connected in christ

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CONNECTED IN CHRIST

PACIFIC SOUTHWEST DISTRICT EARLY CHILDHOOD DIRECTORS CONFERENCE HANDBOOK (Revised July 2013)

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PACIFIC SOUTHWEST DISTRICT EARLY CHILDHOOD DIRECTORS CONFERENCE HANDBOOK Greetings in the name of our Lord Jesus Christ! The Early Childhood Cabinet has developed this handbook to assist you in your planning and execution of the Pacific Southwest District’s Annual Directors Conference. Providing opportunities for spiritual growth and maintaining a high standard of professionalism are priorities for our EC Cabinet. Therefore, we ask that you adhere to the structure, policies and forms that are included to maintain a sense of order, consistency, and professionalism throughout the District. The EC Cabinet has included an evaluation tool for this handbook and the process outlined, as well as a variety of sample documents for your use. You will find these at the end of the handbook. We truly value your feedback and pledge to you our intent to consider each suggestion made. Please complete the Conference Handbook Evaluation form (Appendix H) within two weeks of the conference date and send it to District Office at 1540 Concordia East; Irvine, CA 92612-3203; attention Early Childhood Consultant. We pray this experience will be a blessing to you! We are confident you will be a blessing to our Early Childhood Directors here in the Pacific Southwest District as you plan and implement this annual conference.

Joyfully serving His children, Early Childhood Cabinet Pacific Southwest District - LCMS

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PSD EARLY CHILDHOOD DIRECTORS CONFERENCE GOALS The conference participants will:  Participate in worship and Bible study  Become acquainted with methods designed to expand the mission and ministry potential of Lutheran Early Childhood Programs.  Gain helpful insights into the professional aspects of the position of director.  Enjoy Christian fellowship with colleagues who share like responsibilities, joys and challenges. The PSD Director’s Conference has always been an event that is designed to be fully attended. The progression of events, including worship, the order of sectionals, and the social functions are planned to be a part of the “total experience’ of the theme of the conference. It has been difficult to break the conference apart for partial attendance and still achieve the desired impact and meet the conference goals. While we consider new ways of planning and formatting the conference, the feedback consistently supports the need for maintaining it as a total event.

EARLY CHILDHOOD CABINET DIRECTORS CONFERENCE POLICIES 1. Ideally, the planning committee shall consist of 4-5 directors from the general geographic area in which the conference is to be held. An Early Childhood Cabinet representative will serve as a liaison between the committee and the EC Cabinet. 2. The registration fee will be set by the EC Cabinet. An additional fee of $50 will be charged to those participants registering after the announced deadline date. This policy will be strictly enforced. Cancellation policies will be determined on a case-by-case basis. (Registration Form Sample A) 3. The contract, honorarium and bio for the keynote speaker will be handled by the EC Cabinet. (Samples B, C and D) The honorarium for additional presenters will be negotiated by the EC Cabinet, however the contracts, workshop descriptions and presenter bios will be sent out by the committee. (Samples E, F and G) 4. The honorarium for worship is budgeted at $100. This amount will include pastor, music provider and AV technical support. You may contact your EC Cabinet representative for additional clarification, if necessary 5. Presenters will provide their own handouts. 6. Registration fees will not be charged to keynote presenters. All others presenters who are participating in the complete conference will be expected to register. 7. All conference correspondence shall be sent via email to the Executive Director of School Ministries and the Early Childhood Consultant.

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COMMITTEE RESPONSIBILITIES 1. Remember, ideally you will be working with a ‘regional team’ of directors as you plan this conference. Please remember to consider church staff, congregational board members, parent groups, elementary school and preschool staff as members of your ‘team’ as well. Please contact the EC Cabinet liaison for clarification and assistance as you plan and prepare for the conference. 2. As a team, review the theme and verse selected by the EC Cabinet. As you brainstorm possibilities, please keep these things in mind:  Schedule and pace of the conference, which will include: welcome, opening worship, announcements and greetings from Cabinet and District/Synod representatives, Bible Study, keynote and/or workshop opportunities, meals, free time activities and/or entertainment, and closing.  Facilities – rooms or areas for hospitality and registration, meeting room(s).  Hospitality – Welcome (including gift bags), beverages and snacks available throughout the conference.  Presenters and Worship leaders who will ‘fit’ the theme of the conference. 3. Create a workable time line with the assistance of your EC Cabinet liaison. 4. Designate a facilitator to make announcements and introductions.

KEY AREAS of RESPONSIBILITY include: PUBLICITY  Design and send a ‘Save the Date’ card for the Directors Conference. (This should be sent via email through District Office.) This should be sent at least four months prior to the date of the conference.  Regularly publicize the conference through School Ministries E-Connect. (Blurbs should be sent print-ready via email to School Ministries.)  Prepare Registration materials (Sample A) and conference packets. Registration should be sent out at least two months prior to the conference.  Make nametags and set up registration table.

