Hamilton Campus Hub — Team Orientation

1. Team Attendance Tracking (Required)

Launch Hamilton Attendance Form 📋 How to take attendance — step-by-step guide

2. Setup & Packdown Logistics

Detail	Hamilton Operational Metrics
Orientation starts	11:45 AM
Huddle after	Service
Huddle meeting point	Stage right (where NS usually takes place)
Main room	Auditorium
Chair count	-
Kids clearance to	Kids Lounge
Pack-down oversight	NS team

The Team Orientation Coach owns ensuring the post-service huddle runs smoothly at stage right immediately following the service, and delegates operational workflows effectively.

Team Orientation Coach Core Responsibilities

Midweek comms: Send the Sunday plan to the Breakout Lead squad — confirm RSVPs and remind them to have their check-in links ready.
Rostering: Coordinate with default assignees responsible for tracking and scheduling volunteers in Planning Centre.
Kids Clearance: Coordinate with the Kids Coach to ensure all children are securely moved to the Kids Lounge before the 11:45 AM orientation begins.

Integrated Setup Tasks

Door Hosting: Position 2 hosting volunteers at the auditorium doors immediately after the huddle to welcome arrivals.
Room Setup: Arrange chairs inside the Auditorium, confirm trash cans are clear and accessible, and make sure leader lanyards are ready for distribution.
Black Frame Signs: Retrieve directional signage from the Team Orientation Bin and position them clearly at the main entrance to guide traffic straight ahead.
Hospitality Station: Set up food prep, refreshments, and hospitality elements near the stage area.
Video Setup: Coordinate with the production team to handle and test video playback systems before attendees arrive.
Handheld Signboards: Retrieve signboards from the Team Orientation Bin and distribute them to breakout leads before the session starts.

Integrated Pack-Down Tasks

Leader Return: Collect all leader lanyards, handheld team signboards, and main entrance directional signs, returning them safely to the Team Orientation Bin.
Room Restoration: Reset all auditorium chairs and tables back to their original configurations.
Sanitation: Clear out trash bags, sweep and mop the floors, and reset carpets.
AV & Power: Turn off all mics, the projector, and room lighting.
Storage Transfer: Return all equipment bins to the storage area located near the side stairwell (Oversight managed by the NS Team).
Closing Huddle: Gather remaining leads briefly to share immediate wins and log feedback.

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3. Team Orientation Coach Checklist

1 Week Before

Confirm your breakout leaders are rostered and aware of the date.
Send the Sunday plan to your breakout lead squad — where to meet, what to expect, and share the Breakout Leaders Guide.
Check your Team Orientation Bin — confirm all directional signs, handheld signboards, and lanyards are present and in good condition.
Coordinate with Kids Coach to confirm kids clearance timing and logistics.
Confirm room availability with your location pastor or facilities contact.

Day-Of: Pre-Service

Arrive early enough to do a walkthrough of the orientation room and breakout areas.
Confirm AV is working — projector, microphone, and Pastor Sam's video are ready to go.
Layout directional signs in the lobby and outside the orientation room.
Have handheld team signboards and lanyards ready for distribution after the huddle.

Day-Of: Post-Service Huddle

Gather the team at the designated huddle meeting point immediately after the final service.
Confirm roles: door hosting (2 volunteers), room setup, hospitality, Kids clearance, AV.
Distribute handheld team signboards to breakout leaders.
Remind breakout leaders to have the attendance form link ready on their phone.
Confirm chair count and layout — adjust if needed based on expected numbers.

Day-Of: During the Session

Ensure door hosts are in place welcoming arrivals.
Confirm all kids have been cleared to the Kids Lounge before the session starts.
Support the LP — make sure the flow runs smoothly from welcome through to breakout announcements.
Watch for anyone unsure which team to join — guide them or have an Inroads team member assist.
Confirm all breakout leaders are holding signs and visible when teams are announced.
Once groups are formed, ensure smooth flow to breakout areas — no one left behind.

Day-Of: Pack Down

Collect all directional signs from the lobby and hallways.
Collect all handheld team signboards and lanyards from breakout leaders.
Return all items to the Team Orientation Bin and store in your designated area.
Oversee room reset: chairs, tables, carpets back to original layout.
Confirm garbage cleared, floors swept/mopped, AV and lights off.
Run a closing huddle — share wins, capture any feedback or issues, confirm all tasks are done.

After the Day

Confirm all breakout leaders have submitted attendance via their location's form.
Report any issues to HQ — missing/damaged signs, equipment problems, or process feedback.
Note any follow-ups needed for specific attendees (e.g., someone undecided on a team, someone who needs Plan to Protect clearance info).

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4. Breakout Leader Guide

Note for Breakout Leaders: Whoever is rostered to lead the session will take complete ownership of managing and fulfilling the requirements for their respective team.

