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Godly Play® Training Host Site

Coordinator’s Notebook

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THE GODLY PLAY FOUNDATION

535 W. Roses Road
San Gabriel, CA 91775
foundation@godlyplay.org
toll free – 877.569.8656

Tim Alderson, Executive Director

Caryl Menkhus, Director of Training
Sherry Holt, Training Coordinator
Kristine Petersen, Assistant to Tim

Dear Host,

Thank you for volunteering your time and church facility to host a Godly Play
Training event. We are looking forward to working with you. Like the door person
in the Godly Play classroom you serve as the door person for the training event.

Please take a moment and go to our website www.godlyplay.org to make sure your
church information is listed correctly under Calendar of Events.

I will be contacting you throughout the process to ensure that everything flows
easily.

Remember, at the end of the event I will need a copy of invoices and/or receipts for
the actual expenses to be reimbursed.

Please call me with any questions you may have. We are here to serve you and help
facilitate a successful training event.

Blessings,

Sherry
Training Coordinator
Godly Play Foundation
Sherry.holt@godlyplay.org

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HOST SITE – AN OFFICIAL TRAINING SITE IN PARTNERSHIP WITH

GPF:

Site Requirements:

 Person willing to serve as the coordinator of the event

 Capacity to provide hospitality
 Godly Play® program up and running
 At least one Godly Play® room approved by a trainer
 Two sets of materials for the lessons used in the training (see page 20)
 Two rooms that will accommodate 13 – 16 people comfortably for small group work
 One large space that will accommodate 26 – 32 people for plenary sessions
 Area for 8 triads to practice stories
 Area for meals and breaks
 Accessible bathrooms
 Handicap access

Responsibilities of Host Site:

 Provide hospitality
 Arrange meals and refreshments during breaks
 Purchase and assemble participant notebooks
 Name tags
 Welcome participants upon arrival
 Have someone on site during breaks and meals to facilitate and serve as
host
 Be available to trainers during event to help facilitate any issues that may
arise
 Provide copies of receipts and/or invoices for costs to be reimbursed within 2
weeks of event.

Responsibilities of GPF

 Staff training event

 Provide flyer and marketing
 Handle all registrations
 Provide site with a participant list 2 weeks before event
 Reimburse site for all costs agreed prior to event being marketed
 Share any net profit 60/40 with host site (60 to host/40 to Foundation)

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SUGGESTED TIMELINE

Up to a year before event:

 Schedule training event
 Reserve space

6 months before event:

 Establish budget for reimbursable costs

3 months before event:

 Begin to solicit volunteers
 Consider putting training event information on your website
 Provide GPF with a list of area hotels – if appropriate reserve a block of
rooms
 Provide GPF with a welcome letter on your letterhead to be sent to
participants as they register – include specifics such as where to park, how to
get to your site, where to check-in, hotel info, public transportation, etc
 Help GPF market the training in your area
 Make arrangement for meals and snacks
 Make sure you have all the story materials needed

2 months before event:

 Be clear about supplies needed and room set-ups
 Arrange for clean up during and after event

2 weeks before event

 Make sure Godly Play® rooms are in order
 Assemble materials for full Godly Play® session
 Make preparations for emergencies
 Compile participant notebooks
 Confirm numbers with the food supplier

1 week before the event

 Make name tags
 Make signs to help participants find their way
 Make sure bathrooms are well supplied
 Plan for check-in

During Training Event:

 Be available to welcome participants
 Serve as host/hostess for the conference
 Be available to help facilitate any issues that may arise
 Be available during meal times and breaks
 Be present and available during conference

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Within 2 weeks After Training Event:

 Provide GPF with accounting of actual expenses for reimbursement
 Provide GPF with evaluation of event

6 MONTHS BEFORE THE EVENT

Sample Budget:

Participants 12 18 24
Travel 300 600 600
Lodging 600 1200 1200 4 nights/$150
Trainer Fee 1200 2400 2400 Plus 20%
Food 720 1080 1440 $60/person
Materials 120 180 240 $10/person
2952 5478 5,904

$300/ea INCOME Expenses (+/-)

12 $3,600.00 $3,000.00 $600
18 $5,400.00 $5,500.00 $100
24 $7,200.00 $6,000.00 $1200

$250/ea INCOME Expenses (+/-)

12 $3,000.00 $3,000.00 0.00
18 $4,500.00 $5,500.00 (1,000.00)
24 $6,000.00 $6,000.00 0.00

RESERVE SPACE AND TIME

 Large room for plenary sessions

 Two rooms for small group sessions -- preferably Godly Play® Rooms
 Space for triads to practice stories
 Area for meals
 Area for breaks stocked with drinks and snacks

The administrator/secretary will need to know not to schedule other groups in the
rooms/areas you will be using for the accreditation event.

