Activities: Worship: We All Are Connected

Information Package for the Sunday Service Coordinator
June 1, 2002

Enclosed is a package of information to help guide you as a Sunday Service Coordinator.

Please take the time to look through the materials. There are several important due dates to ensure that your information reaches the Newsletter and the Order of Service on time.

In the event that you will be coordinating for a guest speaker who is receiving an honorarium, the treasurer will need a check request at least 3 weeks in advance. A check request form is included. Please be sure to have the Worship Committee Chair authorize the form before submitting it for processing. The check will be left in the mailbox labeled ?Speaker?s checks? unless you indicate it should be mailed.

Enclosed Information:

1. Cover page
2. Introduction (this page)
3. Check list
4. Guest Speaker Information Sheet
5. Sample Order of Service & blank layout form
6. Sample readings of Welcome and Announcements, etc
7. Responsibilities of Sunday Services Coordinators with an Outside Speaker
8. Responsibilities of Fellowship Participants
9. Tips for Sunday Speakers
10. Directions to [your church]
11. Check Request for Treasurer
12. Plan views of [your church]
13. Audio Information


In addition, here are phone numbers that may be useful:

Minister Rev. John Doe jdoe@yourchurch.org 123-456-7890
Treasurer
Newsletter
Church Office
Office Manager
WC Chair
Religious Educ
Music Director
Pianist
Press/Publicity

[Church Name]
[Address]
[City, State Zip]
[phone, fax, email]
[website]

Check List for the Sunday Service Coordinator

Six weeks ahead of time:

o Name, email address and phone number of Speaker
o Call and introduce yourself
o Honorarium: Check Request if required
o Send a sample Order of Service, Newsletter, and directions to First Church

Four weeks ahead of time (Newsletter deadline is the third week of the preceding month):

o Topic of Sermon/Speech and Speaker?s name for Newsletter
o Bio or resume of Speaker for Newsletter
o Short description (blurb) for the Newsletter
o Information for a press release (to Pam Palmer)

Two weeks ahead of time:

o Order of Service
o _________________s directions to First Church
o Notify the pianist what hymns will be sung
o Confirm who will be reading a Story for All Ages

One week ahead of time:

o Confirm the office received all of the materials for Order of Service
o Review Order of Service
o Special Instructions for Custodian to layout the stage

Sunday:

o _____y ________________________________________________
o Greet the person when they arrive
o Ask if they need a place to prepare/dress
o Ask someone to ring the bell at 11:00 am
o Announcements in addition to those printed in the Order of Service
o Check the microphone is working
o Provide a glass of water
o _______who is lighting the chalice
o Reimburse any travel expenses
o Provide check to speaker

Guest Speaker Information

Sunday Service Coordinator: ______________________________________________

Name of Speaker: _______________________________________________________

Scheduled for: __________________________________________________________

Honorarium: No______________ Yes_______________ Amount: $______________

Please provide the Treasurer with a check request at least 3 weeks in advance

Topic: ________________________________________________________________ ________________________________________________________________________

Three or four lines for the Newsletter (due to the Newsletter by the third week of the preceding month) ________________________________________________________

________________________________________________________________________________________________________________________________________________________________________________________________________________________

Additional information for press releases (attach a resume or bio or other pertinent information) ____________________________________________________________ ________________________________________________________________________________________________________________________________________________
One Line sentence for the Order of Service (due to the Church Office at least 1 week in advance): _______________________________________________________________ ________________________________________________________________________

Provide copies of this to:

o Newsletter John Smith jsmith@yourchurch.org 123-456-7890
o Church Office
o WC Chair
o Press/Publicity
o Treasurer
Order of Service
11:00 a.m.
Service led by [ Speaker's Name and affiliation ]
[ Name ]-Fellowship Participant

PRELUDE

WELCOME AND ANNOUNCEMENTS

OPENING WORDS

[ Title ] by [ Author ]

CHALICE LIGHTING

*OPENING SONG [ #17 ]
[ Title ] by [ Composer and Lyricist ]

Note: Additional historical information on a hymn may be inserted. See the book Between the Lines if you would like to include a short background piece in the Order of Service.

*UNISON READING

Love is the doctrine of this church,
The quest of truth its sacrament,
And service its prayer.
To dwell together in peace,
To seek knowledge in freedom,
To serve humanity in fellowship,
Thus do we covenant together.