PROGRAM      

Keep the committee and EC Cabinet representative informed of financial standing. Receive a spreadsheet of participants from School Ministries. Assign rooms and assist with final conference arrangements. Work at the registration table on the day of the conference. Make arrangements for pastor and/or devotional leader. Complete correspondence which includes: Proposal letter (Sample D), Contract (Sample E), Speaker Biographical Information (Sample F) and thank you notes.  Determine needs of speakers. (AV, etc.)  Submit a list of presenters and honorarium amounts to School Ministries AT LEAST 2 weeks prior to the conference.

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TWO WEEKS PRIOR TO CONFERENCE:  Finalize all arrangements with ATTENTION TO DETAIL.  Email Confirmation letters to participants, including map, schedule and any special instructions.  Assemble packets including: o Conference Welcome letters from EC Cabinet chair, ECE Consultant, and Executive Director of School Ministries. (May be one letter from all three) o Keynote/workshop descriptions and presenters’ biographies (taken from FORMS C and F) o Accreditation Brochure (available from School Ministries) o List of participants and presenters o Map of facility and area, if necessary  Request Certificate of Attendance from the District Office.  Write Thank You notes for presenters. (Honorarium checks will be included in these notes.)  Make welcome signs and directional signs.  Advise District Staff of time allotments for greetings, announcements, etc.

DURING THE CONFERENCE:    

Set up registration table and all necessary signs. Make sure all audio-visual equipment is present and working. Welcome all participants and assist wherever needed. Assist speakers - make them aware of schedule and facilities set-up and check for any last minute needs.  Have honorarium checks and “thank you” notes ready for speakers immediately after their presentations.  Present Certificates of Attendance at the closing of the conference.

CONFERENCE EVALUATION Conference Evaluation Forms will be handled electronically by the EC Cabinet. Please complete the Conference Handbook Evaluation (Appendix H) and send it to District office, 1540 Concordia East, Irvine, CA 92612; attention: EC Consultant.

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SAMPLE A

Registration Form (2 pgs) Pacific Southwest District Early Childhood Directors Conference April 25-27, 2012 SURROUNDED “Therefore, since we are surrounded by so great a cloud of witnesses, let us also lay aside every weight, and sin which clings so close, and let us run with endurance the race that is set before us, looking to Jesus, the founder and perfecter of our faith, who for the joy that was set before him endured the cross, despising the shame, and is seated at the right hand of the throne of God.” Hebrews 12: 1-2 Dates Why Where -

Who Cost -

April 25 – 27, 2012 A spirit-filled retreat for our directors, presented by Dr. Carol McDaniel, Minister of Music at Bethany Lutheran Church Mary and Joseph Retreat Center Rancho Pales Verdes, California 90275 (310) 377-4867 www.maryjoseph.org Early Childhood Directors and Assistant Directors ___(amount per person/double – PARTNER) ___(amount per person/single – PARTNER)** ___(amount per person/double – non PARTNER) ___(amount per person/single – non PARTNER)

Cost includes (__) night’s lodging, (__) meals and snacks, and conference program. Are you a PARTNER SCHOOL?? You ARE if you have contributed to this year’s School Services Fund. If you have a question about this, please contact School Ministries at 949 854-3232. A LATE FEE of $50.00 per person will be charged for registrations made after the announced deadline date. ** There are only 10 single rooms available so these will be filled on a first-come basis, based on receipt of paid registration.

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Pacific Southwest District Early Childhood Directors’ Conference April 28-30, 2010 SURROUNDED Registration Form Participants: (Director, Asst. Director

__________________________ __________________________

___ (#)

Early Childhood Center

__________________________

Address

__________________________

City, State, Zip

__________________________

Contact Number

__________________________

Contact E-Mail

__________________________

$___/Double Room Roommate Preference _________________________________

___

$___/Single Room (available on a first-come basis)

___

$50 Late Fee if sent after Registration Deadline

Total Remittance $____________

Check # _____________

DIETARY Restrictions - __________________________________________ REGISTRATION DEADLINE – APRIL 6, 2012 Make Checks Payable to: Pacific Southwest District – School Ministries Please mail completed registration and fees to: PSD – School Ministries 1540 Concordia Drive East, Irvine CA 92612 For School Ministries Staff: PSD Account Number ________________ 7

SAMPLE B LETTER TO KEYNOTE (To be retyped for accurate information on letterhead including PSD EC Cabinet as sponsor, Host and Hotel/Site address, Theme, and District Logo)

Date: (of letter)

Name and Address of speaker: (Dr., M., Mr., .etc.)

