A quick-reference checklist for the Team Orientation Coach at each location. Print this page or keep it on your phone on the day.
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.
- Lay out 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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