SOW Planning Template Schedule

2 months before:

• Email potential teachers to find and finalize class dates when everyone is available
• SOW Promo video?
• Begin creation of online compaign, banners, content, and registration form
• Book classrooms with church secretaries
• Meet with all teachers to share mission, pray, and answer questions
• Email potential TA's and setup people to get enough coverage for each class

The month before:

• Have all online content ready to publish
• Create flyers to pass out on Sundays, and distribute them to youth pastors
• Create and pass SOW blurb to secretaries: goal is to run SOW announcement for 4 consecutive weekends leading up to week before classes
• Notify secretaries of SOW sign up table on Sunday mornings
• Design, print, and cut all classroom signage
• Order SOW SWAG (lanyard, keychain, stickers, something)
• Email potential people who can loan instruments for all the sessions
• Man the SOW signup table each Sunday, armed with instruments and online registration laptop

The month of:

• Buy all classroom supplies
• Whiteboard markers
• Guitar picks
• Gather all classroom supplies to be distributed into each room
• Gather all necessary course curricula from teachers
• Arrange to gather any loaner instruments for students who need them
• Print and collate all class course materials for entire semester

The week of:

• Email reminders to all students, teachers, and TAs
• Print and cut all name badges/lanyards
• Buy break time snacks for students, place into Cafe kitchen
• (As needed) print and collate all class course materials for entire semester
• Retrieve necessary room keys from secretaries

Each session:

• Setup
• Arrive 45 minutes ahead to unlock all doors and distribute class materials in rooms
• Setup signage around campus
• Oversee that TA's help with setup of all instruments and equipment
• Break time
• Arrange all snack time foods and beverage in the cafe kitchen, and roll cart outside
• If necessary, remind teachers to send students outside for snack time
• Break down and clean up snack cart
• Break down
• Check that all rooms have been re-arranged back to original configuration
• Remove all signage
• Pack away supplies as needed
• Final lock up

At last session:

• Hand out honorariums for all TA's
• Hand out feedback forms for students to fill out
• Return all equipment to original rooms/locations

After last session

• Purchase honorariums for teachers
• Arrange debriefing dinner and hand out honorariums
• Coordinate time/place to return any borrowed instruments