Head Host Checklist — Team Orientation Master Plan

SECTION 6 Head Host Checklist

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

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 (Section 3).
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.

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.

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.

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.

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.

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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