Worship Procedures (this includes Closing Ceremony)

Worship Procedures (this includes Closing Ceremony) The purpose of the Worship is to promote the Walk by providing worship venues which will be inspirational and provide the Pilgrims an opportunity to quietly meditate on the issues God is pointing out to them. Be a servant, knowing that God s love is demonstrated through your service, and may God send His Holy Spirit to inspire you and help you receive the blessings of love through serving Him. This guideline gives you general information and a checklist/timeline to help you accomplish your service. You should check with the Lay Director (LD) and Spiritual Director (SD) for anything special he/she would like you to do in the Chapel during the weekend. Always enter the Chapel with reverence. Be careful because there may be Pilgrims using the Chapel. Do not ever enter the Chapel if Pilgrims are present. GENERAL INFORMATION Responsibilities: Set the worship scenes for each chapel experience Set the altar for communion Set the seating in the Chapel as directed by the LD Update Inventory list for next walk Return storage bins to the appropriate location in the storage room As a courtesy to the SD, ask if you can provide communion elements at team meetings you attend Supplies: You will need to bring the following items with you: Pita bread (at least 3 packages) OR 5 loaves of bread (check with SD about preference) Grape juice (1 six pack) Storage Room: All Servant Heart supplies are stored in the Servant Heart storage room adjacent to the Refreshment Café. The storage bins are labeled and organized according to content. The required elements for each scene are stored in appropriately marked bins (Prodigal Son, Walk to Emmaus, Four Responses to Christ, Dying Moments, Come Holy Spirit). You will need to pull other items to complete your scene from the bins that are labeled Communion Supplies, Communion Linens and Extra Sheets, Fabric, Candles, Misc. Altar Decorations, etc. Please inventory and repack all items as you found them. The bins for Worship are stored on the shelves in the back left hand side of the storage room. The Set Up/Take Down team will deliver the bins Thursday afternoon to the Chapel and stack them in the front right hand corner of the stage. You will need to move these bins to their temporary weekend storage location which is in the closet to the right of the stage. As these bins are labeled for each worship setting (Prodigal Son, Walk to Emmaus, etc.), it is recommended that you return each bin to the appropriate space in the permanent storage room when you have Board Approved: 9/27/08 Worship Page 1

finished with that setting. This will eliminate the rush on Sunday. It is a full time job to ensure the storage room maintains a sense of organization. The key to remaining organized is your help in putting all items back in their designated locations. Schedule: Schedule is subject to change with each walk. For this reason, it is important that Worship Committee stay in close touch with the Assistant Lay Directors in the event of a schedule change. Be aware that times given in these guidelines may fluctuate. Worship Photo Book: There is a photo album of past worship settings. This is provided to assist you in the setting of worship centers for the Walk, and may be used as a guide as you serve. The photos are merely suggestions not requirements. The book should be stored on the shelf in the Worship storage area for use by the next chairperson. Stage Lights: The Camp has stage lights that are very effective in setting the worship scene. Check with the Camp Director for instructions on how to operate the lights. Light Switches: Familiarize yourself with all switches so you will know how to efficiently turn off the lights. Inventory: For your convenience, a current inventory list is provided in your Worship folder to give you the items on hand and help you assess the needs. You are to list new needs and log new permanent agape on this sheet. By Sunday, the inventory sheet should be updated for the next walk and placed in the file folder marked UPDATED INVENTORY located near the laptop computer in the Agape Room OR mailed to the address listed on the form the week after the Walk. Please be sure all communion linens are laundered and returned promptly for the next walk. This is your gift of agape love to the next Worship committee. Banners: Coordinate with person in Agape responsible for banners for the delivery of banners you will need during the weekend. Communion: Only one chalice is needed for the Pilgrims communions. Two will be needed for Community Candlelight and Closing. Remember the candles for Candlelight and Closing will need to burn for an extended period so be sure they are long tapers and will burn for the full ceremony. As a courtesy, check with the SD to see if you are to provide communion supplies and set up communion for the pre-walk meetings that you attend. Floors: Be aware that you will need to vacuum the floors throughout the weekend. Board Representative Coordination: The Board Representative responsible for this area of service will contact you before the walk to answer any questions and give you guidance. Additionally, the Board Representative will do a follow-up after the Walk to document any recommendations, concerns or general comments regarding the Walk. This important communication will insure that all aspects of the Walk are performed according to the Upper Room model and that any necessary issues are promptly addressed. Board Approved: 9/27/08 Worship Page 2