A trainer can help you identify appropriate space.

ARRANGE ACCOMMODATIONS FOR PARTICIPANTS AND TRAINERS

 Research hotels in the area to find comfortable and affordable site.

 Consider contracting with a hotel for a special group rate and reserve rooms
Find out if they will honor the rate after the release date if they have available

PROVIDE WELCOME ON CHURCH LETTERHEAD TO GPF FOR PARTICIPANTS

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 Include information about site – re: where to park, where to check-in, any public
transportation or other helpful information to help them feel welcomed.

THREE MONTHS BEFORE THE EVENT

BEGIN TO SOLICIT VOLUNTEERS

There are various jobs to be done before, during and after the event that can be
done by volunteers: compiling participant notebooks, greeting participants, hosting
and serving meals, helping with check-in, providing food for meals and/or snacks,
helping with transportation and taking charge of the resource area. One idea that
has worked well is to recruit about four people as a team to assist with the event:
one for help with administrative work (photocopying, assembling binders etc.)…one
for hospitality – to find groups of people in the church to host/take care of each meal
so it does not fall on one person's shoulders and one Godly Play teacher to assist
with organizing and preparing the rooms. It works very well breaking down the work
into one time support areas especially for parents of young children.

Source for volunteers: Godly Play® teachers

Parents of children in Godly Play®
Retired church members

PUT INFORMATION ON YOUR CHURCH’S WEBSITE

Some have put the flyer or information about the training on their website. You
might also put a link to the Godly Play Foundation (www.godlyplay.org for people
who want more information about Godly Play® and our organization.

ARRANGE FOR MEALS AND SNACKS

If the meals are to catered, plan the menu and establish a firm price per person for
all meals involved. Several sites have had volunteers cooking and serving the meals
which will reduce your cost. Others have the meals catered but have volunteers bring
baked goods and other items to put out during breaks. If the meals are catered it is
nice to have volunteers to host the meal by greeting participants and helping with
the serving.

The meals and snacks do not have to be elaborate, but do keep in mind dietary
needs. Also be aware of the “latest diets” that people may be on – lately many have
been on low carb diets and have appreciated having low carb options available at
meals and snacks.

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Throughout the event have plenty of water available. During breaks have coffee and
tea and sodas available as well as munchies of some kind.

MAKE SURE YOU HAVE THE MATERIALS NEEDED;

You will need 2 sets of materials for the following stories:

Sacred Stories Parables

Creation The Good Samaritan
The Exodus The Great Pearl
The Ten Best Ways The Mustard Seed
The Exile and Return The Sower

Liturgical Action Lessons

Holy Baptism
The Good Shepherd and World Communion
The Circle of the Church Year
The Mystery of Easter

You will need the following story materials for the trainers’ presentations*:

The Great Family

Parable of the Good Shepherd
The Faces of Easter

Please check to make sure the materials are in good shape and that all the pieces
are there. Consult the Complete Guide to Godly Play, vol. 2 -4 for the list of
materials. Contact your trainer or GPF, if you are unsure about the materials. Church
Publishing Inc can often supply missing parts

If you are unsure of the placement of the material on the shelves contact the trainer
or GPF for help with this.

Note: Three of the 4 sacred stories take place in the desert box. You will need two
desert boxes for presentations and you will need an additional 4 deserts for the
practice time. These 4 deserts do not have to be fancy – a piece of heavy fabric with
sand or a large plastic container with sand will be fine. Consult your trainer or GPF if
you are unsure what to provide.

*Consult with trainer about stories used in the trainers’ presentations to make sure
they have everything that they will need. Some trainers may choose different
stories; so it is important to clarify this with the trainers.