Dear Thank you for agreeing to present the keynote address at our Early Childhood Directors Conference on (date of conference). Our conference theme is (name of theme) and the scripture is (reference text). The conference will be held at (name and address of hotel/church/school). The keynote address is scheduled for (time and place of keynote). I, or someone from the Early Childhood Cabinet and/or conference committee, will be in touch with you prior to the date of the conference; however, should you have any questions, please contact (name of contact person) at (email or phone number) between (hours of contact). Please complete the attached keynote speaker information sheet and speaker agreement and return, preferably electronically to: Name of contact person Address City, State, Zip Phone, Fax or E-mail Please return the forms no later than (date to be returned). Thank you for partnering with the PSD School Ministries, Early Childhood Cabinet, and early childhood directors to fulfill the Great Commission of our Lord!

In His Service, Pacific Southwest District Directors Conference Committee Early Childhood Cabinet

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SAMPLE C KEYNOTE SPEAKER AGREEMENT Name Day Phone Number

Evening Number

Email Address

Fax.

Which is the best way to contact you?

I, ____________________________________________________ agree to serve as keynote speaker for the PSD-LCMS Early Childhood Directors Conference on (date) ________________________to be held at

(Name and address of conference site) My keynote speech will be: Title

I understand that the Early Childhood Cabinet will assume responsibility for the expenses listed below. . Honorarium: Any other charges and/or fees must be negotiated with the Early Childhood Cabinet. I need one night’s lodging and applicable meals. ______yes _____no Airline fare: ____yes ____no

Speaker signature

Date

Committee representative

Date

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SAMPLE D KEYNOTE SPEAKER INFORMATION Name Address Phone Email

Fax

Biographical sketch; identify your present professional responsibilities, experiences and any other information which might describe you as a qualified speaker.

Brief and clear description of presentation:

Equipment Requirements: Sound system

Audio Visual

Table or podium

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SAMPLE E Letter to Workshop/Session Presenter (To be retyped for accurate information on letterhead including PSD EC Cabinet as sponsor, Host or Hotel/Site address, Theme, and District Logo)

Date: (of letter) Name and Address of Workshop/Session Presenter (Dr., Mr., Mrs., .etc.)

Dear Thank you for agreeing to present a workshop on (topic of presentation) at our Early Childhood Directors Conference on (date of conference).Our conference theme is (name of theme) and the scripture is (reference text). The conference will be held at (name and address of conference site). Your workshop/s is scheduled to be presented at (time of workshop/s). I, or someone from the conference committee, will be in touch with you prior to the date of the conference; however, should you have any questions, please contact (name of contact person) at (email or phone number) between (hours of contact). Please complete the attached keynote speaker information sheet and speaker agreement and return, preferably electronically, to: Name of contact person Address City, State, Zip Phone, Fax or E-mail Please return the forms no later than (date to be returned). Thank you for your partnership in Early Childhood Ministry. We look forward to serving with you in ministry.

In His Service, Pacific Southwest District Directors Conference Committee Early Childhood Cabinet

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SAMPLE F WORKSHOP PRESENTER AGREEMENT

Name Day Phone Number Email Address

Evening Number Fax

Which is the best way to contact you?

I, ____________________________________________________ agree to serve as workshop/session presenter for the PSD-LCMS Early Childhood Directors Conference on (date), held at (name and address of conference site).

I will be presenting the following workshops/sessions: Title Title

I understand that the Early Childhood Cabinet will assume responsibility for the expenses listed below. Honorarium Any other charges and/or fees must be negotiated with the Early Childhood Cabinet. Other ______________________

Speaker signature

Date

Committee representative

Date

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SAMPLE G WORKSHOP PRESENTER INFORMATION Name Address Email Phone

Fax

Biographical sketch-identify your present professional responsibilities, experiences and any other information which might describe you as a qualified speaker.

Workshop Presentation: Title and clear paragraph description of workshop content:

Equipment Requirements Sound system

Audio Visual

Table or podium

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Appendix H PSD EARLY CHILDHOOD DIRECTORS CONFERENCE HANDBOOK EVALUATION Date of Conference __________ Committee Members:

Conference Site______________

_________________ _________________ _________________

____________________ ____________________ ____________________

Please include complete answers, providing specifics whenever possible. Please feel free to complete this form electronically and email it to District Office within two weeks of the conference date. Thank you. 1. Did the Conference Handbook provide all the necessary information for the planning and implementation for the conference?

2. Did the EC Cabinet representative respond to your questions/concerns in a timely manner? Did the information provided by the representative meet your needs?

3. Is there anything in the Handbook that needs to be clarified, updated, or changed to meet ‘real-life’ considerations?

4. Additional Comments/Concerns.

Again, thank you for your service to the PSD and to those EC directors serving within our schools and centers. It is our sincere prayer that you have been blessed during this process as you have so richly blessed those in attendance.

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