrar for meals and housing prior to the Walk weekend.
Devotional: Support Team devotionals are held in the Refreshment Cafe at 7:15 AM each day.
Speakers Prayer Chapel: Team members are invited to the Speakers Prayer Chapel to pray with the speakers as time allows in the schedule. Attendance should be coordinated to be sure the Agape responsibilities are covered. Keep in mind space is limited in the prayer chapel.
Be willing to assist other support areas when needed, with a Servant Heart.
THANK YOU FOR SERVING THE LORD.
____________________________________________________________________________
4/25/09 Update implements compliance changes from Upper Room Training session
11/17/12 Shift in duties to ALD’s to preserve cloister in Conference Room.
2/1/14 Updated to ensure times consistent with the Weekend Schedule
6/17/17 Agape to Set Up Conference for ALD’s on Thursday Night
3/16/19 Delete speaker handouts; update use of inventory on website; updated location of agape box on podium
General Agape Rules
← NO AGAPE (INCLUDING BANNERS) UNTIL AFTER JUSTIFYING GRACE TALK ON FRIDAY AFTERNOON
← No nails, staples or permanent changes to building without permission from Camp Whispering Pines Director.
← Keep the noise level down while Pilgrims are having their meals.
← Use only helpful tones and words with teammates.
← Replace tissues only when boxes are totally empty.
← Avoid the Chapel and Pilgrim’s quarters except for agape runs.
← Agape Committee members will eat in the Dining Hall at the “second seating” after Pilgrims have finished their meal and departed.
← Leave thermostats alone. Let someone from Housing and Registration (or Camp staff) know if you’re uncomfortable.
← Please remember the themes of the Walk to Emmaus:
Friday – God Saturday – Jesus Sunday – Holy Spirit
Hearts, Love, Etc… Rainbows, grapes Balloons, Doves, etc.
← Personal Agape only goes in Dining Hall and Dorms. The only Agape in the Conference Room is Permanent Table Agape, Banners and the Worship Booklet Covers.
← All Agape team members should stay for Closing.
← Personalized (Pilgrims’ names) shopping bags will be provided as agape for Pilgrims to use in packing all personal items in the Conference Room on Sunday. The extra personal agape letters (other than the ribboned 12 personal letters) should be placed in these bags.
Planning Meeting
← Decide which committee member will be the “Postmaster.” (See Mail Handling Instructions after Organizational Checklist/Timeline)
← Decide which committee member will work on the computer and copier to complete the “Blue Book” (Pilgrim’s take home booklet). It is best if only one or two people work on this function. They need to have computer word processing/spreadsheet knowledge.
← Decide which committee member will be responsible for Banners (See Banner Instructions) after Organizational Checklist/Timeline)
← Advise the team that Agape will be responsible for deciding on tablecloths, centerpieces, and place settings for each meal. For each meal, Agape is responsible for:
o Setting up tablecloth, placemat, and/or centerpiece decoration (as appropriate) on one table as an example;
o Setting one place setting as an example at this table;
o Placing agape at this place setting as an example;
o Supplying materials and agape necessary to set remaining tables for Meal Service. Meal Service will set up the remaining tables with place settings and agape.
← Designate a team member to be responsible for the purchase of one giant sized gold fish crackers
Organizational Checklist/Timeline – See Details on Subsequent Pages
(Details for Postmaster, Blue Book and Banners follow this checklist)
Thursday
Note: The times listed throughout this Checklist may fluctuate based on actual Conference Room progress. Be aware of their progress and alert to any change in schedule. Assistant Lay Director (ALD) should communicate any time changes.
← Check Conference Room to be sure Camp pictures have been removed from the walls by the Set-Up Team. If not, remove them and place them in a safe area behind the fireplace (replace on the walls at end of weekend).
← Set up laptop computer, printer, and copier (copier in box, top shelf, storage room)
← Post a copy of the Weekend Schedule and the Agape Run Schedule in a visible place using blue painters tape. It is helpful to mark off events as they are done.
← Hang “Do Not Enter – Preparations in Progress” signs on the Agape Room and Refreshment Cafe.
← When the Pilgrims go to Conference Room, hang “Do No Enter…” signs on the Dining Hall doors.
← Locate the “Thursday Box” in the storeroom. This bin contains the items you will need for start-up in Agape and in the Conference Room.
