System Owner:

Purpose and Scope:
To make sure that we properly prepare for the special days and significant (not just regular services) events during the course of the year. Special Days system will encompass Communion Services, Baby Dedications, Baptism Sundays, Memorial/Funeral Services or any other significant events. This system will be designed to make sure that everyone involved will be on the same page and knowing what to expect for each event.

Procedures:

1. COMMUNION SERVICES   

1. The system owner will be responsible for communicating with Pastor about when communion will be celebrated for the month/year as appropriate.
2. The system owner will be responsible for checking the amount of supplies we have and the expiration date on a regular basis (monthly).
3. The system owner will be responsible for contacting Pastor/church office and letting them know when we are low on supplies (less than 80 communion cups).
4. After a communion service, the system owner will be responsible for cleaning and refilling all communion trays
5. The system owner will be responsible for keeping the communion supplies (trays and cups) on shelves under the counter in the MEDIA Booth for easy access by the ushers and elders.

2. BABY DEDICATIONS
- Ensure that all parents of infant and young toddler-aged children have the opportunity to have their children dedicated in a special Baby Dedication service. 

1. Quarterly, the system owner will inform the Pastor of parents of infant & young toddler-aged children that may desire to partake in a baby dedication service. 
2. The system owner will make contact with potential participants to discuss the purpose of a dedication service, what the service entails, family members who are welcome to attend, & all other important details pertaining to a Baby Dedication. 
3. The system owner will work with the Pastor to schedule this service. 
4. The system owner will work with the Pastor to gather any supplies, gifts, & certificates that will be used and/or presented during the special service. 
5. The system owner will gather information, pictures, and other information pertaining to the family, that will be utilized during the dedication. (A digital form for this will be created and available on the church website).  
6. The system owner will inform all members that will potentially serve during the dedication (audio/visual, praise team members, ushers, etc.), of the service plan to ensure all aspects of the service flow smoothly & all team members are prepared. 
7. On the day of the Baby Dedication, the system owner will work with Pastor to make sure as much as possible things go according to plans and the family(s) have the best experience possible.

3. BAPTISM SUNDAYS
- Facilitate a special, celebratory Sunday service during which new members have the opportunity to be baptized in Jesus’ Name.

1. At least two Baptism Sunday services will be planned throughout the year (during the Spring & Fall).
2. The systems owner will work with the Pastor to schedule these services.
3. The systems owner will check in with specified disciple-makers quarterly, to identify disciples who are moving towards the decision to be baptized.
4. The systems owner will gather a list of names to provide to the Pastor of disciples who have yet to be baptized in Jesus’ Name.
5. The system owner will communicate with disciple-makers on encouraging their disciples to be baptized in Jesus’ Name (if they have not done so already) and will inform them of the upcoming Baptism Sunday service.
6. The system owner will coordinate with the Baptism systems owner regarding the upcoming service, expectations, supplies/materials needed, etc.
7. The system owner will coordinate with the praise team systems owner to ensure a worshipful atmosphere throughout the service.
8. The system owner will work with the Pastor to fulfill additional details necessary to the flow & effectiveness of this special service.
9. Videos (20-30 seconds) can and should be made if possible of the baptismal candidates telling their name, who brought or witnessed to them, and why they are wanting to be baptized in Jesus' Name. - The videos can be shown before the person is baptized.
10. The system owner will reach out to at least five disciple-makers one week prior to a Baptism Sunday, in order to prepare them for the potential pairing with baptized individuals who are not currently involved in a discipleship group.
11. The systems owner will work with the Pastor to ensure all members who are baptized on a Baptism Sunday receive a token (certificate, t-shirt, etc.) that commemorates this great decision (on the day of, or at least a week after, their baptism). 

4. MEMORIAL/FUNERAL SERVICES

1. Pastor should be notified immediately of any members, or family of members who pass from this life.
2. The Bereavement system is in place for all who will not require a memorial or funeral service (detailing how to care for the family).
3. Pastor will make contact with the family, or be contacted by the family about hosting or performing a service for the family.
4. If the family is not wishing to have a service at the church building, the church will probably still offer to set up a meal for the family after the ceremony either at the church or a place of their choosing.
5. If the family wants to have the service in the church building - pastor will communicate with them to set an appropriate time and arrangements.
6. Once the arrangements are made, the church will be notified and even the public if the family so wishes.
7. The cleaning team and first impressions team will need to be coordinating how the hosting and reception of guests will take place.
8. The creative and worship teams will be notified and may be asked/tasked with helping prepare the media necessary to notify the church and use at the service.
9. Care and Follow up team will be responsible for coordinating with the systems owner about the reception/meal for the family.
10. Remember to be loving and tender during these times...how you treat people when they are hurting will go a long way to them having a relationship with Jesus and trusting our church family.

Acknowledge 
This system has been reviewed with me and I have had an opportunity to ask questions and discuss pertinent details. I understand my role on the team.