Meals: The Agape Room is adjacent to the Dining Hall, so everyone needs to work QUIETLY during the Pilgrims meal times. All support personnel will eat their meals at a second seating, after the Pilgrims have eaten and left the Dining Hall. The Meal Chairperson will let you know when it is time for you to eat. The Refreshment Chairperson will let you know when refreshments are available for you. BE SURE to pay Registrar for meals and housing prior to the Walk weekend. Devotional: Support Team devotionals are held in the Refreshment Café at 7:00 AM each day. Coffee is generally provided. Speakers Prayer Chapel: Team members are invited to the Speakers Prayer Chapel to pray with the speakers as time allows in the schedule. This should be coordinated to be sure all team responsibilities are covered. Be willing to assist other support areas when needed, with a Servant Heart. THANK YOU FOR SERVING THE LORD. 8/16/12 Updated for Thursday night film name change. 1/19/13 Updated for temp. storage location in Chapel and Thursday Night DVD setup. 2/1/14 Updated to ensure times are consistent with the Weekend Schedule Board Approved: 9/27/08 Worship Page 3

ORGANIZATIONAL CHECKLIST/TIMELINE THURSDAY 5:00 PM Arrive at Camp for set up. It is recommended you arrive by 5:00 PM Move Worship storage bins to the closet at the right of the stage. Determine if any help is needed to setup the Chapel for Sponsors Hour. (As information: Sponsors Hour Committee will have Pilgrims crosses and call out list.) Remember no banner or decorations yet. 7:30 PM Opening/Sponsors Hour Attend Opening and Sponsors Hour. Speakers Prayer Chapel Committee will be sure someone takes the large cross and Pilgrims neck crosses to the Speakers Prayer chapel. 9:00 PM Movie Thursday Night DVD The projector is placed on the left side of the stage and the screen on the back part of the stage for the movie Thursday Night DVD. Coordinate with the Sponsors Hour Committee for this task. If the Camp Director is not going to perform the setup, contact the ALD s for the materials and copy of the DVD. Setup should be after Sponsors Hour. (The Camp office also has a copy of the DVD). The chair formation during the movie is six rows of chairs set to the left of the Chapel for better view of the screen. The most chairs needed will be 48 (36 Pilgrims plus 12 Table Leaders (TL)/Assistant Table Leaders (ATL). Adjust this number dependant on the number of Pilgrims. 12 chairs should be set in the back for the Lay Director, Spiritual Director and other leadership. After Pilgrims have left Chapel for bed, you may begin your preparation for Prodigal Son setting. If you have made arrangements for ALD to cover the lighting of candles in the morning before Pilgrims arrive in Chapel, remind Head ALD. 10:00 PM Setup PRODIGAL SON Materials needed: o Ring o Large Pin o Sandals o Fabric (used to suggest a robe) o Banner #14, The Prodigal Son o Pewter chalice and plate o Pita bread/grape juice o Cloth napkins to cover chalice and plate o White tablecloth o Brass cross and candlesticks o White towel to handle brass (Do not touch brass with bare hands as it will cause it to tarnish) Communion: Put the bread in the plate (still in wrapping) and the juice bottle near the chalice. Be sure to have matches and check candles to make sure they are Board Approved: 9/27/08 Worship Page 4

long enough to stay lit for an hour. The length should be at least four inches. Extra candles are in the candle bin. Leave lighter or matches near altar for lighting of candles Chair Arrangement: Do not arrange the chairs by tables until Friday when you know the table assignments. Count to see that you have enough chairs for the pilgrims plus 12 (TL s and ATL s). 12 chairs set in back for leaders. A podium and microphone are set up in the rear. It s a good idea to leave an extra mic battery on the podium. Music set-up. Music committee will handle this. We do have a lamp stored in a Worship box which should be used on the back podium. Dig that out for them and be sure to have extension cords if they are needed. Board Approved: 9/27/08 Worship Page 5

FRIDAY 6:30 AM Continued preparation for Prodigal Son Pour grape juice into chalice and take pita bread out of wrapping (2 whole pieces should be enough do not break pita or if you are using loaves, do not break loaves). Light candles; make sure only the stage lights are left on at this time, and then leave promptly. NOTE: While this is your responsibility, you may want to ask the Assistant Lay Directors (ALDs) to handle this early morning responsibility for you each day. 9:15 AM Setup for WALK TO EMMAUS. Pilgrims do not see this setting until 7:00 PM. Materials needed Walk to Emmaus/Examination of Conscience: o Banner #2, Walk to Emmaus o Sandals o Striped material for robe o Tan material o Shepherd staff (There may not be one in storage. You will need to bring one with you or find something appropriate on the Camp grounds to use.) o Walk to Emmaus picture o Picture easel o Kleenex go out at the end of each row of chairs NOTE: Now is the time to change the chair formation and set them by tables with the table having the fewest Pilgrims in the front. Set the chairs in the middle of the room. Give adequate space between rows and individual seats. The chairs will remain like this each time the Pilgrims come to the Chapel (except for Candlelight and Closing). Coordinate the number of chairs per row with the ALD. They will tell you how they want the rows set for each chapel occurrence. NOTE: From this point forward, be sure to put out Kleenex. 7:00 PM Pilgrims to Chapel - Walk to Emmaus 7:45 PM Setup EXAMINATION OF CONSCIENCE. Pilgrims see this at 10:00 PM. Can be the same as Walk to Emmaus 9:50 PM Light candles (confirm time with ALD) 10:00 PM Pilgrims enter Chapel (confirm time with ALD) 10:30 PM Team meeting Remind Head ALD: Kleenex will be on stage for use after Candlelight If spotlight is not on Have You Seen Jesus banner, turn it on Light candles at 6:30 AM Board Approved: 9/27/08 Worship Page 6