← Designate one table in Agape for the Conference Room. This is where materials will be organized for delivery to Conference Room or placed to be picked up by ALD’s through the weekend.
o 65 Worship Guides (purple books)
o 65 black pens
o 65 note pads
o Cardboard Table Names
o Markers (6 sets of 8 – check to be sure they write)
o 60 pieces of newsprint (Sorted in 10 sets of 6, lightly rolled and gem clipped – 6 tables, 10 talks) Put out extras for mishaps/extra needs
o “Needs” Sign-up board (this is a small dry erase board or piece of newsprint)
o Basket for ALD’s – scissors, markers, rulers, scotch tape, masking tape, pencils, staplers, ruler, gem clips, medicines, etc.
o 10 boxes tissues – use open boxes first. Only replace tissues when boxes are empty.
o Blank index cards for Pilgrim data cards (Be sure to include one for each Table Leader and Assistant Table Leader).
o White envelope with Community Agape Letters – Either a SD or ALD will pick up a few for use after Justifying Grace talk on Friday morning. Thereafter, it is your responsibility to place Agape letters in Conference Room and Dining Hall.
← Check to be sure there are adequate supplies. In addition to items listed in preceding bullet item, the following supplies are needed for the weekend:
o 200 index cards
o Songbooks
o 36 White paper bags for Pilgrim’s letters / 8-10 bags for Candlelight
o 4 Brass Bells (should be in Conference Room box)
← Take songbooks to Chapel for Sponsors’ Hour.
← After Sponsor’s Hour, collect songbooks and return them to Agape
← Count out supplies and set up tables with notebooks, pens, markers, song books, tissues and paper table names. These should be taken to Conference Room while Pilgrims are in Chapel (approximately 9:00 PM). Note: Agape will set up the Conference Room for the ALDs (the ALD’s will come check everything after the Team Meeting Thursday Night). Place all supplies in the middle of each Table, stacked neatly. Do not set notebooks and pens at each individual chair.
← Prepare and place baskets of personal items (toothpaste, shampoo, razors, aspirin, laxative, etc.) in appropriate places in the dorms while Pilgrims are in Conference Room or Chapel. Be sure to check any medication for expiration date!
← Run a copy of the Pilgrims’ names for the Postmaster. Postmaster will cut apart and tape over the slots in the mail shelves. Place mailbox on top of mail shelves. Put out extra stationery and envelopes for those needing to write letters. See Mail Handling Instructions.
← Count agape to be sure there is enough for Conference Room Team and Pilgrims (65 pieces on a full Walk of 36 Pilgrims) See Agape Sorting/Log-in Guidelines.
← Log in agape. See Agape Sorting/Log-in Guidelines.
← Arrange tables in Agape Room and label areas for the following meals and runs:
o Friday Supper
o Friday Bed Run 8:30 PM
o Saturday Breakfast
o Saturday Lunch
o Saturday Bed Run 9:55 AM
o Saturday Supper
o Saturday Bed Run 7:30 PM
o Sunday Breakfast
o Sunday Lunch
o Sunday Bed Run (11:00 AM, if there is sufficient agape)
Place centerpieces and table settings with the agape to make it easier to organize. It is advisable to lay out tablecloths over a table in the order they will be used so that wrinkles will lay out and they will be readily accessible.
← Place Conference Room materials under the table according to the time it will be placed:
o Friday 10:00 PM
▪ Book covers
▪ Laminated Table Names (table names and stands are in Thursday box)
. Sarah, Mary, Martha, Naomi, Anna, Ruth
. Matthew, Mark, Luke, John, Peter, Paul
▪ Metal Name Stands
▪ Acrylic Songbook Holders – in bin by themselves
▪ Aguppy bowls (in labeled bin) w/ blue paper napkins and Goldfish crackers
o Saturday 10:00 PM
▪ Wooden Table Names (in bin w/ wooden songbook holders)
▪ Wooden Songbook Holders
o Sunday
▪ Laundry Baskets w/ Table Names taped to the sides
← Sort Agape according to guidelines on page 12, building from Friday night to Sunday noon. This task may continue into Friday morning, if needed, and may be adjusted throughout the weekend if more Agape is received.
← Start “Agape Needs” list for next walk. Use Inventory Sheet provided.
← Attend Sponsors’ Hour
← During movie, check beds to be sure there is no unauthorized personal agape from sponsors, etc. If you find personal agape on the beds, remove it and designate the Postmaster to be sure it is safely stored and placed on their luggage for pick up on Sunday. Label this agape with the Pilgrims name and room number in order to know where it should be returned.
← Friday breakfast table example: set with white plates, plain cutlery, and no centerpiece or tablecloth
← Friday – GOD day
AM
← If LD has left table assignment list with corrections, have list retyped making the appropriate corrections and get a copy to LD prior to 9:00 AM.
← Make nametag buttons as needed. Instructions for making these are in the box which contains the badge maker.
← Continue sorting and counting agape
← Locate the plastic box with hearts painted on it. Agape acknowledgement cards will go in this box (including Banner cards). See instructions at ** in next section.