Other materials that will probably be needed:

Easels with pads, tape
Markers, pens, pencils

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Paper
Art supplies for full Godly Play Session

Feast Materials for the full Godly Play Session:

Cocktail size napkins
Small paper cups
Drink (water is fine)
Crackers or other simple food item

ABOUT TWO WEEKS BEFORE EVENT

MAKE SURE GODLY PLAY® CLASSROOM(S) ARE IN ORDER

 Make sure material in the room is Godly Play® material

 Make sure material is in the proper place on the shelf
 Make sure the rooms are clean and the heating/cooling system working

Your Godly Play™ classroom(s) should have been approved by a trainer prior to
the scheduling of a training event. If this did not happen, please consult with the
trainers to make sure the room reflects a Godly Play®® environment. If there
are materials that are not Godly Play® materials in the room, they will need to
be removed prior to the training. Being in contact with the trainers before the
event will help avoid the need to rearrange the room when the trainers arrive;
though the trainers may decide to make adjustments when they arrive on site.

ASSEMBLY MATERIALS FOR THE FULL GODLY PLAY SESSION

Check with your trainer about specifics.

In general you will need:

Cocktail size napkins
Small cups
Food for feast
Drink for feast
Art supplies for response time – see appendix page 41 for a sample list

MAKE PREPARATIONS FOR EMERGENCIES/OTHER NEEDS

 Make sure you know where to find keys to all the spaces you will be using.
 Make sure you have emergency contingency plans and contact numbers.
 Make sure you have a first aid kit.
 Gather supplies to have on hand:
Tylenol
Antacids
Feminine Hygiene Products
Cough drops/throat lozenges
Facial Tissues
Extra office supplies: post-it notes, pens, pencils, extra paper, paper clips

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Change

COMPILE NOTEBOOKS FOR PARTICIPANTS

It is very important that you are in contact with your trainers. They will provide the
schedule and will guide you as to what they want included in the notebook.
Contents of the notebook are generally:

Welcome letter from training site Conference schedule

Map of training site Information about locale (optional)
Material supplied by trainers Participant list
Welcome letter from Foundation Pen or pencil
Blank paper

In most cases the trainers will send you originals that will need to be copied. You will
need to purchase the notebooks and tabs – look for sales – ½” – 1” binder will
generally be large enough. This is something that volunteers can do and is best done
well in advanced. Don’t wait for the trainers to arrive to begin.

REQUEST PRAYERS FOR THE TRAINING

Request that the work of the training be remembered in the service prayers
for the two Sundays prior to the event. Communicate the coming event to your
church family especially if the participants will be present over a Sunday.

ABOUT ONE WEEK BEFORE EVENT

MAKE NAME TAGS

Plastic pocket name tags that hang around the neck work well. They also can be
collect at the end of the event and reused.

Information for name tags: Name

Church
City, State

Please make the first name is large enough to be read from a distance.

Check with your trainers about whether they want you to divide the participants into
small groups and have their name tags indicate their small group. Some trainers like
to have the small groups already identified before the event while others divide
participants into small groups during the event.

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BE CLEAR ABOUT SUPPLIES AND ROOM SET-UPS

Confirm with trainers about room set-ups and supplies

Make sure rooms are clean and the heating/cooling system is in working order
Supplies to have on hand include: tissues, markers, easels with pads, masking tape

THINK ABOUT YOUR SPACE AND PREPARE SIGNS THAT WILL HELP THE
PARTICIPANTS FIND THEIR WAY AROUND.

Try to look at the space from the perspective of the participant. Make it as easy as
possible for them to find their way around and get acclimated to the space as quickly
as possible.

MAKE SURE THE BATHROOMS ARE WELL SUPPLIED

Make sure there is a good supply of toilet paper, soap and paper towel. Also have
available either in the bathrooms or in a handy place: feminine supplies, pain
medicine, indigestion relief, cough drops and any other items for the comfort of the
participants and trainers. You don’t want to have to be running around looking for
these things during the event.

PLAN FOR CHECK IN

Make sure it is in a location that is easy to find. Having refreshments available during
this time is welcoming and appreciated by the participants. Having volunteers there
to greet participants is welcoming.