* SONG OF AFFIRMATION

From all that dwell below the skies,
Let faith and hope with love arise.
Let beauty, truth and good be sung,
Through every land by every tongue.

De todos bajo el cielo
Surja Esperanza, Fe, y Amor,
Verdad y Belleza cantando
De cada tierra de cada voz.

STORY FOR ALL AGES as read by [ speaker/reader ]
[ Title ] by [ Author ]

Children may leave for class or stay and join us for the service.

SHARING OF RESPONSIBILITY

CANDLES FOR OUR JOYS AND CONCERNS - optional

READING - optional
[ Title ] by [ Author ]

MUSICAL MESSAGE

RESPONSIVE READING [ #562 ] - optional
[ Title ] by [ Author ]

*SONG [ #182 ] - optional
[ Title ] by [ Composer and Lyricist ]

SERMON:

[ Title of Sermon ]
by [ speaker or author ]

*CLOSING SONG [ #182 ]
[ Title ] by [ Composer and Lyricist ]

CLOSING WORDS
[ Title ] by [ Author ]

CHALICE EXTINGUISHED

Leader: The chalice is extinguished.
Congregation: The light goes with us into the world.

POSTLUDE

* Please stand as you are able.
To be printed out with insertions made by hand

Order of Service
11:00 a.m.
Service led by [ Speakers Name and affiliation ]
[ Name ]-Fellowship Participant

PRELUDE

WELCOME AND ANNOUNCEMENTS

OPENING WORDS
[ Title ] by [ Author ]

CHALICE LIGHTING

*OPENING SONG [ #17 ]
[ Title ] by [ Composer and Lyricist ]

*UNISON READING

Love is the doctrine of this church,
The quest of truth its sacrament,
And service its prayer.
To dwell together in peace,
To seek knowledge in freedom,
To serve humanity in fellowship,
Thus do we covenant together.

* SONG OF AFFIRMATION

From all that dwell below the skies,
Let faith and hope with love arise.
Let beauty, truth and good be sung,
Through every land by every tongue.

De todos bajo el cielo
Surja Esperanza, Fe, y Amor,
Verdad y Belleza cantando
De cada tierra de cada voz.

STORY FOR ALL AGES as read by [ speaker/reader ]
[ Title ] by [ Author ]
Children may leave for class or stay and join us for the service.

SHARING OF RESPONSIBILITY

CANDLES FOR OUR JOYS AND CONCERNS - optional

READING - optional
[ Title ] by [ Author ]

MUSICAL MESSAGE

RESPONSIVE READING [ #562 ] - optional
[ Title ] by [ Author ]

*SONG [ #182 ] - optional
[ Title ] by [ Composer and Lyricist ]

SERMON:

[ Title of Sermon ]
by [ speaker or author ]

*CLOSING SONG [ #182 ]
[ Title ] by [ Composer and Lyricist ]

CLOSING WORDS
[ Title ] by [ Author ]

CHALICE EXTINGUISHED

Leader: The chalice is extinguished.
Congregation: The light goes with us into the world.

POSTLUDE

* Please stand as you are able.
Sample for the Sunday Service Coordinator
Welcome
Good Morning. My name is ------_______________________ and I am a member of ____________________________ . Welcome to the [Name of your Congregation}, where we work to affirm and promote the inherent worth and dignity of every person. [anything special about your Congregation you wish to add]

I want to extend a special welcome to our visitors this morning. If you are here for the first time, please sign our visitor?s book that is located out front on the Greeter?s Table. I hope that you will join us for coffee and refreshments after the service. If you who have been coming for a while and like the fellowship of our church and the approach to religion that we represent, we invite you to consider becoming a member. Please speak to me, or one of the greeters, after the service for more information.

Announcements

We have some announcements this morning:
[Include the following Sundays Service when possible]

There are additional announcements listed in your Order of Service. Please take a moment to read through them.

CHALICE LIGHTING

Choose one of the following:
We light this chalice in thanks for all that we have, all that we are, and all that we are becoming.
OR
We gather as people this hour with joys and sorrows, gifts and needs.
OR
We light this beacon of hope, sign of our quest.
OR
For truth and meaning, in celebration of the life we share together.