1. Welcome

Introduce yourself and your role.
Share what will be covered today.
Head to the area where you will give vision — take them to your serving zone.

2. The Heart of Our Team

Why this team exists (1 sentence).
Give vision — paint the picture of what visitors would experience.
What we want people to experience: Seen. Known. Covered.

3. Cultural Expectations — Who We Are / How We Behave

Reliability (Honour is our default) — Show up on time, manage swaps, submit blockouts early.
Ownership (God's House, Our Home) — Know your role and ask questions early.
Team-First — Serve together and support one another (2 by 2).
Excellence is our Spirit — Small details matter.
Growth (Servant Leadership is our Identity) — Stay coachable and open to feedback.

4. What You'll Do

Before: Arrive on time and prepare your area.
During: Stay attentive and serve your zone.
After: Reset your area and leave it better than you found it.
Training Path: Start → Grow → Lead.

5. Scheduling and Communication

Planning Center: Use to accept, decline, manage swaps, and blockouts.
Serving rhythm: 2x per month. Follow team communication guidelines.

6. Space and Safety

Identify: Meet points and key serving areas.
Know: Where supplies are stored (if applicable — if stuck, contact your team lead).
Know emergency procedures and gathering points.

7. Q&A

Open floor for questions.

8. Pray

Pray and impart over your team. This is a big faith step for everyone attending.

9. Final Action — Mark Attendance (Required)

Please mark your attendance using the Hamilton Attendance Form.

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5. Breakout Locations & Team Missions

Team	Hamilton Location	"Why This Team Exists" Statement
Hosting	Welcome Spot	Creates an environment of honor and belonging so that every person feels valued from the moment they arrive.
Production	Sound Booth	Eliminates visual and audio distractions so that people can clearly hear the word and encounter God.
Service Prod.	Sound booth/SP seats	Coordinates timelines, cue execution, and flow dynamics to shape seamless service programming.
Worship	Stage	Leads the congregation into expressive, Christ-centered worship that sets an atmosphere for transformation.
Kids	Kids area	Partners with parents to guide children into a lifelong, fun relationship with Jesus in a safe space.
Hospitality	Cafe	Fosters warmth and casual community connection by serving food, coffee, and refreshments beautifully.
Events	Auditorium	Builds intentional bridges and dynamic spaces for individuals to take their very next steps in faith.
Security	-	Provides a safe, observant, and peaceful environment so families can focus completely on service.
Maintenance	-	Stews and honors the physical house of God to keep facilities excellent, clean, and fully operational.
Creative	Upstairs area	Uses photography, design, and storytelling elements to make the gospel visually accessible all week.
Love This City	-	Mobilizes the local church outside our four walls to meet tangible needs and bless the wider community.
Muscle Crew	Red Floor	Supplies the heavy lifting and operational power required to build out and pack down church spaces.

*Note on Youth Team: There is no physical breakout session for Youth. If an individual is interested, instruct them to connect directly with France Graham. Guide them to select a different team in the interim, as Youth Team invitations rely closely on relationship and discernment.

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6. Location Pastor's Script

Landing and Welcome: Gather the room. Introduce yourself and warmly welcome everyone.
Ask the room: "Who is already on a team?" or "Who is checking a team out today?" — celebrate both responses enthusiastically.
The Heart of Serving: Share briefly: "We want to make sure everyone who serves is equipped to serve well and understands the heart behind why we serve."
Introduce and play Pastor Sam's orientation video clip.
After the video concludes, add: "This is the beautiful thing about serving — it allows us to play our part in building God's house and His Kingdom. We get to play our part in helping people find Jesus."
Overview of Teams: Highlight the roles available on campus. When describing the different teams, have breakout leaders stand in different parts of the auditorium holding their handheld signboards clearly until all attendees have matched up with a group.
Plan to Protect (Child Safety Mandate): Speak this script portion clearly and confidently before any breakouts depart:
"Before we break into groups, I want to share something we all should know. We love the kids of our church, and one thing we take very seriously across all our teams is their protection and safety. At our church, we follow a Canadian-wide child protection standard called Plan to Protect. This ensures that children in our care have been vulnerable sector checked and identified as above-reproach to be in the room. Practically speaking, this means that the only people who should ever be in Kids zones/areas are approved C3 Kids or Youth team members who are clearly identified with their Kids t-shirt and lanyard. If you have any further questions, let's talk in the breakouts."

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7. Team Orientation Calendar

JanuarySun, Jan 18

FebruarySun, Feb 15

MarchSun, Mar 15

AprilSun, Apr 19

MaySun, May 17

JuneSun, Jun 21

JulySun, Jul 19

AugustSun, Aug 16

SeptemberSun, Sep 20

OctoberSun, Oct 18

NovemberSun, Nov 15

DecemberSun, Dec 20

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