PRE ENCOUNTER PREPARATION

Pre-Encounter preparations are very important.
This will determine the level of receptivity of the people who will attend the Encounter Weekend.
Make sure to invest quality preparation days before the scheduled Encounter.

What should leaders do to have excellent preparation?
(1)  Pray and Fast.
(2)  Review the Encounter Flow.
(3)  Re read the Encounter Guide or Manual.  THIS IS VERY IMPORANT.
(4)  Have a Re-Training.
(5)  Remind all Life Group leaders who have a delegate to the Encounter to process the participant before they go to the Encounter.
(6)  Promote all you can in the best of your ability DAYS BEFORE the actual Encounter.
(7)  Venue related transactions must be done professionally.

What should a Participant do?
(1)  Must have finished the One2One or Crossover Lessons and or had an Inductive Bible Study assignment.  It would be powerful if the Participant themselves FAST for this Encounter Weekend.
(2)  Must raise at least 30percent of what is required for Encounter Fees.  Better yet if they can raise the full amount.
(3)  Must have read the Encounter Guidelines.




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SHARE THIS ANNOUNCEMENT TRANSCRIPT BELOW during one of your PRE-ENCOUNTER Sunday or Week prior to the Encounter Weekend. Do it over and over again.  You may post this on your bulletin or Website. You may email it to people.  You may print this together with Invitations you will be being out.  Make it a big thing!  Make it excellent!

• It is God’s will for people to ENCOUNTER HIM.
• This is probably the greatest moment anybody can ever experience in his or her life.
• It is a beautiful thing.
• It is wise to get alone with God and to review our lives in the light of the Cross of Jesus Christ.
• We will immediately experience a personal  TURN AROUND when we experience the LOVE of Christ.

• Paul, Peter, Moses, Jacob, Job had TRUE Encounters.
• They were changed forever.

… we believe that God so loved us and that He gave His precious Son to us.
… we believe that the death of Jesus on  the   Cross gave us our total freedom, forgiveness and deliverance — this gives us direction, vision and destiny while living in His abundant love and grace daily.

•    Sign-Up for the Encounter Weekend NOW!  BE SPECIFIC OF THE TIME, VENUE, FEES.
•    SPONSOR a Friend a Family Member.
•    PRAY the SUCCESS of the ENCOUNTER.  SPREAD THE WORD.

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TIMELINE & CHECKLIST Guide for ENCOUNTERS
borrowed from Jubilee Church, USA
THIS IS TO SHOW HOW INTRICATE THINGS ARE.  WE HAVE TO PREPARE FOR THE HONOR AND GLORY OF GOD.  YOU MAY ADOPT THIS GUIDE BELOW TO SUITE YOUR NEEDS.


NAME of Encounter Leader: ________________________
DATES of Encounter: ________________________
NAME of Encounter Coordinator: _________________________
VENUE of the Encounter Weekend: _____________________________

TIMELINE
8 WEEKS

• Begin Sign-ups
• Have Confirmation cards ready for people signing-up at the Life Groups counter (with Pre-encounter date reminder on it)
• Sign-up sheet (to keep track of number of men and women signing up)
• Credit card machine and slips

• Reserve rooms for:
• Encounter Team Meeting
• Pre-Encounter 
• Post-Encounter

• Reserve Encounter Sound Equipment (1 set each for men’s and women’s meetings)
• Reserve Jubilee vehicle (to bring equipment and materials to and from campgrounds)
• Prepare all necessary purchase orders

6 WEEKS

• Form Encounter Team
• Meet with Encounter Pastor
• Meet with Host Pastors to determine the team: Teachers and ministry team
• Encounter Pastor reviews/approves team
• Notify team of schedule of meetings
• Complete and submit Encounter Plan

4 WEEKS

• Hold Team Meeting
• Give tasks and responsibilities to ministry team
• Give teaching tapes and notes to Teachers
• Meet with Encounter worship leaders to coordinate their needs
• Have the following made by the graphics department
• Post-Encounter cards
• Life Group Interest (LGI) Cards
• Testimony Sheets

• Meet with Graphics Dept. about the Encounter Program Booklets
• Venue (Campground) information
• General guidelines and rules of the venue
• Safety precautions and emergency procedures
• Acquire Liability Insurance as required by the campground
• Conduct required training

2 WEEKS

• Give total # of participants to Graphics Dept.
• Prepare gift bags
• Purchase gift bag items
• Schedule date to prepare and assemble the gift bags
• Recruit volunteers
• Assemble gift bags

• Prepare the following for the Pre-Encounter
• Participants Packet
• Venue info.
• 1st day schedule
• What to bring
• Map to venue
• Encounter Prayer Review Sheets
• Sign-up sheets

• Prepare for 2nd team meeting
• Give maps to venue
• Final teaching schedule
• List of participants for prayer

1 WEEK

• Verify and confirm vehicle availability again.
• Check supplies for offering buckets and tithing envelopes
• Verify and confirm sound system components are complete

1 DAY

• Check and gather all supplies in one location for easy loading

DEPARTURE DAY

• Check all items off checklist
• Leave a stack of Pre-encounter packets at the front desk with Cora Jackson for latecomers
• Publish Encounter memo informing staff of Pastors/staff who will be gone for the Encounter weekend

• Load and drive up to venue around 2:00pm

CHECKLIST
(Note: Quantities are for a group of approximately 100 participants (50 men,50 women) and 25 Encounter Team members.
1. Team Materials

• Teachers teaching tapes and notes
• Encounter Team badges (generic-no names – 30ea)
• Copies of Encounter Schedule for Encounter Team
• Lists of participants for prayer
• Lists of participants, A-L and M-Z (2 lists each)
• A-L and M-Z Signs (1list each)
• Cabin assignment charts (2 lists each)
• Venue Maps (125)
• Blank Name Tags (125)
• Earplugs (75)
• Encounter Program Booklets (125)
• Gift bags (125)
• Jubilee Pens and sharpie markers
• Index cards (75)
• Sharpie markers (2)
• Keyboards (2)
• Amplifier/Speakers (2 sets)
• Microphones (4 mics: 2 for men, 2 for women)
• Wireless microphones (2 mics: 1 for men, 1 for women)
• Regular Mic stands (2)
• Boom Mic Stands (2)
• CD player/tape player (2 units)
• Blank audio tapes to record sessions (14)
• Transparency Sheets (1 box)
• Overhead projector (2)
• Projector screens (2)
• Podiums (2)
• AA Batteries (12)
• 9V Batteries (4 for wireless microphones)
• Offering buckets (4)
• Tithing envelopes (125)
• Testimony sheets (125)
• Post-Encounter Cards (125)
• Life Group Interest sheets (100 sheets)
• Vision Slides (1 set)
• Additional / Special accommodations for teachers
• Water (100ea)
• Tissue (20 boxes)

• Registration Materials
• Parking Materials (if parking is limited)
• Sound/Music Equipment (verify with worship leaders for needs)
• Additional Equipment
• Sunday morning Materials
• Miscellaneous

• MEETINGS to SCHEDULE

Planning Meeting between Hosts and Encounter Pastor …….
Planning Meeting between Hosts and Coordinator ………….
Encounter Team Meeting(s) …………………………………
Pre-Encounter ………………………………………………..
Post-Encounter ………………………………………………
Encounter Review and De-Brief …………………………….
    - Encounter Pastor
    - Hosts
    - Coordinator
    - Teachers
    - Helpers



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