Additional Handout - 2016 LCMS National Youth Gathering

Gathering 101 Materials
2016 Gathering Media & Communication Projects
The Gathering provides various means of communication to assist leaders before, during and after the Gathering. These resources are
intended to prepare groups for the event, facilitate conversations around the Gathering theme, and connect the Gathering to the church
at large. Below is a list of the 2016 Gathering resources:
Website: www.lcmgathering.com
The Gathering website is the primary communication tool before, during, and after the Gathering.
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Pre-Gathering: Find all Gathering registration information, Bible studies, media kit, group building activities, Adult Leader practical tips, promotional items, event schedule and speakers and more.
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During the event: The site is updated with daily photos, news releases and stories to connect with parents and congregations back home. This will also be the place to tune into for the live streaming of all dome events.
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Post-Gathering: The Gathering is more than a five-day event. Find post-Gathering resources to (1) help share the In Christ
Alone message with home congregations and communities and (2) continue digesting and growing in the one true faith in Christ alone.
Gathering Update emails
Sign up to receive regular Gathering update emails including information on resources and upcoming dates, deadlines and events. Sign
up at www.lcmsgathering.com/GatheringUpdate.
Social Media
Stay informed about pre-Gathering planning resources while connecting with Gathering planners and other leaders on the Gathering’s
Facebook and Twitter accounts. Inspirational memes and youth-focused images will be shared on the Gathering’s Instagram account.
Adult Leaders are especially encouraged to join the Gathering Adult Leader Facebook group. This is an active, helpful group of over
1,200 leaders filled with knowledge and expertise. It’s a great place to connect new leaders, get questions answered and be encouraged:
www.facebook.com/groups/NYGadultleaders
Webinars
Gathering planners will host quarterly webinars as a means to train and further equip Adult Leaders as they walk through the Gathering process. Topics will include a general overview of the Gathering purpose; navigating the registration waters; a typical day at the
Gathering, etc. Webinars will be promoted online and through Gathering Update emails. They will also be archived on the LCMS Gathering YouTube channel (www.youtube.com/user/lcmsgathering). All webinars will be hosted through AnyMeeting.com.
The first Gathering webinar will be on July 23 at 1 pm and 7 pm CDT. Krista Miller, Gathering Registrar, will be leading us through the
registration process.
Pre-Gathering DVD
The Pre-Gathering DVD is distributed to all LCMS congregations and contains Gathering registration materials. In addition, the DVD
features short videos that explain the Gathering’s purpose, location and program while creating excitement about the event. Included in
these videos is a commercial to be shared at congregations and real stories about the Gathering’s impact on previous participants. All
videos will also be accessible on YouTube.
In addition, the Pre-Gathering DVD contains the Registration Book and registration worksheets to aid you in the registration process.
Also included is the Introductory Bible Study, Thematic study of the book of Philippians, and promotional materials to share the event
at your congregation.
Gathering App & Cell Phones
The Gathering app will play a key role in the 2016 Gathering communication strategy. Similar to 2013, participants will be able to view
event information such as scheduling, Interest Center descriptions, speaker information, New Orleans maps and helpful tips, social media connection points, etc. In addition, the Gathering app will be a key way of communicating event updates such as a change in room
number for an event through push notification services. Please encourage all Adult Leaders to download the app or make sure at least
one Adult Leader in their group has the ability to download the app and communicate the information to others. Our goal is to have
the app live around the time of registration.
Gathering planners will have a texting service in place for emergency use only. If needed, Adult Leaders will receive important Gathering updates (e.g. safety) sent via text message. Otherwise, texting will not be used to communicate with participants at the 2016
Gathering.
A note about the use of social media, smartphones, etc. at the Gathering:
The extent to which participants can use their phones and other devices during the Gathering is at the discretion of their Adult Leaders.
The use of cell phones and social media is meant to enhance the Gathering experience, not distract from it. Key points from the Gathering will be understood regardless of participants’ use of these devices.
Newsletter
As the means of communication has changed over the years, so too has the need for an Adult Leader newsletter. At the 2016 Gathering,
there will be no printed newsletter. Important updates and reminders about Gathering programming will be sent to Adult Leaders
through the Gathering app and highlighted on screens throughout the convention center. Community Life Builders will also pass on
key updates through word of mouth as needed.
Post-Gathering DVD
The Post-Gathering DVD will be sent to each Gathering congregation. It contains video recaps and still photos of the entire Gathering
program. The goal is to have the Gathering recap video available online shortly after the Gathering is completed, allowing for congregational use upon return home. All videos included on the Post-Gathering DVD will also be available on YouTube following the event.
For Adult Leaders
The Gathering provides online resources and training to assist groups preparing for the Gathering. Training resources such as webinars
and Facebook chats will allow for ‘real time’ interaction between planners and leaders as they prepare for 2016.
