Big D Brochure
Click here to download the full color Big D brochure.

Hosting a weekend seminar or lock in

Below are suggestions for a successful weekend based on successful Big D events in the past.

3 to 6 months out:

• Obtain approval from pastor, church leadership or governing committee.
• Choose a weekend date for event.
• Fill out order form from website and purchase curriculum.
• Read through entire curriculum and start recruiting volunteers.
• Start advertising for volunteers.
• Start working with youth leaders in your community to gain their support.

8-12 weeks out:

• Hold informational meeting for potential volunteers.
• Create a promo spot on your website’s homepage with on-line registration – if possible. If on-line registration is not possible, include a PDF registration form which can be printed out and mailed in with the payment.
• Set dates for on-site registrations. It is recommended that all registrations be paid in advance. This guarantees a reliable list of attendees, and aids you in planning for the conference.
• Assign a promotions committee. Begin designing posters, bulletin announcements, church and community advertising, newspaper ads, etc.
• Assign a games host.
• Assign a food committee.
• Assign a “behind the scenes” person.
• Assign hospitality (registration/greeter) committee.
• Schedule the promo video spots.
• Begin working with radio stations to secure promo spots closer to date, if available.
• Send letter from Senior Pastor or Youth Pastor to surrounding area churches (60 mile radius) along with promo information encouraging them to promote this event.
• Obtain college student age “tribe leaders” for the weekend event. It is encouraged to have one tribe leader for no more than 6 youth and they should have past experience with divorce in their family.
• Start collecting magazines for Jesus Bags.
• Order and plan tribe theme identification plan – shirts, bandanas, posters, etc.

4 to 8 weeks out:

• Begin advertising in local churches, schools, coffee shops, counseling offices etc.
• Place promo posters in prominent places throughout your facility.
• Begin using video clip announcements with verbal endorsement from the pastor on Sunday mornings.
• Mail letter from Senior Pastor or Youth Pastor endorsing and encouraging parents to register their children.
• Bulletin and newsletter announcements or inserts.
• Hold Tribe Leaders meeting.
• Go over tribe leader duties.
• Review tribal counsel sheets.
• Explain importance of connecting one on one with teens in their tribes.
• Explain tribe theme and ways to communicate “tribe work” (team work).
• Hold a planning meeting.
• Verify meals and snacks are being taken care of.
• Verify advertising is active.
• Assign registration table volunteers.
• Verify adequate supervision is covered for overnight supervision.
• Verify game host has all games and instructions.
• Select movie to watch, if you are having one.
• Discuss room set up or decorating.
• Find a blended family and single parent family leader.
• Find leaders for Denial, Anger, Bargaining, and Depression.

2 to 4 weeks out:

• Do promo spots on local radio stations.
• Hold on-site registrations.
• Continue with advertising to hosting church, local churches and community.
• Prepare supplies for weekend.
• Wheel of Fortune cards
• Stepping Stones
• Scripture puzzles
• Sunday morning pulpit announcements
• Twister mats
• Decks of cards
• Cut up scriptures for inside balloons
• Cut out band-aids
• Copy and cut out Help Cards
• Collect magazines
• Make Feelings Prayer Journals
• Make big heart for band-aids
• Purchase supplies
  • Styrofoam cups for Paper Cup Families
  • Markers for Paper Cup Families
  • Balloons for Scripture Balloon Mixer
  • Lunch bags and glue for Jesus Bags
  • M&M’s, skittles, some kind of little candies for Family Change Game
  • String for Scripture Balloon Mixer
  • Paper and envelopes for 3 month goals
  • Purchase any decorating supplies
  • Make sure all food and snacks are purchased
  • Prizes for games or winning tribes

2 weeks to before event:

• Make all copies and assemble the youth workbooks.
• Make sign in registration sheet and overnight waivers for parents.
• Work on decorating the rooms.
• Meet with tribe leaders and go over agenda.
• Meet with planning committee to ensure everything is covered.
• Verify leaders for groups (stepping stone & family type leaders) are prepared.
• Prepare feelings box.
• Write evalution.

Suggested volunteers:

• 1 lead organizer and teacher
• 1 behind the scenes assistant
• 1 tribe leader per 6 youth
• 4 stepping stone leaders
• 2 family type leaders
• 1 game host
• 2 food committee volunteers
• 2 decorating committee
• 4 – 6 overnight security
• 2 – 3 hospitality committee (registration & greeters)
• 2 advertising committee
• 1 guy/1 gal leader for Jesus Bag discussion
• 1 worship leader is applicable