← Postmaster - sort mail into slots
← Make copies of pages for Blue Book See Instructions for Blue Book
← Friday lunch example (set up immediately after breakfast)
o White plates, napkins, and plain cutlery; no tablecloths until Friday night.
o White placemats (if available) – plain, no agape stickers
o No centerpieces – no agape – no confetti
← Have 72-Hour prayer vigil book/poster and community agape letters available.
PM
← 12:30 PM – during lunch –Replenish water for Conference Room.
← Make permanent agape index card for new permanent agape – place in brown card box.
← Friday supper example (set up after lunch)
o White tablecloths
o White plates, napkins, and cutlery
o Centerpiece w/ hearts, curls or shreds
o Agape
o Place Agape acknowledgement cards in plastic heart box** and place box under podium for ALD to read cards at meal; place five community agape letters on the podium for ALD to read. Do this at every meal from this point on. The box will have Banner cards, meal agape acknowledgement cards, and bed run agape acknowledgement cards. Continue to put five new community agape letters on the podium throughout the weekend. When Pilgrims are not in the Conference Room, use Agape In and Agape Out envelopes (place on the ALD table near side door hallway entry) for delivery and pick up Community Agape Letters, Conference Room Agape cards and Banner index cards.
NOTE: Be sure the Pilgrims have seen the agape before the cards are read (i.e., evening bed agape should be read at next morning’s breakfast).
NOTE: After the community agape letters have been read, they are to be posted in the Refreshment Cafe for viewing by the Pilgrims. Check the Dining Hall podium to pick up these letters. One thing that has worked well is to use the large cork board on wheels. Move this to the Refreshment Café and post all letters that have been read to the Pilgrims either in Dining Hall or Conference Room. You may want to decorate the board. Place each letter in the plastic page protector (12 x 9 job ticket holders) provided and put them on the board with thumb tacks or push pins, being careful not to poke holes in the letters. These letters should be collected at the end of the walk weekend, removed from the plastic protector and filed in the white Community Agape Letter envelope for future use. Keep the page protectors filed with the agape letters for use on next walk. Copies of the letters are also on file in the Community laptop computer and may be printed from there when new copies are needed.
← 5:30 PM during supper – Make sure banners are delivered for Conference Room.
← Saturday breakfast example (set up after supper) - roosters
o Place agape cards in box
o Put box in Dining Hall under podium; letters on podium in Dining Hall
← 8:30 PM Bed Run
o Place agape cards in box to read at breakfast
← After each Agape run or table setting, place leftover Agape in specified place; organize by Communities throughout the walk so that it can be returned to community at Closing.
← 10:00 PM Take following items to Conference Room for ALD’s to place
o Laminated table names and stands
o Acrylic songbook holders
o Worship Book covers
o Aguppy bowls (Place blue shreds or blue napkin in bottom of bowls to resemble water and reduce the amount of crackers needed to fill bowls. Cover bowls with plastic wrap so the fish will not become stale.)
o Goldfish crackers
o Take Upper Rooms – put on ALD table
Saturday – JESUS day
AM
← Set Saturday lunch example – rainbow colors; grapes, Jesus Washing Feet, etc.
o Set up after breakfast
o Agape cards in box, box in Dining Hall
o 5 Community letters on podium
← Finalize Table Information and Team Lists for Blue Book
o Confirm with Committee Chairmen that you have the correct team list for inclusion in the Blue Book
o Confirm with ALD the accuracy of table members
← Run Table Information and Team Lists for Book
← Take Community Agape Letters that have been read to Refreshments to post throughout the weekend. You may post these or ask Refreshments Chair to post.
← Begin Inventory of Agape – Begin to put away bins that are complete
← Make nametag buttons as needed
← Let community know who still needs letters – keep in mind some letters arrive Saturday
← 9:55 AM Bed run
o Agape cards in box, box in Dining Hall
o 5 Community letters on podium
PM
← Set Supper example (after lunch) Consider unscented candles/tea lights with “special” intimate setting. May use Camp Whispering Pine china and silverware for this meal or Sunday lunch if you choose.
o Agape cards in box, box in Dining Hall
o 5 Community letters on podium
← Assemble Blue Book
← Run 2 sets of labels with Pilgrim names – one set is for Blue Book envelope, the other for white mail bags; put labels on envelopes and bags
← Continue to update Inventory and put away bins that are complete
← 4:00 PM Deliver water and banners for Conference Room.
← As information, be prepared to help Candlelight Committee find candles, bags, sand located in storage room, last shelf, bottom row, right side.