Note: Additional words for Chalice Lightings are available in the book ?We Light this Chalice? thru the Worship Committee.

UNISON READING

Love is the doctrine of this church
The quest for truth its sacrament
The service its prayer
To dwell together in peace
To seek knowledge in freedom
To serve humanity in fellowship
Thus do we covenant together.

IN SPANISH:
El amor es la doctrina de esta congregacion
La busqueda de la verdad es su sacramento,
Y el servir es su oracion.
Para vivir juntos en paz;
Para buscar el conocimiento en libertad
As? lo convenimos juntos!

SONG OF AFFIRMATION

From all that dwell below the skies,
Let Faith and Hope with Love arise
Let Beauty, Truth and Good be sung,
Through every land by every tongue

IN SPANISH:
De todos bajo el cielo
Surja Esperanza, Fe, y Amor,
Verdad y Belleza cantando
Da cada tierra de cad voz.

SHARING OF RESPONSIBILITY

It is now time for the sharing of responsibility. Would the ushers please come forward?

Choose one of the following:

This house is a house of freedom, built and sustained by the gifts of those who come to receive what they need and give what they can. This house is your house, may it always be worthy of the gifts it receives from you.
OR

Freely have we received of gifts that minister to our needs of body and spirit. Gladly we bring to our church and its wide concern a portion of this bounty.
OR

Let there be an offering to sustain and strengthen this place, which is sacred, to so many of us, a community of memory and hope, for we are now the keepers of the dream.

HYMN

Now let us join together in singing the hymn __________________________________ number ______

The pianist will play the hymn through once, and we will rise as we are able and sing together.

RESPONSIVE READING

Our Responsive Reading is number ______ located in the back of your hymnal: __________________________________________ written by__________________________________ .

CHALICE EXTINGUISHED

Leader: The Chalice is extinguished.
Congregation: The light goes with us into the world.
IN SPANISH:
La vela sa extinguido.
Congregacion: La luz va con nosotros en el mundo.

Responsibilities of the Sunday Service Coordinator

Note: The information provided below is an overview of the various responsibilities of the Sunday Service Coordinator. Most of the information is geared towards an outside speaker who might be unfamiliar with a church service. When coordinating with a visiting UU minister, you may find that they will do most of the work for you.

At least 2 months before the scheduled speaking date, contact the speaker to introduce you as the lay coordinator. If they are receiving an honorarium, confirm the amount and process a check request for their payment. Also, invite the speaker to stay for coffee and discussion after the service. During this time, you should let them know of the following guidelines:

Newsletter deadline for their service title and description

Order of Service deadline

Send the speaker samples of similar Order of Services that have been used in the past. Include a current Newsletter. Include Directions to the Church. You may also wish to include other information on First Church and its activities, including brochures, etc.

Note: A service is about one hour long. A sermon or speech is about 20 to 30 minutes. If you anticipate a long sermon or discussion as part of the service, you may need to adjust the other parts of the service accordingly.

After the Speaker has received the initial packet of information you have provided them with, you should call the speaker to remind them of the upcoming deadlines. Be sure they have phone numbers, email addresses and the church address to fax or mail their service information. You should also discuss the different parts of the service to determine how much or how little of the Service they wish to plan.

Opening and Closing Words

Selection of songs

Selection of Readings

Story for All Ages

Lighting and Extinguishing the Chalice

You may need to explain the various parts of the service with them. Explain that we usually call children forward for the Story for All Ages, the lighting and extinguishing of the chalice, etc. Determine if they will be selecting the hymns or Responsive Readings as well as Opening and Closing Words. You may need to discuss choir selections if it is relevant or if they have a special request. At this time, you should also go over any special needs for equipment they may have such as a television and VCR, etc.

The speaker will need to provide you with information for the Newsletter. The Newsletter deadline is usually the third week of the preceding month.

Name of speaker and Topic
Blurb for Newsletter
Bio or resume for Newsletter
Press release or short description for publicity

Be sure to confirm the Newsletter Editor has received the information. You may wish to review what has been submitted as well.

Once you receive the Order of Service materials from the speaker, prepare the rest of the service. If the choir is performing you may wish to limit the number of additional songs in the service. You may need to recruit a Fellowship Participant if you do not plan to be in the pulpit with the guest speaker. Determine with the speaker and the Fellowship Participant who will be delivering which parts of the service.

