Hosting a 12 week group:

Suggestions for a successful group:

6 to 9 months out:

• Obtain approval from pastor, church leadership or governing committee.
• Establish and approve a budget.
• Choose a starting date for the ministry.
• Fill out order form from website and purchase curriculum.
• Read through entire curriculum and start recruiting volunteers.

3 to 6 months out:

• Start advertising for volunteers.
• Start working with youth leaders in your community to gain their support.
• Put dates on church calendar and finalize rooms needed.

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.
• 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.
• Start collecting magazines for Jesus Bags.
• Start making announcements to Church Youth Group.

4 to 8 weeks out:

• Have your leadership finalized.
• Begin advertising in local churches, schools, coffee shops, counseling offices etc.
• Place promo posters in prominent places throughout your facility and community.
• Begin using video clip announcements with verbal endorsement from the pastor on Sunday mornings.
• Mail a letter to students in your Youth Group from Senior Pastor or Youth Pastor endorsing and encouraging parents to register their teens.
• Bulletin and newsletter announcements or inserts
• Hold a planning meeting.
  • Share vision and passion of “The Big D” to all volunteers.
  • Verify advertising is active.
  • Emphasize the importance of connecting one on one with teens.
  • Review curriculum and nightly format with volunteers.
  • Delegate weekly assignments.
  • Discuss room set up or decorating.

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 1^st lesson.
  • Wheel of Fortune cards
  • Have enough workbooks
  • Gather together all activity supplies
  • Type and Copy Big D Quotes to put on walls.
  • Purchase and make Big D Candy
  • Make copies of all attachments needed.

• Purchase supplies for first lesson.
  • Purchase any supplies needed.
  • Purchase any decorating supplies
  • Make sure all refreshments and snacks are purchased
  • Prizes for games (if desire)

2 weeks to before event:

• Work on decorating the room.
• Meet with leaders to finalize agenda and verify all last minute details are covered.
• Keep close watch on Registrations and verify you have enough workbooks. 

Suggested volunteers:

·         1 - lead organizer and teacher

·         1 - assistant (your back up)

·         1 - adult volunteer per every 6 teens

·         1 - advertising person

·         1 – person to be in charge of refreshments and snacks

·         1 -  person to make all copies and purchase weekly supplies for activities