ARRANGE FOR CLEAN UP DURING THE EVENT AND AFTER THE EVENT

Care of the environment is important. It sends a powerful message of welcome and

respect to the participants.

CONFIRM THE NUMBER OF PARTICIPANTS WITH MEAL PROVIDERS

DAY BEFORE THE EVENT

SET UP RESOURCE AREA OR TABLE

This is the area to set up the material from GPR and any other resources you want to
display.

Other things you might consider:

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Disposable cameras for sale

(participants often like to take pictures of Godly Play® materials and
classrooms)

Place for participants to share resource sources that they have found helpful
(an easel with paper works well for this – sometimes this is placed in the
plenary space)

Supplemental reading material

Sale table with CGGP along with tapes/DVDs and parent pages

Sale table with books from a local bookstore (see page 19 – XIV)

Receipts (if plan on having items for sale)

Cash box with change (if plan on having items for sale)

This is not an essential piece of the event but participants have indicated that they
appreciate this when it is available.

SET UP REGISTRATION TABLE AND WELCOME AREA

 Have participant list ready for participants to check accuracy and indicate
permission to share this information with the other participants
 Participant Notebooks and Training Manuals
 Name tags

PROVIDE A SPACE FOR THE TRAINERS TO MEET

When the trainers arrive they may need space to do last minute planning. They will
also need a place during the conference where they can meet away from the
participants. Having paper, pencils, water and maybe a light snack there will be
appreciated by the trainers. Having adequate time and privacy to plan, discuss and
debrief is critical to creating a safe place for the participants. Check with the trainers
for your event about specific needs.

SET UP ROOM FOR PLENARY SESSIONS

Place chairs in a circle. Most trainers will want a easel with chart paper and markers

CHECK GODLY PLAY® ROOMS AND MATERIALS

Make sure rooms are clean and set up properly.

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MAKE SURE THE MATERIALS AND SUPPLIES REQUESTED BY THE TRAINERS ARE IN
PLACE.

CHECK BATHROOMS FOR CLEANLINESS AND SUPPLIES

POST DIRECTIONAL SIGNS AROUND YOUR BUILDING

DURING THE EVENT

BE AVAILABLE TO WELCOME PARTICIPANTS AND COMPLETE ANY REGISTRATION

BUSINESS

 Welcome participants as they arrive

 Have each participant check information for participant list and give their
permission to share their information with the other participants
 Hand out participant notebook and name tags

This is a great place to have volunteers from your church greeting people and helping
you make participants feel welcome and to help them find their way around

ACT AS THE HOST/HOSTESS FOR THE CONFERENCE

 Be prepared to extend a welcome to the participants and explain any

housekeeping items – i.e. bathroom location, meal and break locations, etc.
The trainers may ask you do this as part of the opening session.
 Be present at meal times and break times to interact with the participants –being
alert to any needs that may arise.
 Check bathrooms occasionally for supplies and cleanliness
 Check meeting spaces for adequate light, temperature control and outside
distraction.

BE AVAILABLE TO MEET NEEDS OF PARTICIPANTS

 Have change available especially if there are vending machines on site

 Have emergency health/beauty supplies
 Have information available about your church/site
 Some people may want tours of church/site
 Some may need help with lodging issues
 Be aware that some may have personal situations that may require extra support
 Watch for introverted participants who may need help engaging with others
 Generally be open to the needs of participants

BE AVAILABLE TO MEET THE NEEDS OF THE TRAINERS

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 Last minute copying

 Time keeping if needed
 Provide transportation to and from hotel, if needed
 Generally be open to their needs

BE PRESENT AND AVAILABLE FOR THE ENTIRE CONFERENCE

During the actual sessions be present but as unobtrusive as possible – do not engage
the trainers or participants in conversation unless necessary – save social
conversation for meals and break time.

It is very important that you are on site and fully present during the event to deal
with any unexpected issues as they arise. It also provides a welcoming and
supportive environment for the participants and the trainers.

LAST DAY OF THE EVENT

BE PRESENT TO BID THE PARTICIPANTS GOOD-BYE

As you facilitated their arrival by being present and welcoming, send them on their
way with the same caring attitude. Make sure participants find their way to airport
and train stations as needed

IMMEDIATELY AFTER THE EVENT

I. EVALUATE (DEBRIEF) THE TRAINING EVENT WITH THE TRAINERS

It is important to evaluate the effectiveness of the training event from the trainers’
point of view as well as from the coordinator’s point of view. Processing this
information immediately after the event will help solidify learnings from the
experience.

