Here are the simple steps to host a J12 Encounter:

1| Submit Booking Request. 
(J12 will call and discuss your questions, budget, and vision and help you plan a date for a successful event or decide a goal for when an Encounter might be appropriate in the future.)

2| Begin Promotion  
(After booking confirmation, J12 will partner with you to provide promo videos, flyers, posters, radio spots, press releases, and anything else that you think might help you promote the Encounter to your church and surrounding churches if desired.)

3| Recruit Volunteers
(J12 will resource you with a suggested list of volunteer skills and help you assign them to responsibilities. You will find it below to assist your planning.)

4| Facilitate the Weekend
(J12 will provide you with a schedule of the day prior and during the Encounter and will direct the event and details. Please provide J12 with an idea of the other elements of the weekend. For example other elements may include workshops or training times with your leaders, weekend service call times and other scheduled weekend events that J12 staff may assist with.)

5| Watch the fruit of your labor, planning, and God’s blessing! That’s it. We’re excited to partner with you in the future!

Volunteers
In order to keep the cost down, we do not travel with a massive entourage of our staff. Thank you for your help and assistance with volunteers. A minimum of 10 are needed for the J12 Encounter. We divided them into three categories: Event Services, Production, and Media.


Production:

• Sound Tech
  fully knowledgeable of the system which needs to be set-up and ready for     rehearsal.
  

• Lighting Tech
  knows and understands all the lighting options and controls. Some lighting     situations will require 2 lighting people, so please make them available.
  

• Computer Tech
  a basic understanding of Keynote, PowerPoint and other presentation software.
  

• Keyboard Musician
  Someone to play for ministry time towards the end of the event
  

• Actors (2)
  Game Show Host’s / Body Guards. They will need to dress in a black suit or all     black clothing, wear sunglasses, and have a fake radio Headset or ear piece.
  

Event Services:

• Usher Captain

  give direction to the other ushers. 
This person could be the same person that leads the ushers normally at church.

• Ushers (suggestion: 5-10 people) 

  assist with seating, the offering, and ministry time

• Greeters (suggestion: 4-8 people) 

  welcome kids and parents to J12 and send them to the name badge table.
  These greeters should be compiled of mostly teenagers in the youth group if possible and adult volunteers when needed.

• Name Badge Writers (suggestion: 1-3 people)
  write name and age of each child who arrives.
  (We will provide the name badges for the event.)
  

• Merchandise Captain
  oversee the merchandise table for all church services and the J12 Encounter. This person will get direction from J12 when they arrive.
  

• Merchandise Volunteers (suggestion: 2-3 people)
  sell merchandise before and after event and church services.
  

Media

• Photographer
  take digital pictures during setup and throughout event.
  

• Videographer
  to record the event with a video camera during the event.
  Note: In situations where the Host Church has television lighting and quality cameras,
  we would greatly appreciate high quality footage beyond just documentary.
  We can use this footage for our website, social networks, or promotional video.
  

Church Responsibilities

• 2-8ft. OR 3-6ft. tables for merchandise with black tablecloths and table skirts if possible. (We do bring our own tablecloths and use those when needed)
• 1-8ft or 2ft. table for name badge table with a tablecloth and table skirt.
• 1 headset Microphone: For Gregg Johnson or Stephen Hibdon. A lapel will work if no headset is available.
• 2 Stools and 2 tissue boxes for Game show.
• 2 handheld Wireless microphone: Wired microphones will work if no wireless are available.
• 1 projector (at minimum) with a large screen.
• VGA Input for J12 Mac Computer (Entire presentation will run off the J12 Computer which will be provided)
• 2-Quarter inch inputs on sound board for our audio from computer. Our laptop has the normal stereo 1/8 in jack.
• Stage: Please push as much of the production equipment as far back as possible. Most of our needs are in the center of the stage for open space. (All the production needs and the stage should be ready and set by 4:00pm so rehearsal can begin immediately.)