This year is totally different. This year the Christmas Eve services are very community focused with a target to connect with families. It’s a whimsical production that the whole family is going to love including dance, music, people flying through the air and even a little bit of comedy. We’re promoting the services very heavy throughout the community, so I expect we’ll see a lot of new faces! Check out the promo below:

Imagine Christmas 2010 from Gateway Church on Vimeo.

With the system and process that we have in place, it’s very important that we keep all the files nice and tidy so that when a class or dedication comes up, everything is easily accessible. I thought I’d give you a sneak peak into how we store all the files pertinent to our process. For the past two years, I’ve kept these files neat and orderly, but not in a convenient place for anyone but me. Yeah, they’ve been sitting on my desktop. If I’m being totally honest, the fact that these are sitting on my desktop is what inspired this entire series. On Saturday after finishing our most recent Child Dedication, I finally decided that it was time to move the files off my computer and onto the church’s server. However, I figured that I’d write this series before placing all the files on the server for safe keeping. I know, it doesn’t totally make sense, but that’s the way my mind works.

So, in my Child Dedication folder, I have four sub-folders.

Child Dedication Service, Media, Prep for Child Dedication Class and Service Files. I just hit one at a time for you.

Child Dedication Service Folder

This one is pretty simple. It has three documents in it. The first document is the Service Outline. These are my notes for my short talk. The second document is a service schedule. I make modification to it for every dedication and pass it out the the musicians, staff, and volunteers. It has timelines and cues for the service. The third document is an outline for dedications that I might do in someone’s home. It’s one document that I need to develop further.

Media Folder

The media folder currently holds three songs that I use for the slideshows. I picked all three of these songs two years ago and to this day haven’t found any songs I like better (but I am on the lookout for new songs). “This Very Moment” is a song by a guy in our church that I’ve used several times. “In My Arms” is a great song by plumb and “Little Wonders” is from Rob Thomas. They’re all here because when I’m making my slideshow, I don’t want to have to search through my entire computer to find one of these songs.

Prep for Child Dedication Class Folder

This is my quick, go to folder for the Prep for Child Dedication Class. I’d be lying to you if I told you that all the handouts and my notes were always printed out the Thursday before Sunday’s class. Probably if I didn’t keep all my files on my own computer, someone would have done this for me. Needless to say, my version of the handout as well as the parent handout is in this folder which I can quickly print out. In addition is a video I made of a class two years ago (it’s posted on this site on one of my earlier posts about Child Dedication. I’ve hung onto this video for other staff or volunteers who need to know what is said or need to prepare for leading their own class.

Service Files Folder

The final folder in my Child Dedication file system is the Service Files Folder. In it is a folder for each Child Dedication I’ve done in the past two years. Within each dated folder is one excel spreadsheet and two more folders. The excel spreadsheet is a copy of the google spreadsheet I wrote about yesterday. Although I keep the file in the cloud, I also download a copy to put in the folder for offline storage so it is with all the other files associated with that service. One of the folders are of dedication pics. Every picture that parents send to me are in this folder. I put them here until I need to upload them to Animoto for the slideshow, but I’m also a digital pack rat. I never throw away these pictures. The last folder is the Dedication Slideshow. I’ll upload the pictures to Animoto and let it mix a slideshow with one of the songs from the media folder. I’ll usually do the “one click remix” to see if I like the remix better than the original. I might even use the pictures with another song just to see if I like it better. Every slideshow that Animoto makes is unique. Once I find my winner, I purchase the high resolution video and download it to this folder.

As I described in my blog post yesterday, we have a two part registration. One is for the Prep for Child Dedication Class and the other is for the actual dedication. The first registration is a Google form focused on getting information about the parents, family and situation where the second is a Fellowship One registration focused on getting information about the children being dedicated.

The first form is feeds to a google spreadsheet that is always live. After classes have passed, we just edit the “class selections” to new dates or put “Classes are TBD, but we’ll contact you as soon as they’ve been scheduled.” This way we always have a place for parents to sign up. Nothing bothers me more than a note saying, “registration is not yet open, come back later.” With this alway live form, parents can sign up and know that they’ll be taken care of once we get our dates set. This google spreadsheet is shared with my staff, so they can always see how many have signed up for a class.