← Postman takes mailbox to Chapel along with white sheet for Candlelight
← 6:45 PM Clean up Saturday night décor and set up Dining Hall example for Sunday breakfast (after supper). You must work quickly to clear supper so that you can attend Candlelight.
o Agape cards in box, box in Dining Hall
o 5 Community Letters on podium
← 7:00 PM Bed run
o Agape cards in box
← 10:00 PM Conference Room Supply Run
o Wooden Table Names
o Wooden Songbook Holders
o Garbage bags for clean up
o Take away Aguppy bowls
o Women’s Walk – small cloth bags to hold worship book may be provided as agape. If so, give these to ALD’s.
o Count Service Cards by tables. Include Table Leaders and Assistant Table Leaders in your count. Place a rubber band around each set with a note indicating table name. Put Service Cards on ALD table (must have Service Cards to ALD before Sanctifying Grace talk which is at 10 AM Sunday)
o Ask Lay Director if they will be using the large foam board example of Service Card for the Perseverance Talk. If so, give to ALD for them to place behind fireplace.
Sunday – HOLY SPIRIT day
← Set up Sunday Lunch example (after Breakfast). May use Camp Whispering Pines china and flatware if not used Saturday if you choose. Examples of decoration: doves, angels, spiritual or heavenly
o Agape cards in box, box in Dining Hall / 5 Community Letters on podium
← Complete mail sorting – ribbons around 12 letters, remainder in white bags
← Solicit letters for those who still need them
← Continue to put away bins as repacked and inventoried
← Place in envelopes:
o Blue Book
o Fourth Day Book (Pilgrims only)
o Group Picture and Table Picture CD.
o Community Newsletter (supplied by Editor)
o List of Board Members Contact Information
o Interest Inventory Sheet
• Board Members and Interest Inventory may be printed from Community laptop computer (filed in the Emmaus files)
← 11:00 AM Bed Run (if you have remaining agape)
← 1:30 PM Pack laundry baskets by tables
o Place “extra” personal letters in a lunch bag
o Put the lunch bag containing these extra letters into the respective personalized shopping bags
o Stand shopping bags up in the basket, grouped by table
o In front of them, place the letters the Pilgrims will be receiving – tied with ribbon and grouped by table
o In front of ribboned sets of letters, place the Blue Book Envelopes, grouped by table
o Place any letters for Conference Room Team in their respective personalized shopping bag
o Blue Books for Conference Room Team (other than TL/ATL) should be grouped together and placed on top of the basket.
← 2:30 PM (During Fourth Day talk) Take laundry baskets into back hallway of Conference Room, first room on the right (if room is available – otherwise, leave in hallway). Leave baskets in room for ALD’s to retrieve.
← After Pilgrim’s break, retrieve Community Agape Letters from Refreshments. Re-file in while envelope.
← Complete Inventory Sheet and update on the SHEW website PLEASE
← Take leftover Agape to Dining Hall for gathering after Closing
← Pack up remaining bins and take to storeroom
← Clean up Agape Room; take trash to BFI bin near road.
← While the Pilgrim’s are opening their letters, coordinate with the ALD’s the removal of all agape items from the Conference Room to the outside area of the side hallway back door.
← The refreshments cart will be picked up at this time also by the Refreshment team.
Make plans for Agape Team to attend Closing Ceremony.
Agape Sorting/Log-in Guidelines
← Communities should have 65 pieces. Each batch should have two 3x5 index cards indicating what it is, where it is from, and the number of pieces. Make cards if they are not included. These cards stay with the agape throughout the weekend until it is delivered. Once it is delivered, attach a piece of the agape to one of the cards, if possible (so the ALD will know what s/he is describing). The cards and agape samples are placed in the plastic heart agape box so it can be acknowledged in the Dining Hall; the other card stays with the agape so that extras can be returned to the community on Sunday. At each meal, the heart box is placed on or under the podium in the Dining Hall. After Community Agape Letters are introduced to Pilgrims in Justifying Grace talk, place five of these letters on the podium each meal to be announced by ALD.
← Prepare (or utilize existing) large manila envelope marked “AGAPE” for use in sending agape cards into the Conference Room. This is for banners, community and permanent (wooden table names and songbook holders, etc.) Conference Room agape. Place these on the ALD table (or deliver as directed by ALD). Once the agape has been announced, ALD will put cards back in the folder for you to update on your next run to the Conference Room. Coordinate this with Banner personnel also.
← If there are not 65 pieces, you may decide to use the agape for a bed run, placing only on the Pilgrims’ beds. 65 is a guideline for a full walk of 36 Pilgrims. Always consider the actual number of Pilgrims and Conference Room Team as you may need less than 65 to accomplish a full distribution.
← No personal names should be listed on the agape. Agape should be recognized as given from a particular cluster, reunion group, church, or from “someone who loves you.” If agape is brought to Servant Heart with personal names on it, and the names are removable, then remove the names and use the agape. If the names are not removable, they cannot be used and will be returned.