Opening and Closing Words

Welcome and Announcements
Readings
Story for All Ages
Lighting and Extinguishing the Chalice

Review with the Music Director and the pianist which selections of songs will be performed during the service. The Music Director and the pianist will provide the titles of the additional music and choir selections to the Church Administrator for inclusion in the Order of Service.

Once all of the information is compiled, provide the Church Administrator with the completed Order of Service by the Wednesday prior to the service.

Prepare and organize all of your materials in advance of the service. Its usually best to type everything into the computer and print onto 8.5 x 11 paper using a large font size such as 16 or 18 point type. Always double-space the lines of the page. A page of double spaced 16-point type usually runs about 2.5 minutes. Practice reading aloud at least three times before the service. See ?Tips for Speakers? for more information.

On Friday, be sure to review the printed Order of Service. Alert the Custodian if there will be any special needs such as chairs on stage, TV and vcr, special seating arrangement for the audience, additional candles, vases for flowers, etc.

Provide a layout of the room

Indicate position of furnishings

On Sunday, arrive early to insure that everything is set to go. If the choir is performing, you should arrive at least 45 minutes early to accommodate their rehearsal. You should review that the stage is prepared as planned before the arrival of your guest.

Check that the lights have been turned on
Do an audio check
Arrange any flowers or decorations
Provide glasses of water for you and your speaker
Be sure the Custodian has set up the pulpit and seating as you wish
Check that there are matches and a full candle in the chalice
Assign someone to ring the bell
Pick up the check from the mailbox and confirm the amount

Be on the look out for when your guest arrives and greet them promptly. Ask the guest speaker if they need anything and assist them.

Show them a place to change or robe and leave belongings
Be sure to point out the restrooms
Provide them with a glass of water or coffee if it is ready
Ask if they wish to greet entering members or wish to be seated on stage
Provide them with a hymnal and Order of Service
Give them their check prior to the service
Reimburse any travel costs
Remind the speaker coffee will be served after the service should they wish to stay

At 10:55, ask the bell to be rung once followed by the 11 am ringing. At 11am, signal Dan to begin the Prelude.

Note: There is a clock on the back wall of the room. Should the service run very long, you may wish to skip the last song. If you do choose to skip the song, be sure to announce this quickly and clearly so that the pianist and the congregation can hear you.

Thank you for serving as Sunday Service Coordinator.

The Worship Committee

Responsibilities of the Fellowship Participant

Note: The information provided below is an overview of the various responsibilities of the Fellowship Participant. Most of the information is geared towards a Fellowship Participant who is supervising a service when a coordinator is not available to be at the service. When working with a visiting UU minister, you may find that they will do most of the work for you.

The Sunday Service Coordinator will have already arranged the speaker, the speaker?s honorarium, planned and submitted the Order of Service and information to the Newsletter.

Note: A service is about one hour long. A sermon or speech is about 20 to 30 minutes. It is your responsibility to keep track of time. If you anticipate a long sermon or discussion as part of the service, you may need to adjust parts of the service accordingly.

The Sunday Service Coordinator and the speaker will have determined who is reading which parts of the service. They will instruct you as to which parts you will be presenting.

