Last week, I shared what I’m working on this month. (If you missed it, you can read that post here.) Our team is in the final stretch of preparation for our upcoming Promotion Sunday, which is taking place on Sunday, September 13th. At that time, our kids will move up to their new rooms/grades. There’s a lot that happens behind-the-scenes to get us ready for a seamless transition. Here’s what we take care of:
Parent Communication
Since we don’t promote until the first Sunday after Labor Day, we inform families of our Promotion Sunday date via our website and our monthly family newsletter about six weeks out. As the date gets closer, we’ll increase communication through our social media platforms, our website, email newsletter, and direct email.
Curriculum & Supplies
I am wrapping up September curriculum edits (I’m a little behind!) so that copies can be made, activity pages cut out, and supplies gathered and ordered (if needed). We also tackle tidying, taking inventory of, and restocking our resource closets (we have several) and classroom carts. (This includes tasks such as tossing dried out markers and glue sticks, broken crayons, sharpening pencils, updating bulletin boards, and cleaning whiteboards.)
Admin Tasks
Our Operations Coordinator is the glue to our ministry and takes care of much of the behind-the-scenes prep work. She handles things such as making sure background checks are up-to-date, processing new volunteer applications, updating our website and newsletter, printing new room signage, promoting the kids in our church database, printing off classroom rosters, updating check-in iPads, restocking check-in label printers, printing volunteer nametags, and updating & printing our volunteer handbook. And after a busy summer season, our guest family bags will be restocked in our Guest Services area.
Physical Spaces
This year, we’ve chosen a hot-air balloon Promotion Sunday theme, so on the actual day, our space will have coordinating decorations, including a photo wall area. Stay tuned for pictures!
Our classrooms and hallways take a beating during the year, so our facilities team waxes floors, replaces light bulbs, makes needed repairs, and touches up paint. This year, we’ll also need a banner and window coverings hung up as well as have our audio-visual equipment inspected. One thing I’m very excited to do is shop for new furniture. Last year, we purchased new gliders for our nursery (our nursery team requested them and was THRILLED to get new ones). This year, we’ll be purchasing new seating for our preteen ministry space. Since their room is a shared multi-purpose space, it’ll be key to purchase seating that is not only functional but durable.
Volunteer Care & Support
Like in previous years, we are welcoming a few new faces to our team, so we’ll provide an orientation for them. Our returning team members will receive a few refreshers, too, because we’re making some curriculum and format adjustments this year. Our volunteer hospitality room will be restocked with their favorite snacks, coffee pods, and bottled beverages for our beverage center.
FREE DOWNLOAD – “Supply/Resource Closet Must-Haves”
I always find preparation for Promotion Sunday is easier with checklists that can be updated and printed each year. One of the checklists I use includes a supply/resource closet inventory sheet. If you’d find that helpful, you can download mine here. It’s definitely not an exhaustive list, but it’ll help you make sure essentials are covered.
Be sure you’re following my Facebook Group. There I share #mondayinspiration and Friday Favorites weekly. This Friday, I’ll share an Amazon link to some of my favorite supply/resource closet items!
Praying for a great year for all of my ministry friends! Let me know in the comments how your ministry prepares for Promotion Sunday.
