The Point Person owns steps 1–2 happening smoothly and makes sure steps 3–5 are delegated effectively. Select your location below to see location-specific timings, rooms, and notes.
Location-Specific Details
Detail
Downtown
Orientation starts
1:15 PM
Huddle after
Service 3
Huddle meeting point
In front of the Kids area
Main room
Main auditorium
Chair count
50–60 chairs
Kids clearance to
Kids Lounge (downstairs)
Pack-down oversight
Inroads Team
Location-Specific Setup Notes
Black frame signs positioned at main entrance
Hospitality setup in main stairwell area
Video handled by Kids Team
Location-Specific Pack-Down Notes
Group leads go down to Kids area to assist with cleanup after breakouts
Bins returned to storage near side stairwell
Midtown
Location-specific timings and room details to be confirmed.
Fill in: orientation start time, huddle meeting point, main room name, chair count, Kids clearance location, pack-down oversight, and any unique setup/pack-down notes.
Hamilton
Location-specific timings and room details to be confirmed.
Fill in: orientation start time, huddle meeting point, main room name, chair count, Kids clearance location, pack-down oversight, and any unique setup/pack-down notes.
Mexico City
This location is currently TBD.
Setup and pack-down details will be added once the campus is operational.
Point Person Responsibilities (All Locations)
Before the Day
Coordinate with default assignees responsible for rostering volunteers in Planning Centre.
Run the huddle right after service and assign setup and pack-down tasks.
Midweek comms: Send the Sunday plan to the Breakout Lead squad — where to meet, what to expect, have the guide ready, and confirm RSVPs.
On the Day — Ensure at Minimum
Staffing: 1 coach or lead present with the Breakout Lead Checklist + 1 additional person if possible.
Kids clearance: Coordinate with the Kids Coach to ensure all children are in the Kids Lounge before orientation begins (see your location tab above for exact timing).
Post-Service Huddle (All Locations)
Everyone meets immediately after the final service at the designated huddle point (see your location tab above). The huddle starts sharp right after service ends.
Purpose
Confirm roles
Review setup responsibilities
Direct volunteers to their assigned tasks
Setup Checklist (All Locations)
All teams assist with setup. Room-specific details are in the location tabs above.
Signage
All signs are stored in the Team Orientation Bin in each location's designated storage area.
Directional Signs
Set up before the session in the lobby and outside the Team Orientation room. These guide attendees to the orientation space.
Retrieve directional signs from the Team Orientation Bin.
Position in the lobby and at key entry points outside the orientation room.
Ensure arrows/directions match your location (Downtown = downstairs, Midtown = go left, Hamilton = straight ahead).
Handheld Team Signboards
Distributed to breakout leaders from the same bin before the session begins.
Retrieve handheld signboards from the Team Orientation Bin.
Distribute one signboard to each breakout leader before the session starts.
Breakout leaders hold up signs during the LP announcing each team so attendees can see which group to join.
Once groups are formed, breakout leaders carry their sign and walk the group to their breakout area.
After orientation, collect all signboards and return them to the Team Orientation Bin.
Team signboards: Hosting, Production, Events, Love This City, Worship, Kids, Hospitality, Creative, Security, Muscle Crew, Maintenance, Service Production
Door Hosting
2 hosting volunteers positioned at the door immediately after the huddle to welcome arrivals.
Room Setup
Arrange chairs (see location tab for count).
Ensure garbage cans are placed and accessible.
Set up directional signs and distribute handheld team signboards to breakout leaders (see Signage checklist above).
Ensure lanyards are available for breakout leaders — assign someone to collect and return them afterward.
Hospitality
Hospitality lead responsible for food preparation and setup.
Kids Team
Handle video setup.
Ensure all kids are in the Kids Lounge.
Help direct others for setup and teardown.
During the Session (All Locations)
Team Leader Expectations
Have your lanyards and team signboards visible at all times.
Sit among the attendees to help create a welcoming environment.
When the LP describes the different teams, stand in different parts of the room and hold up your signboard clearly.
Remain standing with signboards visible until all attendees have chosen a team.
Once groups are formed, walk together to your designated location to begin the team orientation.
Take attendance at the end of the team orientation — follow the instructions provided.
Pack Down Checklist (All Locations)
Once breakout groups finish, group leads assist with cleanup and teardown. See your location tab above for any location-specific pack-down notes.
Pack Down Items
Chairs reset to original layout
Tables reset
Carpets reset
Garbage cleared
Floors swept and mopped
Projector and microphones turned off
Lights turned off
Bins returned to storage
Collect all directional signs and handheld team signboards — return to the Team Orientation Bin
Final Step: Once everything is reset and cleaned, gather briefly for a closing huddle — share wins, capture feedback, and confirm all tasks are complete.