Opening and Closing Words
Welcome and Announcements
Introducing the Speaker
Announcing Songs
Readings
Candles for Our Joys and Concerns
Story for All Ages
Lighting and Extinguishing the Chalice Note: Another Fellowship Participant or the speaker may present The Story for All Ages. The Sunday Service Coordinator will also have notified the pianist and Choir Director which music selections will be performed during the service. Prepare and organize all of your reading materials in advance of the service. You may need to type out readings the speaker or Coordinator have pre-selected. Its usually best to type everything into the computer and print onto 8.5 x 11 paper using a large font size such as 16 or 18 point type. Always double-space the lines of the page. A page of double spaced 16-point type usually runs about 2.5 minutes. Practice reading aloud at least three times before the service. See ?Tips for Speakers? for more information. The Sunday Service Coordinator may alert you to special needs of the speaker such as a TV or vcr, arrangement of chairs or seating, special decorations, etc. and ask you to relay them to the appropriate people. In the event of a usual event, such as a performance in the round, a plan of the space may need to be provided. Plans [your church] are available in the ?Coordinator?s Package? in the office. The Church Custodian will arrange the furniture and set up the chalice and candles as well as prepare the pulpit area. On Sunday, arrive early to insure that everything is set to go. If the choir is performing, you should arrive at least 45 minutes early to accommodate their rehearsal. You should review that the stage is prepared as planned before the arrival of your guest.
Check that the lights have been turned on
Do an audio check with someone present in the room
Arrange any flowers or decorations
Provide glasses of water for you and your speaker
Be sure the Custodian has set up the pulpit and seating as you wish
Check that there are matches and a full candle in the chalice
Assign someone to ring the bell
Pick up the honorarium check from the church mailbox
Pick up an Order of Service and a hymnal Be on the look out for when your guest speaker arrives and greet them promptly. Ask the guest speaker if they need anything and assist them.
Show them a place to change or robe and leave belongings
Be sure to point out the restrooms
Provide them with a glass of water or coffee if it is ready
Ask if they wish to greet entering members or wish to be seated on stage
Provide them with a hymnal and Order of Service
Give them their check prior to the service
Reimburse any travel costs (speak to the treasurer)
Remind the speaker coffee will be served after the service and invite them to stay for discussion At 10:55, ask the bell to be rung once followed by the 11 am ringing. At 11am, signal Dan to begin the Prelude. Note: There is a clock on the back wall of the room. Should the service run very long, you may wish to skip the last song. If you do choose to skip the song, be sure to announce this quickly and clearly so that pianist and the congregation can hear you. After the service, please remind the speaker there is coffee and refreshments. Thank you for serving as a Fellowship Participant.

The Worship Committee Tips for Sunday Speakers

1. Relax and remember to smile. People are very forgiving of small errors. Plus, they will enjoy the service more if you seem to be enjoying yourself!

2. Prepare well. When a group of people is giving their time to hear what you have to say, it is inconsiderate not to take some time to say it well. Materials should be well organized and well rehearsed. Take the time to get comfortable with the material, the sound system and other elements.

3. Preparing the manuscript: Word processing is great because you can easily adjust the lay out and font size. Double spacing is best, some people even prefer triple spacing. Re-type everything from your reference books and hymnal such as responsive readings, etc. Use a 16 to 18 point font size. It may help to add line spaces so that paragraphs or sentences are not broken by page breaks. Remember, there is a lot of glare in the pulpit and the manuscript will be further from your eyes than you will be used to. You want to be able to speak confidently without picking up your materials, losing pieces of paper, making multiple adjustments to your glasses, or losing your place the moment you look up. 12-point type: The quick brown fox jumped over the lazy dog. 16-point type: The quick brown fox jumped over the lazy dog. 18-point type: The quick brown fox jumped over the lazy dog.

4. Using the manuscript: Slide the pages to the side rather than flipping them?its less distracting. You can often inconspicuously use your hand to mark your place when you look around the audience to make eye contact. So practice at least 3 times, more if you are doing the whole sermon, reading complicated poetry, using a second language, or if the first 3 practices don?t quite sound the way you want them to sound. Make eye contact and pause during your rehearsal.

5. Time your service, especially if you are contributing a substantial piece to it. Hint: 1 page of double spaced 16-point type is equal to 2.5 minutes.

6. Test the microphone before hand, preferably before people have arrived but when there is at least one person who can listen to hear how clearly you are coming thru. The room will absorb sound when people enter, so it?s better to be a little loud. Note: Feedback comes when the mic and the speaker face each other. Moving the microphone back will usually reduce feedback.

7. Remember that when you are singing, the microphone is still amplifying your voice. If you aren?t reliably on key with the day?s hymns, step away from the mic when you sing.

8. The Story for All Ages is a special part of the service. It is usually better if told and not read. These should be fairly short. Be careful when reading a picture book that the story still holds up without seeing the pictures. The stories are best when they are about 2 to 3 minutes long.

9. Remember to project. Public speaking needs to be stronger and clearer than your ordinary conversational speech.

10. Pay attention to all parts of the service, not just your words. How can the visual aesthetics, the music, the silences, your own appearance, and other factors impact people?s experience of the service? See the service as if you were in the audience.

11. Finally, after you have completed your first time of public speaking, be sure to ask an audience member you respect and trust for constructive criticism.