A. Motivation: Benefits of Using These Guidelines

    1. The effectiveness of communication between Rusty and the audience is directly related to the
        quality of physical arrangements.

    2. Problems in this area affect the total ministry (e.g., the speaker system blows right in the middle
        of a lecture; the comment cards were left at home).

    3. Excellence can be realized by careful attention to detail. Keep in mind Murphy's Law: "If
        anything can go wrong, it will."


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.

    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  (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
       

Physical Plant Chairperson 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 see that all physical arrangements at the lecture halls run smoothly.

    II. Scope: Rusty's lectures at your ministry location.

    III. Responsibilities:

    A. To reserve appropriate facilities for all meetings.

        Authority: Act after approval.

    B. To determine, secure and operate necessary equipment (e.g., lighting, sound system, stage,
        backdrops, etc.).

        Authority: Act after approval.

    C. Secure and train helpers to do the job.

        Authority: Act after approval.

    D. To submit upon completion to the Physical Arrangements and Special Services Coordinator a
        written report and evaluation of your job (see enclosed form).

        Authority: Act.

    IV. Working Relationships:

        A. Report to the Physical Arrangements and Special Services Coordinator.

        B. Work closely with other committee heads.

        C. Recruit committee members through your supervisor and the Lecture Series Personnel
            Coordinator.

 

Organizational Chart and Lines of Communication

C. Directions: Guidelines for Efficient Physical Arrangements

    1. As soon as the schedule is set, contract for meeting facilities. There are several points to
        remember concerning the meeting facilities:

        a. It is better to have overflow crowds than to reserve a room that is much too large. If you
            reserve a large auditorium, you put a challenge before the students/volunteers, which is
            good. Remember that you can sometimes cut down the size of the room by closing
            balconies, erecting curtains, etc.

        b. You want a room or theater that is well-known, easily accessible, attractive, comfortable,
            well-lighted, well-ventilated.

        c. If you use an old auditorium, try to have an attractive backdrop. Many stages look awful,
            but a simple curtain drawn over the back can improve the atmosphere.

        d. For an open air (free speech) meeting, pick a congested area where many people pass by
            (e.g., Student Union steps, etc.).

    2. Arrange for the following:

        a. Speaker System. The system must be adequate for the venue. Be sure that you have
            thoroughly checked the system. Generally, most problems in this area are caused by the
            acoustics of the room. Try to circumvent these distractions. Secure a qualified technician to
            handle the sound system and to remain by the controls during the lecture to correct
            problems. Satan can use faulty PA systems to disrupt the proclamation of the gospel. You
            can imagine the results if the system blows in the middle of a lecture.

            For an open-air “free speech” lecture, an adequate public address system is a must. You
            may be able to borrow or rent one. Test it out in advance.

        b. Microphones: Rusty prefers to be able to walk about as he speaks and to keep both hands
            free. This greatly aids in his communication with the audience. In light of this, here are his
            preferences for microphones if amplification is needed for your meeting. The preferences
            are listed in descending order, with his first choice first:

            1) Wireless clip-on mic

            2) Small corded lavaliere mic with long cord. (Cord should enable speaker to walk 15-20
                feet to either side of center stage.)

            3) Wireless hand-held mic. (This is a low preference. However, a hand-held mic is often
                necessary for proper amplification in open-air settings.)

            4) Corded hand-held mic with long cord. (This is a low preference.)

            5) Stationary stand-alone mic. (Very low preference.)

            6) Stationary mic affixed to a stationary lectern. (Extremely low preference.)


            If Rusty will use a clip-on or lavaliere microphone, please provide and use a separate
            microphone for the emcee (master of ceremonies). This allows Rusty to get wired before he
            is introduced and saves valuable time.

        c. Lighting: You need to have maximum lighting when Rusty speaks. It is absolutely essential
            that everyone in the auditorium be able to see Rusty  because a significant part of his
            communication is in his facial expressions In addition, you will have a more personable
            atmosphere. Do not use spotlights. Floodlights are acceptable and should be at 45-degree
            angles. Do not have any shadow effect on the platform. Rusty likes to be able to see the
            audience when he speaks.

        d. Lectern: Rusty only needs a lectern when he speaks at retreats, conferences, and special
            seminars or in classrooms. The lectern should not obstruct the audience's view of the
            speaker. A thin music stand-style or “Sunday School”-style lectern is usually acceptable.
            Do not have a  lectern on the stage for evening lectures.

        e. Table and Water Glass would be useful to have on stage.

        f. Overhead Projector and Screen: Rusty only needs an overhead projector when he speaks at
            retreats or conferences. A small table with sufficient space for the projector and the
            transparencies will be needed.