Continue to use the website (www.lcmsgathering.com/lead ) and Pre-Gathering DVD resources (coming August 2015) to build a
strong Adult Leader core. Bible study and community group building resources will continue to be added throughout the process to
grow your group as a community. Bible studies will also be provided on-site and post-Gathering to continue to grow together in Christ
alone.
The Gathering has enhanced its on-site adult hospitality teams to help build community amongst Adult Leaders and support them
in their numerous vocations. This team is working on pre-Gathering material and support, on-site resources and workshops, and
post-Gathering encouragement.
The faithful commitment of caring and connected Adult Leaders working intentionally with youth participants in the context of
community groups enrich the youth’s experience. (See the Adult Leader training section of this manual for additional information on
resources.)
District Coordinators
District Coordinators serve as liaisons between LCMS Youth Ministry, the district office, district youth board/committee and congregations for the 2016 LCMS Youth Gathering. They have been trained and stand ready to aid Adult Leaders as you prepare for the 2016
Gathering. The listing of District Coordinators is available at www.lcmsgathering.com/district. Be sure to connect with your District
Coordinator at National15 or in the months to come regarding district events, tshirts, transportation needs and more.
Tentative 2016 LCMS Youth Gathering Schedule - July 2015
Friday – July 15, 2016
1-5 pm Early Registration, tentative
Saturday – July 16, 2016
8am-6 pm
Registration, tentative
Pre-Gathering Orientation Sessions
Selected District Events
8:30 pm
Mass Event
Night/Hotel Life
Sunday – July 17, 2016
TBD:
Adult Leader Morning Meeting in Hotels
Servant Event Deployment
5K Run/Walk
9:30/10:00 am Bible Study Sessions
Convention Center and selected Hotels
11:00 am
Experiential Learning Floor Opens
12:00 pm
Interest Center Session and Academy Session 1
2:00 pm
Interest Center Session and Academy Session 2
4:00 pm
Interest Center Session and Academy Session 3
6:00 pm
Experiential Learning Floor/Convention Center close
Potential Slot for District Event (Meal at local restaurant,
convention center, or Superdome)
8:30 pm
Mass Event
Mass Event Plus
Night/Hotel Life activities
Monday – July 18, 2016
TBD:
Adult Leader Morning Meeting in Hotels
Servant Event Deployment
9:30/10:00 am 2:00 pm
Interest Center Session and Academy Session 2
4:00 pm
Interest Center Session and Academy Session 3
6:00 pm
Experiential Learning Floor/Convention Center close
Potential Slot for District Event (Meal at local restaurant,
Convention Center, or Superdome)
8:30 pm
Mass Event
Mass Event Plus
Night/Hotel Life activities
Tuesday – July 19, 2016
TBD:
Adult Leader Morning Meeting in Hotels
Servant Event Deployment
9:30/10:00a Bible Study Sessions
Convention Center and selected Hotels
11:00a
Experiential Learning Floor Opens
12:00p
Interest Center Session and Academy Session 1
2:00p
Interest Center Session and Academy Session 2
4:00p
Interest Center Session and Academy Session 3
6:00p
Experiential Learning Floor/Convention Center close
Potential Slot for District Event (Meal at local restaurant,
Convention Center, or Superdome)
8:30p
Mass Event
NO Mass Event Plus
Night/Hotel Life activities
Wednesday – July 20, 2016
TBD:
Adult Leader Morning Meeting
Bible Study Sessions
Convention Center and selected Hotels
9:00 am
Gathering Worship Service
Following the Benediction, there will be a short
closing of thanks and dismissal.
11:00 am
Experiential Learning Floor Opens
11:00 am
Expected end of the Dome Event
12:00 pm
Interest Center Session and Academy Session 1
12:00 pm
End of Gathering
Gathering Program Notes
Dome Events (Mass Events and Worship)
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The Gathering returns to its more familiar schedule of five Dome Events, one per day (six took place in 2013). Each Mass Event at the Mercedes Benz Superdome will focus on “In Christ Alone” through Christ-centered presenters, music, videos, and
group participation.
The Gathering Worship service will take place on Wednesday, July 20 to close the event. We look forward to this unique opportunity to send the participants back home refreshed with God’s Word and gifts. We are also planning to have a short
closing time following the benediction of the service for safe departure and final announcements. Holy Communion will be celebrated, and youth will participate in the Gathering Wind Symphony and Choir.
Mass Event Plus will happen again in 2016, this time on Sunday and Monday evenings. Mass Event Plus is additional program that takes place in the Superdome following a 15-minute break after the Mass Event.
Bible Study
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Bible studies are in the morning in assemblies ranging from 1,000-6,000 participants.
These sessions will take place 1) at the convention center in spaces assigned by hotel placement and 2) in specific hotels with appropriate ballroom space.
