Dear Physical Arrangements and Special Services Coordinator:

It is with great anticipation that I look forward to my visit to your area. I pray that God will use our team effort to expose thousands of people to the gospel! My hope is that many will come to know Christ and eventually become strong disciples as a result of these evangelistic meetings.

In John 4:30, Jesus told His disciples, "Others have labored and you have entered into their labor." That's how I feel: I will be entering into your labor. I want to be a servant to you, to help you accomplish your personal and ministry objectives, to help you grow in your faith!

Physical arrangements and the special services are essential parts of this Lecture Series. An attractive comfortable setting with clear sound amplification can greatly enhance the lectures' impact. The emcee and ushers will help set a sharp image for your movement. The Printing Coordinator will perform a valuable service to others working on the Lecture Series. And the photographer's photos can help you show others what God did. Jesus will be glorified!

This material has been carefully prepared to help your ministry gain the most from my visit. It includes ideas that have worked well at other locations. As you plan and prepare, please consider these guidelines carefully. You will want to work closely with the Lecture Series Coordinator to determine their specific applicability to your situation. If you have additional ideas that will help maximize the impact of this outreach, please be sure to incorporate them.

I am thankful to God for you! Be confident of my love and prayers for you as we labor together in the Lord's harvest. To God be the glory!

Because He lives,


Rusty Wright



A. Motivation: Benefits of Using These Guidelines

    1. You will be able to see that all physical arrangements and special services are properly run.

    2. You will contribute to the effectiveness of Rusty's evangelistic presentations, thus helping to
        raise up multiplying disciples to go to the world.

    3. You and your committee members will grow in faith and maturity.

    4. You will receive valuable experience for future responsibilities.

B. Overview of Your Materials and Responsibilities

    1. The next several pages contain three main items that are designed to help you accomplish your
        objectives. (Remember: This is your Lecture Series.)

        a. Responsibility description that highlights the main aspects of your job.

        b. An organizational chart to show lines of communication between the believers working on
            the project.

        c. Helpful guidelines with specific details and ideas for doing the best job possible.

        These items contain ideas that have been used with success around the globe. Many have
        come from the ministries of Josh McDowell, Andre' Kole and the Paragon Experience, as well
        as from Rusty's own speaking ministry. We hope they will help you to glorify our Lord though
        this outreach.

    2. Paul wrote, "Let all things be done properly and in an orderly manner" (I Corinthians 14:40).

        a. The Responsibility Description (RD) shows the purpose and scope of your job and lists
            your main responsibilities. It may seem somewhat cold and impersonal at first glance; but
            remember that its purpose is to briefly explain your job. Please understand that we (and, we
            hope, all involved in this ministry) love you and care for you as a person. We merely use this
            written material as a simple and accurate means of communication.

        Most of the RD is self-explanatory. One aspect that is sometimes new to some is the
        "Authority" line under each item. This is a simple way of communicating how you should act on
        a given task. There are three main types of authority for our purposes:

            1) "Act" – This means you can act on the item without checking with your "supervisor" first.

            2) "Act and inform" – This means you can act without checking with your supervisor, but
                you should inform him/her of the action after you have done it.

            3) "Act after approval" – This means you should submit your plan of action to your
                supervisor and wait for his/her approval before acting on that  item.

        b. The Organizational Chart shows how those involved relate to and communicate with each
            other. Most of your communication regarding the work of the lecture series should be with
            the person immediately above you or those immediately below you on the chart. This can
            help keep confusion to a minimum.

            1) The chart is not intended to convey positions of superiority or inferiority but simply
                working relationships. Everyone's job is significant. This is a team effort!

            2) Remember that the best leader is a servant. If ever anyone qualified to be the "man at the
                top" it was Jesus. Yet He turned the organizational chart upside down when He said,
                "Whoever wishes to become first among you shall be your servant; and whoever wishes
                to be first among you shall be slave of all. For even the Son of Man did not come to be
                served, but to serve, and to give His life a ransom for many" (Mark 10:43-45).

        c. The Guidelines are intended to help you carry out your responsibilities You will want to use
            them to develop a strategy for your area of  responsibility that is personalized to your
            ministry location. Go over your strategy with your supervisor to get his or her input and
            feedback.

        d. You probably will not be able to do your job without helpers. Consult your supervisor and
            the Lecture Series Personnel Coordinator for assistants. Once you have your helpers,
            consider them as teammates. Practice "Growth Delegation": Delegate responsibility not just
            to get the job done, but to help that person grow and develop in their job skills and their
            walk with God.

        e. Continue to emphasize "Relational Thinking" rather than "Terminal Thinking." Relational
            Thinking considers every activity in light of how it contributes to the overall objective.
            Terminal Thinking sees activities only as ends in themselves.

        f. Our overall objective is to glorify God by reaching people for Christ and building committed
            multiplying disciplers to help reach the world. If you can evaluate everything you do in light
            of your objectives, your motivation and effectiveness will most often increase. Your
            committee members need you to help remind them of this.

        g. Besides your encouragement, several items will help your team members see how they fit
            into the overall team. You should give them each:

            1) A copy of Rusty's letter, so they can see his heart-desire to be a co-laborer with them.

            2) A list of the benefits for their tasks.

            3) A copy of this "Overview of Your Material" (Section B).

            4) A written responsibility description.

            5) A copy of the organizational chart.

            6) A clear statement of your committee's objectives, their individual objectives and how
                both help accomplish the overall objective.

            If copies of these are not provided for you, photocopy them. In some cases, you may need
            to write them yourself, which will be a good learning experience. It is best to assemble the
            material in some sort of binder cover before you give it to the committee member. This
            conveys your desire  to be sharp and do a good job as well as your concern for them.

