• Registration is ongoing for up to a year before the weekend. A week before the weekend the count is sent to the Abbey for them to coordinate meals and accommodations. Mid-week the room accommodations are made on the spreadsheet and the final draft is sent to everyone.
• The prayer couple coordinator gets a draft roster and begins working on assigning prayer couples to the attendee couples.
• The host couple coordinator secures one or more couples to come early to the weekend. The host couple(s) will prepare the check in desk, welcome the couples, and then say words of encouragement just before the weekend begins.
• The supply team (which had replinshed all diminished supplies) delivers everything mid afternoon. Hopefully with help they track down everything needed to set up the room.
• The presenting teams sometimes meet offsite for a dinner to ensure that things are matched up on talks. They arrive by 7:15 and get settled into the room. The first talk begins at 8pm. Host couples will usually say a few words before the nuts and bolts talk.
• After the weekend the presenting team goes through a post-weekend routine to document scholaship dollars, evaluations and other statistics. Talent sheets are sent to the registration couple. Scholaship money is given to someone that can make a deposit (treasurer or registration).
• The Abbey sends the bill to the Treasurer, who pays it promptly.

Leadership (Gardner/La Spina):

Co-leadership (Hogan):
This couple shadows the leadership team as they will step into that role after one year. The two teams work together to decide how much of the leadership obligation will be shared.

Treasurer (Coker):
This couple is the main contact for our bank account. They receive deposit slips and credit card sheets from the registration couple. They process the credit card slips. They pay any bills related to facilities, supplies, and comminity reimbursement.

Facility (La Spina/Gardner):
This couple reviews the contract with the Abbey for any new changes. The contract is typically signed by the Treasurer or Leadership couple. They contact the Abbey approximately 15 months before a new year to coordinate dates. Dates are typically chosen close to the previous year, however a priest should be consulted to ensure that important litergical dates are avoided. Super Bowl Sunday and other general holidays should be avoided. When dates are chosen and confirmed with the Abbey this couple must fill out and sign the facility needs form provided electronically by the Abbey.

Registration (Dyk):
This couple has access to the regonline.com system and the registration gmail account that receives all reservations posted through our website. The regonline.com system, accepts registrations and payments. An ongoing report is available to see who has signed up and how many spots are left.

Cancellations must be co-processed by the registration and treasurer couple. The Abbey in notified a week in advance with regard to numbers and special needs (dietary). The prayer coordinators, FOCCUS coordinators, and supply coordinators also get copy a week ahead. Room assignments are made mid week. Everyone is emailed a final copy.

Supply (Cundiff):
This couple stores, maintains, delivers, sets up, and removes supplies for each weekend. Ordering from EE international as well as from other commercial sources is necessary to prepare for each weekend. Typically this couple drops the supplies up and sets up the room with chairs, tables, etc. This also means getting things upstairs to the registration area.

Prayer (Gasperini):
This couple maintains a database of people willing to pray for couples on the weekend. Names are shared with the prayer couple about a week in advance. Email or phone can be used to contact those willing to pray. When confirmed the names and contact information is filled out onto cards that the attending couples will receive during the weekend.

Host (Snyder):
This couple maintains a database of people willing to come early to a weekend to sign in couples. Typically they take the weekend spreadsheet to prepare nametags (which have sleeping and dialog rooms). They welcome the couples and get them settled in. They then come down to say a few words of encouragement just before the first talk begins.

Recruitment (Snyder):
This couple serves as a central contact when other community members confirm the interest of a new presenting team. This couple (or the couple that found the interested couple) may coordinate an informational meal. Interested couples can be invited to audit a weekend or to attend a social function to get more information about our community.