Thank you for hosting the Presbytery Stated Meeting

1. We need the following information at least 2 weeks prior to the meeting:

• Lunch menu (please offer a vegetarian option or be able to accommodate special requests – egg salad or veggie and cheese sandwich or lettuce salad with veggies and at least one of the following: cheese/hard-cooked egg/kidney beans/garbanzo beans are some possibilities)
• Cost per person for the meal plus snacks and childcare—usually $6-7
• Any special parking instructions

2. You will receive reservations through email. Reservations close 1 week prior to the meeting. Any reservations made after that date may be charged extra for lunch. You will receive additional information regarding registration and reservations. Reservations may be canceled up to three days before the meeting. Payment is expected for cancellations made less than three days ahead.

3.  If a person has not made a reservation it is not necessary to provide lunch to the individual; although you may wish to provide a list of areas close by where they can obtain lunch. Because of our limited time for lunch, we suggest that you seat people and serve them at the tables or have at least three serving lines. 

4. We would appreciate your having a Hospitality Room available for those who need to visit or conduct business outside the Presbytery meeting. It would be nice to have coffee and water available and cookies or leftover snacks from morning coffee. 

5. The host church provides babysitting for the day of Presbytery. People who need this service must let you know when they call in their reservations. 

6. We will need several tables for Presbytery materials. They should be in a highly visible location. The Presbytery office will let you know the exact number of tables approximately one week before the meeting about how many tables we will need, usually five to seven. Anyone calling you for tables should be referred to the Presbytery office.

7. People needed:

a. Two to four in the parking area to direct, answer questions, and help carry in meeting materials

b. Five to six hosts/hostesses to greet, answer questions, and direct people

c. Five to work at the registration table
 

d. Four to collect the offering during worship
 

One 6-foot table is needed next to the reservation table for the Presbytery Roll. There is no need to have anyone sitting at that table, since the Stated Clerk will oversee that activity

 8. The registration station should be well marked and easy to see. One person standing at the end of the registration table who can direct people to the shortest registration line and four people seated at the table who will check off names and take lunch money. These four people should each have a copy of the master reservation list. If you want to use tickets for dinner, the Presbytery office can provide them.

Please have the following items available at the registration table:

1. cash for making change
2. reservation lists
3. nametags

9. In the front of meeting room or sanctuary (but off to one side) the Clerks will need a table, two chairs, a microphone if possible, and a wastebasket.

10. Microphones are needed in the middle of the sanctuary so that people who wish to speak can get to a microphone easily. If you are unable to provide these, please let the Presbytery office know.

11. Directional signs for the following are very helpful:

    a. restrooms

    b. refreshments

    c. sanctuary

    d. church office

    e. registration

    f. displays

    g. hospitality room

12. Remember, it is likely most people will arrive hungry and will appreciate a snack while they socialize. Departing snacks are also a welcome treat.

13. Finally, it is a tradition for the pastor to introduce the Presbytery to his/her church and share a piece of its history. If appropriate, identify ways the facilities were designed or remodeled to be more accessible to people who are physically, visually, or auditorially impaired. In addition to announcing the location of restrooms and any other pertinent information, please let people know where the hospitality room is and that it will be open all day. Please limit this to five minutes. 

As with anything that goes well, there are many details and much to be done behind the scenes.  Please feel free to call the Presbytery office, 888.271.6567, or send an email message at This e-mail address is being protected from spambots. You need JavaScript enabled to view it should any questions arise.