        In addition, you will need to secure a screen large enough to be seen by all in attendance. If
        possible, have the screen off to the side at an angle so that everyone can see. Keep in mind
        that your bulb may go out; have a spare.

        g. Platform: Any time there are more than 10 rows of chairs in a flat (non-sloped) auditorium,
            we need a one- or two-foot riser so the people in back can see. Other than that, it can be
            difficult to say when you need a platform and when you don't. The guideline is this: Rusty
            needs to be as  close to the audience as possible and still be in view of everyone. (This set-
            up makes the atmosphere more personal.) In some theaters, the stage  will suffice. In others,
            you should put a platform up in front of the stage. Some auditoriums do not have a stage, so
            you may need to arrange for a platform.

        h. Music: Arrange to have music playing at each location where Rusty speaks for at least thirty
            minutes before he begins. The music should be soft, secular and contemporary. Do not have
            religious or Christian music. The secular music serves two functions: It helps set a relaxed
            atmosphere; it helps prevent overzealous Christians from spontaneously breaking out into
            Christian songs.

        i. Other Services. Check with the physical plant to see if you need to provide janitorial and/or
            police service.

    3. Taping: Attendees can tape the lectures. Set up any taping it up in such a way as to avoid
        unnecessary distraction, as when flipping cassette tapes, etc.

    4. Make sure the room is clean and comfortable. Be sure to check the temperature and
        ventilation systems.

    5. Seating arrangement: If chairs are set up in an open ballroom, a crescent (semi-circle) layout is
        best. Try to have the entrance/exit toward the back of the room so that late-comers do not
        distract the people already seated. Try to prevent entry through any doors toward the middle
        or front.

    6. Background: Seek to minimize potential distractions that might originate from behind the
        speaker. These include audience views through windows where passersby, headlights, the
        setting sun, etc., can cause minds to wander. Draw the curtains, if possible and appropriate.

    7. Be on hand to supervise the nights of the lectures. Arrive early to double check all physical
        arrangements.


D. Directions: Guidelines for Ushers

    1. Have plenty of ushers recruited and trained in advance.

    2. Ushers should arrive 45 minutes early unless they are setting up chairs (in which case they
        would arrive in enough time to have the chairs set up an hour in advance).

    3. Ushers should give general seating instructions to people as they arrive and especially to
        latecomers.

    4. It is the responsibility of the head usher to keep movement and noise to an absolute minimum.
        Some may need to stand by the doors to keep them from slamming during the lecture as people arrive late.

    5. Consider how you would handle someone who is disrupting the lecture. It probably will not
        happen, but you should be prepared.

    6. Comment Cards: Secure a sufficient quantity of blank 3 X 5 index cards and pencils. (You
        provide both.) Comment cards can be a very useful means of tactfully discovering which
        members of the audience might like to know more about Christ.

    7. Several days before the lecture series, encourage Christian students and volunteers who will be
        in the audience to be sure to fill our comment cards at the outreach meetings. Their comments
        can be valuable to the overall effort and the fact that they will be writing will help seekers feel
        more  comfortable with filling out their own comment cards.

    8. Below are some guidelines for distributing and collecting comment cards efficiently:

        a. Do it quickly! The big word is “Fast!” From the time Rusty first mentions the comment
            cards to the audience until the time each listener has a card and pencil should be only about
            one minute.

        b. Assign workers to specific sections of the auditorium or lecture room. Assign each
            worker about ten rows for which to be responsible.

        c. Prepare the cards and pencils in advance for efficient distribution. Prepare stacks of
            cards with each stack containing one card for each seat in that row. Arrange the stacks
            crossways so that workers can quickly and easily grab a stack and hand it to the person on
            the end of each row.  Similarly, bundle small pencils into individual bunches (use elastic
            bands) for each row, one pencil per seat.

        d. Station the workers in their respective distribution areas during the program. Be
            sure each worker has his/her card stacks, pencil bundles and collection bucket with them
            during the program. (It is distracting and time consuming if they have to leave their seats to
            fetch the materials when needed.)

        e. Workers should distribute cards and pencils on Rusty’s cue. He will mention that he
            has “some friends in the audience who will hand them a card and pencil….” At that point,
            workers should begin distribution. Do not wait for him to finish talking.

        f. Distribute efficiently. Workers should quickly hand a stack of cards to the person at the
            end of each assigned row and ask them to take one and  pass them down the row. Only
            after the cards are distributed to the first person on each row should the worker return to
            hand a bundle of pencils to the same persons at the end of each row. Do not hand a stack
            of cards and a bundle of pencils to same person at the same time. They and others will
            fumble with them. Do not stand at the end of each row and count out cards and pencils for
            the people in that row. It will take forever. Simply distribute precounted stacks and bundles.

        g. An alternate distribution method: Tape a card and pencil to the underside of each chair
            before the audience arrives.

        h. Collect cards and pencils efficiently. Use buckets, baskets or cardboard boxes. Rusty
            will ask listeners to pass their cards and pencils to the aisles or drop them in the buckets the
            workers have. Workers should collect from their assigned sections and take initiative in this.
            Also station workers with buckets at each exit to collect any remaining cards.

        i. Workers should not examine the cards in the lecture hall. Out of respect for individual
            privacy, wait until the cards are in a separate follow-up  room for that.

    9. Several ushers should distribute handbills advertising the next lecture as the people leave.

    10. Do not hand out any literature before the lecture.

    11. Ushers should see that the room is in order before leaving.


Physical Plant Chairperson

Checklist

(Work with the Physical Arrangements and Special Services 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?