Once all the classes happen, I will literally cut and paste all the data from those who attended one of the classes to a new google spreadsheet exactly how it appears on the original spreadsheet. Those who didn’t show up to a class will remain on the original spreadsheet so that they will be contacted the next time a class happens. I will clean up the document a little and add a few extra columns like “registered for dedication, Pics and table/prayer leader.”

I will add a new page to this spreadsheet calling it emails. I will cut and paste all the emails of moms and dads from the first page and put them on this page. I will probably have to send out 2-3 emails to all the parents who attended a class, so I can just copy and paste all the emails from this page and paste them into my email editor.

Once I’ve sent all the parents links to the actual dedication registration, I just wait for registrations and pictures to come in. Once they register, I put a “yes” in the “registered for dedication column.” Once they send pictures, I put a “yes” in the “Pics” column. Oh, I almost forgot. I also type in the name of the prayer leader sitting at their table at the child dedication class in the “table/prayer leader.” Parents are busy, so it usually takes 7 to 10 days for all the parents to do these things, so every few days I might emails parents reminding them to register or send pics. Many parents register but forget to send pics, so it requires extra emails.

Once registrations begin coming in through Fellowship One, I’ll run report M6017E. This report gives me the final bit of information I’ll need for the dedication. I’ll paste these registrations to a new page on my google spreadsheet. This page contains all the data pertinent to the actual dedication. These are the people who have attended the class and have registered (and hopefully sent their pictures). Since registrations trickle in, I’ll add them to the page line by line as they come in every few days.

On this page, I’ll add a few columns in the front like “Assignment, Round, Verse and Meaning.” The “Assignment” is the prayer leader who will pray for that family/child (It isn’t always the prayer leader who sat at their table at the class). The “Round” column tells me what round that family will come up for prayer in the service. The “Verse and Meaning” columns are were we put the meanings of their names and a verse that goes with their name/meaning (which will also go on their certificate).

For the actual service, I’ll usually sort this page by round and assignment showing the full name of the child, meaning, and both parent names. I’ll give this to all my prayer leaders so that they know in what order they’ll be praying with families as well as have a little cheat sheet with the names, meanings, verses and parent names.

I’ll also make one more modified version of this page (adding an extra page to the spreadsheet) creating a check-in sheet that a volunteer or staff member will use as families are checking in. I rarely have any no-shows for a child dedication, but I want to know who isn’t here if thats the case.

Last of all, I typically have one last sheet with the names and phone numbers of all my prayer leaders for quick and easy reference.

So to review, my master dedication spreadsheet has the following pages:

• Prep for Dedication registrations (copied from the google form) with added columns for registration, pics and table leaders
• Dedication roster made from registrations that came in through Fellowship One with added columns for assignment, round, verse and name meaning
• Email addresses of those who attended the class
• Email addresses of prayer leaders
• Email addresses of those who registered (I forgot to mention this one)
• Check-in roster to mark off families as they come in

The beauty of all of this is that google docs are sharable. I have some staff that refer to the document to know how many books to order. I have other volunteer leaders who access the document to begin looking up meanings of names and coming up with verses. I have a graphic artist who access the page to see kid’s names and verses to create the certificates.

One last thing. If parents attend the class, but decide that they can’t attend the dedication, I mark their row red on the first sheet. I do the same if they go through the whole registration process and don’t show up for the dedication. I’ll let these families know when the next dedication is scheduled and as we get closer to that date, I can open up this spreadsheet and contact them giving them links to the next dedication registration. It’s important to me that people don’t fall through the cracks. If you don’t have a system for everything, people who don’t fit in one category or another will get missed.

It’s a pretty good system that works when everyone does what they’re supposed to do. It’s taken us a lot of dedications to refine this process, but for now, it’s working.

We used to be overwhelmed by questions about child dedication or child baptism which prompted me to put every bit of information a parent might need to know about what we believe and do on our website. Click here to visit our dedication page. Currently it isn’t very pretty, but it’s functional. I’ve trained our receptionists, admins or anyone else who might get emails and phone calls about dedication to direct people to the dedication page on our website. From here, families can lean what we do, why we do it and register for the next available class.

Registration for Child Dedication is a two step process for most families. Let me explain what I mean. Attending a Prep for Child Dedication Class is required to participate in Child Dedication. So, on the website they are directed to register for a class (I usually offer 3 classes for convenience). However, I usually have one or two families who have already attended the class, but want to dedicate new children. I usually don’t require them to attend the class again, but send them a link to the registration for the actual dedication (I’ll get into the diference later).