FRIDAY (Continued) 11:00 PM Setup FOUR RESPONSES TO CHRIST (Saturday 7:25 AM) Make sure that all the Pilgrims are out of the chapel. Sometimes there are Pilgrims still meeting with Spiritual Directors even after the team meeting. If so, please wait on them to leave. Breakdown Examination/Prodigal Inventory those two storage bins and return them to the appropriate spot in Servant Heart storage room adjacent to the Refreshment Café. Leave lighter or matches near Altar for lighting candles Check Kleenex supply Materials Needed Four Responses to Christ: o Picture Come to Me o Picture Easel o Blue (or red) ointment jar o Rooster o Striped material o Blue material for backdrop of silver pieces o Money bag o Silver pieces o Velcro (for silver pieces o Cross o Sheets (2) o White tablecloth o Praying hands (may be in Speakers Prayer Chapel o Pitcher and bowl o White towel for handling brass o Batting to soften sharpness o Small table placed in front of regular altar table for another level Board Approved: 9/27/08 Worship Page 7

SATURDAY 6:30 AM Light candles Turn on stage lights and turn all other lights off Make sure silver pieces are still in place. 7:25 AM Pilgrims to Chapel - Four Responses to Christ 8:45 AM Setup DYING MOMENTS (11:15 AM) The placement of this scene is determined by the SD. Prior to the Walk Weekend, talk with both the LD and SD for any preferences they have in the set up of both the Calvary cross scene and the communion elements. Breakdown Four Responses Leave lighter or matches near Altar for lighting candles Check Kleenex supply Inventory storage bins and return it to the appropriate spot in Servant Heart storage room adjacent to the Refreshment Café. Materials needed Dying Moments: o Chalice and plate o Pita or loaf bread o Grape juice o Candles and cross o Make sure candles are long enough (this will take longer) o Bread basket (spread napkin in bottom of basket) o Banner #8, Dying Moments o Banner #7, Come In, I ve Been Expecting You o Tall cross (there are a couple to choose from) for Calvary scene o Crown of thorns o White cloth with red stains o Railroad nails o Red cloth o Flood light for Calvary scene 11:00 AM Light candles, place communion on altar 11:15 AM Pilgrims to chapel - Dying Moments Note: After lunch, Pilgrims may go by tables to the Chapel for prayer. Make sure you are very careful from this point on to be quiet and invisible upon entering the chapel. 3:00-5:00 PM Set CANDLELIGHT (7:30 PM) (Double check the time with ALD to be sure Chapel is clear.) Break down Dying Moments scene Inventory storage bin and return to the appropriate spot in Servant Heart storage room adjacent to the Refreshment Café. Board Approved: 9/27/08 Worship Page 8

Prepare for Candlelight in the chapel. Set Banner #46, Have You Seen Jesus Set Communion for Community Check with Candlelight Committee to be sure individual candles/holders are located. Leave lighter or matches near Altar for lighting candles Place Kleenex on stage for ALD to pull out at the appropriate time after Candlelight. Materials needed: o Two chalices o Communion Bread plate o Cross o Candles (Be sure they are of adequate length for extended time) o Linens cloth and napkins o Pita bread (at least 6 pieces or 1 large loaf) o Grape juice o Banner #46, Have You Seen Jesus banner o Collection baskets (place on the altar) 7:30 PM Attend Candlelight Service When Community communion is over, IMMEDIATELY remove all communion elements and altar furnishings (cloths, candles, etc.) to prepare for arrival of Pilgrims. 11:00 PM Setup COME HOLY SPIRIT (Sunday, 7:25 AM) Leave lighter or matches near Altar for lighting candles Check Kleenex supply and place at ends of chair rows Materials needed: o Your choice of Banner #10 OR Banner # 39, Come Holy Spirit o Blue velvet o White dove o Dogwood blossoms o Vase o White praying hands o Nine gifts of Holy Spirit boxes (stand them up as best you can) o Grapes o Sheet and tablecloth o Small table o Wooden cross and batting o Nine oil luminaries or votives (place near each gift) Board Approved: 9/27/08 Worship Page 9