← As you sort Agape, keep the following guidelines in mind.
o The amount of agape should always be increasing, colors brighter and brighter
o Try to select agape to fit with three-day theme
o Start agape planning with a full Sunday and work backwards to a small beginning at Friday supper.
o Agape begins at dinner on Friday night.
o All personal and permanent agape is to be acknowledged.
o No agape is acknowledged for a speaker by name, so speaker’s agape can be put out anytime unless the speaker requests a particular time.
o Try to accommodate giver if they specify a day or time to be given.
• Personalized (Pilgrims’ names) shopping bags will be provided as agape for Pilgrims to use in packing all personal items in the Conference Room on Sunday. The extra personal agape letters (other than the ribboned 12 personal letters) should be placed in these bags.
• Most of the time, an Emmaus community will provide an additional shopping bag. These should be used as bed agape so they will have a place to stash and transport all their agape. Never fill these bags as each piece of agape is displayed.
← If new permanent agape is donated, make sure that the new permanent agape is added to the inventory listing. Also, add a card to the front of the brown index card box marked “Permanent Agape and Banners.”
← Check with Refreshments Chairman to see if permanent agape has been donated for use there. If so, follow above steps for new permanent agape.
← Bed Agape begins Friday evening at 8:30 PM after the refreshment break. Put out Bed Agape for the entire Conference Room, including LD, ALD, SD, ASD, Board Rep, TL (Table Leader), ATL (Assistant Table Leader) and Music.
← Take leftover agape to Candlelight and Closing to be picked up by Clusters. Remind Chair of each event to announce its location.
Instructions for Blue Book
One person should be responsible for the Emmaus Blue Book. This person will also make signs as requested and print lists or other documents as requested.
← The sample book, along with master pages, is in the smaller bin marked “Blue Book” in the storeroom.
← Files for the Walk are on computer desktop under “Emmaus Files” then “Walk #__.” Files include: Team, Pilgrims, Board Members, Speakers’ List, Interest Inventory.
← Check with the Registrar for Pilgrim List accuracy. On Saturday, verify with committee chairmen the names and information for their committee. Delete the names of those who did not come; add those who did. This is the last opportunity for Team corrections.
← Run two sets of name labels for those in the Conference Room. One set of labels goes to the Postmaster for white bags. One set is for Pilgrim Blue Book envelopes.
← Make the appropriate number of copies of each page from master pages. Everyone in the Conference Room gets a book, including TL’s, ATL’s, LD, ALD’s, SD, ASD’s, Music, and Board Representative. Also make a book for the SHEW Board Chairman, Community Spiritual Director, Team Selection Chairman, Community Registrar, and Community Permanent Agape Chair (please mark who they are for on front cover). Group these together and deliver to the Conference Room for the Board Representative to deliver to the respective people
← Use the Data Cards (supplied by Registrar) from the Conference Room to update and complete the Pilgrim Listing.
← Run final Team List and Pilgrim List pages for the books. Before copying, PLEASE proofread this list with someone to ensure correctness as this information is vital for future communication.
← Run blue cover on card stock. This is the front cover of the book (praying hands).
← Put pages out in order on the perimeter of a table in Agape. Collate and staple these books.
← Put labels on the top of large, manila envelopes. Sort in stacks by table and put rubber bands around each table’s stack. Put the following items in envelopes:
o Blue Books
o Table and Walk photo CD’s
o Fourth Day books – for PILGRIMS ONLY
o Newsletter – provided by Editor
o Board Contact List
o Interest Inventory
o Place envelopes in laundry baskets on Sunday. Blue Books for Conference Room Team (other than TL/ATL) should be grouped together and placed on top of the basket.
Mail Handling Instructions
ONE person should be designated as Postmaster. This person will be responsible for setting up names on mail slots and depositing letters in slots. This will greatly reduce the chances that Pilgrims receive mail that belongs to another Pilgrim.
← Put names on mail slots. Make slots for everyone at tables. Large, extra slots can hold mail that may come for ALD’s, LD, or SD’s, music, or other team members. Names may be arranged by tables or alphabetically; either method works.
← Place large mailbox on top of mail slot shelf. All mail should be placed in this big mailbox. Only the postmaster should put envelopes in slots.
← As mail comes in from sponsors, be sure the Pilgrims’ first and last names are written on the envelopes. Pilgrims may have the same first names.
← Take the mailbox (and a folded white sheet) to Candlelight Saturday so those coming to Candlelight can deposit letters. The sheet will cover the bench holding the mailbox and hide the mailbox as Pilgrims enter the Chapel.
← Take letters left during Candlelight back to Agape for the Postmaster to sort into slots.