        Special note on distributing sections of the manual: You may find it best simply to print out sections of the lecture series manual and distribute copies to the appropriate workers. Or you may wish to distribute the material in digital form, so each worker can read and use their material on a computer. (There are many sample letters and charts that workers can adapt to their needs, so having digital versions may make their jobs easier. Please realize, though, that if you divide and distribute the digital manual by “cutting-and-pasting” manual subsections into separate Word files, the page numbers will not appear in the new files and the valuable hyperlink navigation feature of the Table of Contents can be lost. Alternatively, you  may find it simplest to give each worker a digital version of the entire manual (it should fit on one diskette, 1.44 MB size), show them the hyperlink navigation feature (explained at the top of the and encourage them to read their own subsection.

    3. In order for you and your co-workers to be really motivated in your work, it is important to
        have a vision for how Rusty can be used on your campus. One of the best ways to do this is to
        circulate copies of his evangelistic articles among your volunteers. The Lecture Series
        Coordinator should have access to these. Take the initiative to get them and expose your
        committee members to them, perhaps at a committee meeting. Consider it your responsibility
        to "keep the vision before them."

    4. Be sure that individually and as a group, you bathe everything you do in prayer. A well-
        organized effort without constant dependence upon the Lord can have greatly diminished
        effectiveness.

    5. A priority for you and everyone involved in this project should be to continue to develop your
        personal relationship with God. Never let activity keep you from seeking the Lord often
        through prayer and Bible study. Our desire is that this be a growing experience for you that
        you are built up (not burned out) through your involvement. Strive mightily to keep this
        perspective in your personal life and to impart it to those with whom you work.


Physical Arrangements and Special Services Coordinator

Responsibility Description

    "Whatever you do, do your work heartily, as for the Lord rather than for men, knowing that from
    the Lord you will receive the reward of the inheritance. It is the Lord Christ whom you serve."
    (Colossians 3:23-24)

    "Serve the Lord with gladness." (Psalm 100:2)

    I. Purpose: To ensure smooth operation of all physical arrangements and special services.

    II. Scope: Physical arrangements and special services for Rusty's lectures at your ministry
        location.

    III. Responsibilities:

        A. To be thoroughly familiar with all aspects of the physical arrangements and special services
            as described in this manual.

            Authority: Act.

        B. To work with your committee members to develop overall plans for their various
            responsibilities.

            Authority: Act and inform.

        C. To lead and coordinate the activities in your area of responsibility.

            Authority: Act.

        D. To submit upon completion of your job a written report and evaluation of your job (see
            enclosed form). Submit this to the Lecture Series Coordinator.

        Authority: Act.

    IV. Working Relationships:

        A. Report to the Lecture Series Coordinator.

        B. Work closely with other committee heads.

        C. Recruit committee members through the Lecture Series Personnel Coordinator.

Organizational Chart and Lines of Communication

C. Guidelines and Responsibilities

As Physical Arrangements Coordinator, your primary responsibility is to ensure that all operations run smoothly during the evening lectures.

Although the physical arrangements job is not extensive in scope, one error can radically affect the entire Lecture Series. For instance, imagine that Rusty is speaking the last night on "Dynamic Sex." The auditorium is packed. Everyone is excited. Rusty is in the middle of his lecture and the response is great. All of a sudden the speaker system blows out and there is no one to repair it. That is bad news.

Suppose, however, that the speaker system works fine. Rusty finishes his lecture. You can tell by the audience response that many people are seriously considering their relationship with Christ. Rusty closes in prayer and then asks for comments on the cards. Someone, however, forgot to bring the comment cards or the pencils. Or you have the cards and pencils but the distribution and collection is slow as molasses, prompting many in the audience to leave without filling in a card. All the believers went to great effort to promote the lecture series but there are little or no results to show for it.

Keep in mind Murphy's Law: "If anything can go wrong, it will." Your responsibility is to determine what might go wrong and then make provisions for it.

D. Directions

    1. Read individual job descriptions and pray before appointing your committee heads. Select
        your chairpersons at least eight weeks before Rusty arrives.

    2. Assign students/volunteers as chairpersons. Make sure they pray about their job before
        accepting and that they have enough time to perform their jobs effectively.

    3. Meet with each chairperson, give them appropriate job description and material and review
        their responsibilities with them.

    4. Have each chairperson submit a detailed plan or strategy for their area of responsibility.
        Incorporate this into your overall plan.

    5. Give each chairperson a copy of the appropriate checklist.

    6. Supervise your committee members.

    7. Maintain an ongoing ministry in the lives of your committee members.

    8. Report to the Lecture Series Coordinator.

    9. The following are potential danger areas:

        a. The emcee does not learn and internalize his/her introduction.

        b. The emcee or singer takes too long or makes references to Christianity.

        c. The photographer does not check out light sources and thus the photos you might need for
            local ministry newsletters are not usable.

        d. Auditorium lighting and backdrops create an impersonal environment.

 

Physical Arrangements and Special Services Coordinator

Checklist

(Work with the Publicity Coordinator to plan out "target dates" for each responsibility. Then check them off as you complete them.)

 

Lecture Series Job Report and Evaluation Form

(Please complete this and give to your supervisor soon after the Lecture Series is over. Your input can be very valuable to your fellow believers and your local ministry.)



Your Name                                                                                                 Job Title

Today's Date                                                                                                 Campus


Description of Your Job

1. Briefly describe your responsibilities.




Evaluation

2. What things went well with your job?




3. What things did not go well?




Recommendations

4. Any suggestions for improvement?