• Call or meet with the Faith Development Director to understand what has already been planned and/or completed so far for that month’s Gathering.
• Follow up on any remaining planning efforts.
• Work directly with the Design Team Lead for the specific Gathering to understand the goals and specific requirements for the Gathering.
• Review and modify draft Gathering Checklist provided by the Design Team Lead.
• Update the Gathering Checklist after the rehearsal.
• Work directly with the Gathering Spokesperson to ensure both efforts are coordinated.
• Understand the uniqueness of the Gathering prior to the rehearsal.
• Have a good sense of what is to happen at the Gathering.
• Know the flow, timing and movement of the people and program. Ensure everything runs smoothly.
• Ensure the microphones are being used effectively by all speakers and make adjustments immediately when needed.
• Be the timekeeper and give notice to each group to move when appropriate.
• Keep the monthly Master List of contacts for the specific Gathering. Update the list regularly and send out updates by email.
• Check everything ahead of time:
  • Are all the roles covered?
  • Call all the “leads” for each group (Food Service, Catechists, etc.) to be sure they have all the positions covered.

     

Gathering Spokesperson

• Work directly with the Gathering Coordinator to ensure both efforts are coordinated.
• Work directly with the Design Team Lead for the specific Gathering to understand the goals and specific requirements for the gathering.
• Understand the uniqueness of the Gathering prior to the rehearsal.
• Have a good sense of what is to happen at the Gathering.
• Rehearse the script before the rehearsal and modify it to fit your specific style.
• Practice with both “hand-held” and “clip-on” type microphones ahead of time.
• Convey a sense of welcome, enthusiasm and understanding of the theme for the Gathering in a relaxed manner.

Design Team Lead

• Lead the design effort for the specific Gathering.
• Be the interface between the Design Team and the Gathering Team.
• Communicate the Gathering design to the Gathering Coordinator and Spokesperson as early as possible ahead of the rehearsal.
• Provide a draft Gathering Checklist to the Gathering Coordinator before the rehearsal.
• Provide a draft script to the Design Team & Gathering Team at the preparation meeting which usually occurs two weeks prior to the Gathering.
• Revise the script as needed, with input from the preparation meeting, and e-mail to the Gathering Spokesperson, Coordinator and Catechists.  

Food Service Lead

• Coordinate all food arrangements at least 2 months ahead of the Gathering.
• Recruit food servers to staff each Gathering.
• Ensure all supplies are provided including napkins, plates, cups and utensils.
• Ensure all 3 Gatherings have adequate help to set tables, help place food on the tables and clear the tables after the meal.
• Let the Gathering coordinator know who will be covering each day of the Gathering.

Holy Infant Staff

• Distribute e-mail to Gathering Team members on behalf of others when requested.
• Provide the physical set-up of the spaces needed for each Gathering.
• Plan the menu and order the food for each Gathering.