← After Candlelight, post a list of Pilgrims who need letters. Let ALD’s know so they can get word to the Conference Room team. Each Pilgrim should have 12 or more letters.
← Place name labels on white bags, one for each Pilgrim. These bags may be decorated if you want.
← On Sunday, begin the process of distributing letters
o Twelve letters are stacked together as a gift with a ribbon tied around them and a bow on top. These are the ones that will be given to the Pilgrims on Sunday afternoon.
o Letters from “Family” should be included in the 12 gift letters.
o Place the remaining letters in the white bag with the name label. Sort by table.
o Pack laundry baskets by tables as described in Sunday schedule (page 11)
o Put letters for Conference Room team members not at tables with their Blue Books.
← If you were given any unauthorized agape to hold on Thursday night, immediately after Pilgrims return to the Conference Room on Sunday afternoon from packing, take this unauthorized agape and put it with the appropriate luggage for them to pick up.
← Take laundry baskets to Conference Room during Fourth Day talk (page 11). First, they will distribute the Blue Books to the TL at each table. At the appropriate time, they will distribute the 12 bundled gift letters to the TL at each table and then those in white bags.
← Remove names from name slots and return the mailbox to the “Thursday Box.”
Banner Instructions
One person should be designated for the coordinating and displaying of the banners that have been skillfully and lovingly made for the Pilgrims. Assistance of other Agape team members may be needed and should be coordinated with the Agape Chair. This guideline gives you general information and a checklist/timeline to help you accomplish your service. An additional responsibility is to monitor and dispose of trash in all areas used by Pilgrims.
Storage: The banners are stored in PVC tubes in order to protect them from the elements. The banner in each tube is identified by a number and photo on the outside of the tube. They are stored in numerical order for your convenience in pulling them. Because the banners are rolled, some of them may need to be carefully pressed before being displayed. There is an iron/ironing board available. It is important that we take care to display the banners at their best. After the banners have been displayed, please carefully roll and place them back in their respective tubes and store them in numerical order in the storage room.
Repairs: It is your responsibility to check banners carefully to see if repairs are needed and, if you can, repair them. Check all hanging cords to see that they are not frayed and are strong enough to support the banner. Any unresolved repairs should be reported to Community Agape Chair.
Organization: Organize the banners by arranging them in the order they will be hung (last to first). It is suggested that you hang the banners to be used in the Conference Room for Friday (God day theme banners) on one hook, for Saturday (Jesus day theme banners) on another and for Sunday (Holy Spirit day theme banners) on still another hook. All banners to be used in the Chapel should be hung on a separate hook, as well as general theme banners hung on a separate hook. There are adequate hooks in the Agape Room for organizing the banners.
Coordinate with the Worship Chairperson the delivery and pick-up of banners needed in the Chapel. Remember, banners are not announced in the Chapel, so they should be rotated from the Chapel to the Conference Room or Dining Hall for introduction. These banners are listed in the Organizational Checklist/Timeline portion of these procedures.
Once banners have finished their rotation and will not be seen again, you may find it helpful to return them to the storage room rather than take them back into the Agape Room. This will speed up and simplify the end-of-walk take down process.
Banner Schedule Form: Use the attached Banner Schedule to help keep track of each banner and where it is being displayed for the Pilgrims. This will help you keep from recycling a banner to an area where it has already appeared. This schedule will also help you identify your approximate timeline.
Banner Books: There are two identical books which have photographs of all banners and their respective numbers. One book is to remain at the Camp at all times, and one is made available
to the Walk Team in preparation for upcoming walks. They are marked accordingly. These books are maintained by the Board Community Agape Chair who is responsible for updating them based on the information you supply about new banners received. At the end of the Walk weekend, if there are no changes, place the books on the shelf with the Team Manuals in the storage area specified for Agape. If changes need to be made, place the books near the laptop computer to be picked up by the Community Agape Chair.
New Banners: If new banners are received, prepare an index card for this banner and place it in the front of the brown Agape card file box. The card should include:
• Name of banner (if known)
• Brief description of the banner (color, design…)
• Donor (remember it cannot be personal – it must be from a church, reunion group, someone who loves you…)
Index Announcement Cards: Index cards are provided to the Assistant Lay Director (ALD) for them to use in announcing the banner. Secure the Permanent Agape brown card file box from the Agape Chair, and behind the letter “B” you will find index cards with the banner information (title, donor, number, picture). You should write duplicate index cards to be provided to the ALD whenever a banner is utilized so that the ALD can announce this in the Conference Room or Dining Hall. These are the only two places where banners will be introduced for the first time to the Pilgrims. The duplicate card for the Conference Room should be placed in the “Agape IN” envelope and the one for the Dining Hall should be placed in the “plastic box with hearts” located on or under the podium. Coordinate this with the Agape Chair. After initial introduction to the Pilgrims, no additional cards will be needed for that banner as it is moved from one area to another area for display. Important: At the close of the weekend, place the original photo index cards of the banners back into the card file box for future use.