All Bible studies will take place at the same time and location each day of the schedule.
Over the three days of Bible study, the studies will tackle the three sub-themes: identity, humility, and community.
Community Life resources will be made available for further study in congregational groups. These Bible studies can take place throughout the days of the Gathering and after the event.
Program Options - Registration
A goal of the 2016 Gathering is to more fairly distribute the opportunity to attend specific and special program options. Specific goals of
this process:
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Allow groups to give preference for pre-selection options at the time of registration.
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This process assists Gathering planners to distribute resources to program options desired by Gathering participants.
Congregational groups/members will not be slotted for more than one program option, allowing for more people to access these program offerings.
Early proposals for pre-selection options:
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Off-site servant event
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On-site servant event (food packing, etc.)
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Off-site Interest Center
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Bible study Academy
Interest Centers (Workshops)
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On-site Interest Centers will take place mainly at the convention center. The Gathering will utilize three large areas in the convention center (Theatre, the Great Hall, and the La Nouvelle Ballroom).
At this time, there is no plan to pre-register for these sessions, however, the App may allow us to get early information about interest in a topic or session. This may help us better assign appropriate space.
Off-site Interest Centers will return to the 2016 program. In 2010, participants took part in Interest Centers around Katrina tours, cemetery tours, and other cultural attractions.
Bible Study Academies
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Bible Study Academies are intensive Bible studies around a specific topic.
These will focus on participant theological issues or themes and also vocational themes. Participants must pre-register for these sessions.
Convention Center Halls/Experiential Learning Floor
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The Experiential Learning floor is found at the convention center.
This floor provides hands-on learning opportunities tied to the Gathering subthemes.
One portion of the floor will focus on service opportunities such as canned food drives, collection of items for those in need, etc.
The convention center floor will also host the youth booth, exhibitors, and district booths.
Servant Events
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Gathering servant events will take place on the mornings of July 17, 18, and 19. Tentatively, servant events will deploy from both the convention center and Superdome, based on hotel assignment.
Assigned to Program
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Participants will also be assigned to their Bible study location/speaker based on their hotel.
Participants will be assigned to special program options such as servant events, Bible study academies, and off-site interest centers based on registration which will take place in spring 2016 following acceptance to the Gathering.
Night Life Program
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Along with Mass Event Plus, other late-night (after Mass Event) programming will take place in Gathering hotels and other locations in the downtown New Orleans area.
5K Run/Walk
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Particpants must register before the Gathering in order to recive t-shirts, timing devices, etc.
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On-site registration will take place during regular registration.
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We will divide the race between those who are running seriously for time (given a timing device) and those running for fun or walking.
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An effort/charity will again benefit from a part of the 5K registration fee.
After the Gathering
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The Gathering website, social media accounts, the Gathering App, and post-Gathering videos will provide reminders and resources for Gathering participants.
Adult Leader Resources at Gathering
Be sure to attend the “Navigating the Gathering” workshop at NATIONAL!
Gathering Communications/Information Services
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Gathering Website
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Gathering App
•HelpLine
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Community Life Builders
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Information Booths will be present throughout the Gathering facilities to connect participants with the most updated
information about the Gathering program.
First Aid Stations
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Firist Aid stations are available at Gathering facitlies and special events such as the 5K Run/Walk.
Information about emergency services when at your hotel or other locations in the city will be available closer to the
Gathering.
Lost Person Area
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First, if your participants have cell phones, make sure you have a procedure in place if a person becomes lost (e.g., call the adult leader).
The HelpLine, any Information Booth, or a Community Life Builder or Young Adult Volunteer are available to provide
assistance.
In Your Hotel
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Each Gathering hotel property has at least one (1) assigned Community Life Builder. Ideally, you will meet one of them upon check-in at your hotel.
The CLB is there to be a liasian between you and the Gathering and also you and the hotel.
If Night Life activities take place in your hotel, CLBs working the activities are not the primary adult support for your youth. This responsibility remains with you.
Adult Rest Area and Workshops
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Adult Rest Area(s) at the Convention Center in which Adult Leaders can check email, receive information about the
Gathering, and have an opportunity to rest.
The Adult Leader training team is also putting together a set of workshops geared toward Adult Leaders. These workshops will focus on helping Adult Leaders navigate the Gathering and their role as youth ministry practitioners.
Crisis Intervention Team
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A Gathering planning team is available to support you and your group to provide support if an emergency of crisis happens at the Gathering or back home.
This team consists of trained pastoral and professional counselers and is available through the HelpLine or by contact a
Community Life Builder.
Know that you are not alone in your service to your youth!
Additonal Support
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A team of youth ministry practicioners will be available to support you with prayer and words of encouragement.
This team is also available to give you practical support with navigating the Gathering and also youth ministry practicioning advice and resources.