SUNDAY 6:45 AM Light candles Turn on stage lights and turn all other lights off 7:25 AM Pilgrims to Chapel - Come Holy Spirit 10:00 AM Take down Come Holy Spirit setup Clean up all materials Complete inventory of storage bins Return all bins to the storage room. You may want to keep out the bin which holds the communion supplies you are using for Closing. Return Worship photo album to storage shelf Place completed inventory sheet in file folder by laptop computer in Agape Room Gather and dispose of all trash. BFI bin is located at the Camp entry gate near the office/conference room. 3:00 PM Begin preparation for Closing Ceremony. Closing is the summation of the entire Walk, and represents the welcome of the Pilgrims entry into the Community where they have their first opportunity to begin to tell the community what has happened to them on the road and how they have recognized Jesus in the breaking of the bread. Closing usually includes three parts: 1. The sharing by new Pilgrims of what the weekend meant to them and what they intend to do about it 2. Communion service 3. Fellowship time for the Emmaus Community to welcome the new members Chapel should be setup by 4:15 Set up tables/chairs/podium as shown in attached diagram The first three rows on each side of the aisle are reserved for the Pilgrims. They should contain the exact number of Pilgrims at each table plus the Table Leader and Assistant Table Leader as you have done during chapel times throughout the weekend. Leave an aisle wide enough for three people to walk side by side and walk space between the wall/railing and the rows of chairs. Set remainder of room for the Community approximately 75-100 chairs. Adjust this number based on the number of Pilgrims. Check the area for cleanliness and tidy up as necessary Coordinate the use of banners with person responsible for banners. Traditionally, #46, Have you Seen Jesus, and #1, Servant Heart, are used but this is your decision. Set the Communion table 2 chalices. Make sure that candles are of sufficient size to burn for the duration of Closing Board Approved: 9/27/08 Worship Page 10

There is NO offering taken at Closing Double check to be certain the speaker s crucifix and Spiritual Director s cross are in place on the shelf under the podium. If not, check with Speaker s Prayer Chapel. Place the laminated sheet (located in Agape) with the two questions on the podium. If you cannot find this sheet, place the sheet provided in your folder or make a new sheet as follows: Your Name Servant Heart Emmaus Walk # Table of What has this weekend meant to me? What do I intend to do about it? Test and confirm that the PA system is working. Place boxes of tissue at the end of each Pilgrims row and on the lectern. Also, place them randomly around the Community area. 4:00 PM As the Community arrives: Announce that the first three rows are for Pilgrims and sponsors and other guests are invited to sit behind them beginning with row 4. Ask for volunteers to help put chairs up after the service. 4:25 PM Pilgrims are scheduled to arrive at 4:45 but may be earlier coordinate with ALD. Light candles when advised the Pilgrims are on the way to Chapel Communion: After the Pilgrims have been given the opportunity to speak, communion will be served. The Walk Conference Room Team will rearrange the area to prepare for communion. Be ready to assist if needed. After Closing: Direct the cleaning up after Closing is over Sweep or vacuum floor as needed. It is important we leave the Chapel clean and in good order. Clean and store items used for communion Be sure banners are picked up Direct the storage of all chairs. They should be neatly stacked in the rear and/or in the closet in the back of the room. The Camp has given us permission to store the kneeling rails in the back of the Chapel. Put them against the back wall. Take communion cloths and napkins home, wash and return them to the Worship storage bins before the next walk. Board Approved: 9/27/08 Worship Page 11

Your Name Servant Heart Emmaus Walk # Table of WHAT HAS THIS WEEKEND MEANT TO ME? WHAT DO I INTEND TO DO ABOUT IT? Board Approved: 9/27/08 Worship Page 12

CHAPEL SETUP FOR CLOSING Stage Kneeling Rail Communion Table Kneeling Rail 3 3 3 3 1 2 5 5 6 4 4 4 4 T P P P P P P T T P P P P P P T T P P P P P P T + + + + T P P P P P P T T P P P P P P T T P P P P P P T Continue setting chairs in this arrangement to reach 150-200 Legend: 1. Chair Spiritual Director 2. Chair Lay Director 3. Chairs Assistant Spiritual Directors (4) 4. Chairs Assistant Lay Directors & Bd. Rep. (4) 5. Chairs for use by Pilgrims (2) 6. Podium and microphone T/P = Team member/pilgrim Leave adequate space to walk between the wall/rail and the row of chairs + Leave adequate space between rows for Pilgrims to easily move in and out of the row when they are ready to speak. Board Approved: 9/27/08 Worship Page 13