Initial Banner Appearance: You should begin hanging banners after the Justifying Grace talk on Friday when the Pilgrims receive a long break until dinner. Any banners related specifically to prior talks given that day or general theme banners may be used.
Speakers’ Banner Request: Beginning with Talk #5, Life of Piety, speakers may designate a specific banner be hung behind them on the hearth during their talk. A “Banners for Speakers” form is attached. This should be completed prior to the Walk weekend at Team meetings. The Lay Director will coordinate this at the pre-walk Conference Room Team meetings and provide this information to you. If, for some reason, this is not done, you will need to contact one of the ALDs and coordinate this at the team meeting you attend.
NOTE: You will be unable to enter the Conference Room to change the banners. The ALDs will change out the banners. You should deliver the Conference Room banners to the small storage room across from the Men’s restroom in the hallway. Coordinate this with the ALD to be sure they know where you have placed them.
Where/How Many: As you begin to hang banners, start out with one or two banners and increase the number as you go. There are several cup hooks on the walls of the Conference Room for hanging banners and four is usually a good number to use at one time. You should rotate banners from the Conference Room to the Dining Hall first and then to the Refreshment Café. Keep the banners moving in the rotation process. Banners are only acknowledged in the Conference Room or Dining Hall so they must make their first appearance in one of these rooms. Do not leave them in the Conference Room or Dining Hall for an extensive period so that you may introduce more banners thus displaying a wide variety and number of banners. Coordinate this with the ALD’s.
Banners that are first hung in the Chapel are then rotated to the Conference Room or Dining Hall to be announced. Be sure that when you relocate it, you place an informational index card
in the “Agape In” envelope (Conference Room) or the plastic “heart box” (Dining Hall).
Banner No. 11, Following Jesus Forever: It is Servant Heart tradition that when this banner is used, the narrative regarding this banner in the front of the Banner Book (also located on Community laptop) should be copied and attached to the index card for the LD to read. Be sure to put the narrative back in the Banner Book for future use. Traditionally, this banner is hung in the Conference Room during lunch break Sunday.
Team Anonymity: Banners should be hung in the Conference Room only by ALD’s. Be sure to coordinate the hanging of banners in the Conference Room with the schedule of events for the weekend. The best time for delivering banners to the storage room across from the Men’s restroom is while the Pilgrims are at meals, chapel or refreshment breaks. Some refreshments breaks may be short, so adjust accordingly. Be alert to changes in their schedule and try to be invisible at all times in all locations where you must hang banners. Always use back entrance to Conference Room.
Trash/Restroom Supplies: Remove trash from all restrooms and check to be sure the restrooms are adequately supplied with paper towels, toilet tissue and soap. Camp Whispering Pines provides these items but does not monitor this during the weekend. Check with a Camp representative on the location of these supplies. Near the end of each day, check all restrooms (Chapel, Conference Room, outside near Agape, Pilgrims’ rooms) removing trash and restocking supplies as needed. Trash should be taken to the BFI dumpster near the entrance of the Camp. Monitor this throughout the weekend as you are in and out of these areas with your banners.
Organizational Checklist/Timeline - BANNERS
Thursday
← Locate Banner Book and index cards
← Contact Worship Chair to coordinate banners for Chapel and pull those banners from storage
← Take banners you know will be used out of the Emmaus storage room and hang them in the Agape Room. (Suggestion: remove only those you will be using from storage rather than bring all of them into Agape)
← 10:00 PM
o After Pilgrims are in bed: Banner No. 14, Prodigal son to Chapel
o Check restrooms: Conference Room, Chapel, outside Agape (Chapel/Agape area may be done earlier in the evening while Pilgrims are in Conference Room)
Friday
← Contact Worship Chair to coordinate banner for Chapel
9:15 AM
o After breakfast: Banner No. 2, Walk to Emmaus to Chapel; remove No. 14
← Make new index cards for any new banners that arrive. Put these cards in the front of the brown index card file box. Card should include: name of banner (if known), brief description of the banner, date delivered, and who made the donation.