This can happen in a number of ways depending on the energy level and
circumstances of the coordinator and trainers. Sometimes this happens informally at
dinner that evening; sometimes it happens on site right after the participants leave.
There have also been circumstances that have required it to happen by phone or
email a day or two later. Decide with the trainers how this will be done making sure
it gets done in a timely manner. The trainers need plenty of time to talk through the
event for their own learning.

 Give input from your perspective as the coordinator

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Your feedback and contributions are valuable to the planning of future events.

 Participant Evaluations
Each trainer should have a copy
Make a copy for your files if you would like
The originals will be sent to GPF office

FOLLOW-UP – TYING UP THE LOOSE ENDS

II. PROVIDE THE GPF WITH THE FOLLOWING:

 Originals of the participant evaluations

 Summary of actual costs vs. budgeted costs
 Copies of invoice and/or receipts for reimbursement

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TEMPLATE FOR PRESS RELEASE

This is a template for you to add information about your training event. Feel free to
embellish with quotes, interesting facts, photos of children doing GP or Jerome
Berryman or the Trainers. Direct it to the Calendar Editor, Religion Section or a
Specific Editor you know will read it.

To: (name of editor, producer)

From: Contact Person: ( include phone number and email)

Photos are especially appreciated sent digitally

FOR IMMEDIATE RELEASE:

DATE:

The (insert Church name) of (insert city) will host a Godly Play National
Teacher Accreditation Training Event beginning (insert date).
The conference will continue until (insert day of week) and the (insert
number) of participants from (insert number) different states and several different
denominations will be trained in the Montessori-based approach to religious
education where “children learn the stories of our faith from the heart rather than by
heart.”
Leading the conference will be (insert trainer’s names), Trainers who received
their training and certification from Jerome Berryman, who founded Godly Play in
1985. (Insert trainer #1) is from (insert city) and now serves (insert church) as an
(insert title of trainer). (Insert #2 trainer) is from (insert city) and works as a
(insert title) for (insert church or employer). Both were trainers for the conference
at (insert previous accreditation site).
The (insert church) has weekly Godly Play lessons for children ages (insert
ages) that are designed so “that children develop a sacred language which they can
use to understand Scripture and derive meaning for their lives,” said ( Trainer’s
name).

For additional information contact:

Name, Phone and email of Coordinator at Host church or Trainer

Or

Timothy Alderson, Executive Director

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The Godly Play Foundation

535 W. Roses Road
San Gabriel, CA 91775
877.569.8656

foundation@godlyplay.org
www.godlyplay.org

SUPPLIES LIST

White Poster Board for signs (4)

Large chart tablets (2 or one for each room used by small groups + plenary room)
Easels for tablets (2 for plenary) or space to put tablet up
Broad tipped markers in dark colors
Masking tape 1” (one roll for each working space)
Pencils (1 per participant + 10 extras)
Writing paper or tablets
Art Supplies for Full Godly Play Session
 Markers (8-10 for 36 participants)
 Paper in various sizes (at least letter and a larger size as well; 12”x14”, 14”-
18”, 16”x22”)
 Paints (8-10 water color sets for 36 participants)
 Brushes for watercolors
 Small cups for water for paints
 Clay – sculpy if possible
 Work trays – cafeteria trays or cutting boards for paints and clay work
 Pipe Cleaners
 Scraps of felt/cloth/yarn *
 Glue (8-10 for 36 participants)
 Colored Construction paper (black, blue, red, green, yellow, purple.
Approximately 10 sheets each.)
 Scissors (12 Fiskers or other scissors that cut paper well)
 Pencils (10)
 Crayons (5-8 sets of 16 for 36 participants)
 Writing paper
 Odds and ends like glitter, tissue paper, craft sticks, pompoms*
 Paper towels for clean up
 Water for paint

* optional

This is a sample of a supply list that a trainer supplied for Godly Play™ Teacher
Accreditation. Use this as a guideline, but be in dialogue with the trainers for your
event about what specific supplies they will need.

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