I’ve found that it is easiest to create a google form for people to register for a dedication class. I’ve used both google forms as well as Fellowship One registrations and have found the google form to be most efficient. Essentially, I can always have one form active. Once a class is over, I can remove it from the choices of classes to attend. If I’ve just finished a series of classes and don’t yet have dates for future classes, I can still keep the form live, but change the choices to “put me on the list and contact me once you have firm dates.” Because google forms populate a google spreadsheet, I can go in and edit classes they want to attend later. I can also share the form with others on my team as well as volunteers. Last of all, google forms timestamps submissions, so I can know when people registered. It really does everything I need and is incredibly simple.

Here are the questions I ask on the form:

• Mother/Guardian Name
• Mother/Guardian Phone
• Mother/Guardian Email
• Father/Guardian Name
• Father/Guardian Phone
• Father/Guardian Email
• Address/City/State/Zip
• What class do you plan to attend?
• How long have you attended Gateway?
• Are you in a small group?
• Please describe your family. Who lives at home? What’s the spiritual environment in your home?
• What is your reason/motivation for having your child dedicated?
• Name of first child being dedicated
• Name of second child being dedicated
• Name of third child being dedicated

All this information helps me know who is going to attend the classes, what the spiritual/family environment is like and how to prepare for the classes. During the class I actually have every parent in attendance write down their name, email and phone number. Sometimes I have parents just show up for the class, so it is important that I grab their information during the class. I always create an event in Fellowship One and make the parents as having attended so I can run reports on parents who have attended the class.

After each class, I can email parents who signed up but didn’t attend a class to make plans to attend the next class. Also, I can use the list of those who actually attended the class and send them a link to the registration for the actual dedication. This registration is a Fellowship One registration that is specifically for the kid(s) being dedicated. Many of these kids are very young, so they’re not actually in Fellowship One yet, so I like it that the parents are putting them in so birthdate and all are correct. I typically have a link to this registration on a page on the ministry site that is hidden from the blog navigation. I don’t want people to accidentally find this page because I want people to attend the class before registering for the dedication. So, I’ll send the link to the registration page to everyone who has attended the class and to those who have attended previous classes.

Here are the questions I ask on this registration:

(Fellowship One already gathers information like family, gender, age, DOB and such, so I don’t have to ask those questions)

• Full Name
• Phonetic spelling of child’s full name (spell it like it sounds)
• Mother/Guardian
• Mother/Guardian Phone
• Mother/Guardian Email
• Father/Guardian
• Father/Guardian Phone
• Father/Guardian Email
• How many will be attending the Child Dedication service

So, that is the registration process I follow which gives me all the information I need. Tomorrow I’ll talk about how I process and store the information from the registration process.

So, a few weeks ago we held an “All-Pray” service where the evening was dedicated to prayer. In this All-Pray, we had stations set up around the room where people could pray about the topic at that station and even write their prayers on the paper. We decided that we’d take advantage of the service and offer the same experience for elementary-aged kids. We created a kids prayer guide to mirror the adult prayer guide. In all honesty, parents didn’t need the adult one as the content was virtually the same.

It was so cool to see kids scattered around the auditorium, writing and drawing pictures on the paper represnting prayers they prayed for people with their mom’s and dads.

Here is the adult guide and here is the kids guide.

The only downside is that there weren’t very many kids. I think that parents made the assumption that their kids wouldn’t like it or that it would be too much trouble brining their kids to a prayer meeting. Hopefully we’ll be able to take some of the stories from this all-pray and really promote the next one. It was a great shared experience.

What’s really exciting is to see all the progress. I remember sitting in an off site meeting with our directional team a little over a year ago as we got stuck while talking through some issues. It was during this frustrating meeting where some ideas were brought up for the first time that led to where we’re headed right now. I also remember sitting in another overnight off site last Fall when early ideas were presented to the group, ideas that might address problems we were facing as an organization. Many people have prayed, fasted, discussed and strategized for thousands of hours to come up with what was presented this weekend. I’m totally excited about where we are heading as a body and it was thrilling to see the buy in.

After this week I don’t plan to publish any more camp posts. My production director was on a post-camp vacation last week, so I just got the final day of camp video. It’s a great video that shows a snapshot of all the best parts of camp. It’s about 10 minutes long, so feel free to skim.

The link to the service wasn’t online when I wrote this post, so I’ll add the link when it’s up.