← Begin to determine banners which will be used during the weekend. Referring to the Banner Book sort and organize banners as described in Guidelines
o Friday – GOD day
o Saturday – JESUS day
o Sunday – HOLY SPIRIT day
← Prepare duplicate index cards for those banners only if needed
← 4:00 PM
o First banner can be hung in Conference Room after Justifying Grace talk (talk is scheduled for 3:00 PM). Pilgrims scheduled for long break at 4:15 PM.
o Prepare and place index cards in AGAPE IN envelope in the Conference Room
o Relocate Banner No. 14, Prodigal Son (Conference Room or Dining Room)
← 6:45 PM
o After dinner, hang Meal Blessing Banners for breakfast (Banner Nos. 4 & 5)
o The blessing banners are to be hung in the Dining Room before breakfast Saturday and taken down after lunch Sunday. There are two nails, spaced high on the overhanging façade in the front of the room for hanging them. Hang the before-meal blessing on the left side and the after-meal blessing on the right side.
o Prepare and place index cards in appropriate location
o Daily check of restrooms
11:00 PM
o Remove Banner No. 2 from Chapel (work this banner into rotation for introduction). Coordinate this with Worship Chair. They may remove the banner for you to prevent you from staying up so late.
← Continue this banner selection and card process throughout Walk weekend, building the number of banners as the Walk builds and rotating as needed.
Saturday
← Contact Worship Chair to coordinate banners for Chapel
8:45 AM
o After breakfast: Banner No. 7, Come In…; Banner No. 8, Dying Moments;
3:00 PM Approximately
o Banner No. 46, Have You Seen Jesus My Lord
10:00 PM while Pilgrim’s Party, Worship will choose for Chapel either:
o Banner No. 10, Come Holy Spirit OR
o Banner No. 39, Come Holy Spirit
← Continue general banner selection, card process, rotation
← Daily check of restrooms
Sunday
← Contact Worship Chair to see if banners will be needed today. If Worship desires banners for Closing, there is no need for index cards. If you display banners at Closing, you must be responsible for returning them to the storage area after Closing. Traditionally, Banner No. 1-Servant Heart and Banner and No. 46-Have You Seen Jesus are displayed at Closing. This is determined by Worship.
← Continue general banner selection, card process, rotation. The last new banner to be hung will be the one chosen by the Fourth Day speaker which is scheduled for 2:30 PM.
← Daily check of restrooms.
← 1:30 PM
o After lunch, begin re-storage of all banners (except those in Conference Room) into the Emmaus storage room. Carefully roll and place them back in their respective tubes for storage.
o Store in a NEAT, ORDERLY manner taking care to protect the banners. It is recommended they be stored in numeric order.
← Place the Banner Book by the laptop computer for return to Community Agape Chair
← Return pictured index cards to brown Agape card box.
← When the Pilgrims leave for Closing (approximately 4:45 PM), collect and store banners that are in the Conference Room.
← Attend Closing Ceremony
← After Closing Ceremony, return banners used in Closing to storage.
Banners for Speakers
friday
Banner s Not Displayed During The Talk For the First Four Talks.
9:15 am Priority* # / *
11:15 am Prevenient Grace* # / *
1:45 pm Priesthood…* # / *
3:00 pm Justifying Grace* # / *
6:30 pm Life of Piety** # / **
saturday
8:45 am Grow Through Study # /
10:15 am Means of Grace # /
3:00 pm Christian Action # /
4:30 pm Obstacles to Grace # /
7:00 pm Discipleship # /
sunday
8:50 am Changing Our World # /
10:00 am Sanctifying Grace # /
11:00 am Body of Christ # /
1:30 PM Perseverance*** # /
2:30 pm fourth day # /
*NO banners are to be displayed during the first four talks. The speakers may choose a banner which will be displayed in the Conference Room at a later time during the weekend.
**Beginning with Talk #5, Life of Piety, speakers may request a banner be hung on the hearth behind them during their talk.
***Traditionally, Banner No. 11, Following Jesus Forever, is hung in Conf. Room Sunday afternoon.
Banner Schedule
Enter banner number or name at appropriate time slot where banner is being displayed
|Time |Chapel |Conference Rm. |Dining Hall |Refreshments |
|Friday |
|AM |7:30 | | | | |
| |11:00 | | | | |
|PM |5:15 | | | | |
| |5:30 | | | | |
| |6:16 | | | | |
| |8:15 | | | | |
|Saturday |
|AM |8:00 | | | | |
| |8:30 | | | | |
| |9:40 | | | | |
| |9:55 | | | | |
| |11:30 | | | | |
|PM |12:15 | | | | |
| |1:45 | | | | |
| |4:00 | | | | |
| |4:15 | | | | |
| |5:40 | | | | |
| |6:45 | | | | |
| |7:00 | | | | |
|Sunday |
|AM |7:30 | | | | |
| |8:00 | | | | |
| |8:35 | | | | |
| |9:40 | | | | |
| |10:00 | | | | |
|PM |12:00 | | | | |
| |1:20 | | | | |
| |4:45 | | | | |
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Agape Procedures
Banner # / Name of Banner
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