How To Prepare For A Leadership Conference

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1 LIVE DIFFERENTLY LOVE RECKLESSLY LEAD COURAGEOUSLY PRE TRIP INFORMATION PACKET (CHOG VERSION) NASHVILLE, TENNESEE JUNE 29 JULY 4, 2014 DREAM WILDLY

2 To the leaders, You are in our prayers as we make preparations for Servant Leadership Experience. As always, we have been praying this trip will be a milestone step in the spiritual journey of your students as they are being the hands and feet of Christ while they serve. We are grateful you ve entrusted us with the shepherding of your students. If there are ways we can support you as you plan for this experience, don t hesitate to contact us. This is your Preliminary Informational Packet. Information regarding programming themes and content, leaders meeting schedules and specific work site information will be provided as we get closer to the event dates. This packet includes the following: Servant Leadership Overview Schedule for the Week (schedule is subject to change) Frequently Asked Questions General Work Project Information Suggested Packing List Rules and Policies (one form required for each ministry team; signed by leader) General Release and Hold Harmless Agreement (required of all participants) SL insurance Accept/Decline Form (one form required for each ministry team; signed by leader) Important Due Dates Please visit our website for additional information. The Resource page will be of particular importance to you as leaders and includes promotional material, a leader s checklist, a pre- and post- trip packet, forms and housing lists. We suggest you send your students parents all of the above information (with the exception of the Rules and Policies, Insurance Accept/Decline and Due Dates sheets) along with any other additional information you feel they would want to know. We ask that the parents contact you with any questions they may have. If you encounter a question you don t know the answer to, please feel free to contact us at info@servantleadershipexperience.org. 2

3 Servant Leadership Experience exists to help youth ministries around the world lead students down a path toward full devotion to Christ. Servant Leadership provides both training and service opportunities to help high school and junior high students live out the example of being a servant leader for Christ. We hope you will join us this summer as we unite together to help others in need. Your students will be envisioned, equipped and empowered to live a life that extends beyond their needs to meet the needs of others. They will experience firsthand the value of being a servant leader and learn how to apply this value to their lives not just for one week, but potentially for every day of their lives. Do nothing from selfish ambition or conceit, but in humility regard others as better than yourselves. Let each of you look not to your own interests, but to the interests of others. Let the same mind be in you that was in Christ Jesus. Philippians 2:3-5 Who: Servant Leadership Experience is a ministry of LEAD222, which is devoted to the mentoring, training, and development of Christian leaders and students. LEAD222 values the concept of servant leadership, and provides Servant Leadership (SL) Experience to assist youth ministries who want to help serve the physically, financially and emotionally challenged of our world as they build into their ministry students the leadership values that will serve them for life. What: An opportunity for youth leaders to bring their ministry groups to partner with existing service programs to help others in need and also learn about what it means to be a servant leader. We begin each day with a morning devotional and have evening sessions of worship and messages featuring teachers who relate to the issues and concerns of today s servant leaders. Where: Nashville Area Host Site: Community Church of Hendersonville 381 West Main Street Hendersonville, TN Cost: The cost is $345 per person. Price does not include transportation. You will be responsible for transportation to and from Nashville, your host location and the worksites. For additional information, please visit or us at info@servantleadershipexperience.org. 3

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5 SERVANT LEADERSHIP EXPERIENCE 2014 LEAD COURAGEOUSLY SL2014 s primary focus for the leadership development content will be the value of LEADING COURAGEOUSLY. At the heart of Servant Leadership is the idea of what it means to be person who courageously lives the life that God has called them live. LEAD222 wants to help students become the kind of leader that isn t afraid to do what s right and what s needed for the Kingdom. Servant Leadership 2014 is all about investing in students to become courageous leaders! LEADERSHIP CONTENT WILL BE DELIVERED THROUGH THESE 1. EVENING SESSIONS: MESSAGES Inspirational Teaching and Training from Lead222 Leadership Worship Creative Programming 2. SERVANT LEADERSHIP STUDENT JOURNAL Includes devotions, space for notes, and other resources. 3. SERVANT LEADERSHIP LEADER MANUAL Youth Pastors and/ or Adult Leaders will receive a manual prior to the event to help prepare and have resources to maximize the potential of the week. 4. MORNING SESSIONS Includes devotional time, and team time 5. EVENING TEAM TIMES/ TEAM NIGHTS Direction provided in Team Leader Manuals for discussion and team building 6. DAILY LEADERSHIP EXPERIENCES Directed by the location Point Leader and practiced every day within team constructs. 7. MID-WEEK LEADERSHIP TRAINING EXPERIENCE 5

6 When? Each day, except for Wednesday, during your stay, you will be involved in various work projects around the area from approximately 9:00 am until 3:30 pm. On Wednesday your students will receive Leadership Training in the morning and a free time in the afternoon for your team to take in the local sights. Where? Your specific work project assignments will be confirmed to you 14 days in advance and will be sent to you directly. Projects could either be physical or relational in nature so they may include painting, cleaning, light construction, etc and/or playing with, teaching or caring for children, etc. You will be responsible to drive your teams to the worksites, so please plan for gas. What about lunch? Your teams will eat a sack lunch on the worksite each day, which will be prepared beforehand and given to you after the morning session. You need to bring one large 48-quart cooler for every 10 people and two reusable freezer packs for each cooler to keep lunches cool and fresh. Also, each student should bring a water bottle for his or her own personal use. Purpose These work projects will serve churches and organizations in a lasting way, while giving your students a hands-on opportunity to develop the servant leadership skills they are learning about during the sessions. Students will get a clear understanding of the importance of flexibility and teamwork as they unite together to accomplish a single task. It is up to you as the leader to encourage your students to make the most out of these work projects. It will be easy for your students to simply have fun and play around during this time. But our hope is for students to view this as an opportunity to practice some of the leadership skills they are learning as they are confronted with challenging tasks and situations. We also see this as an excellent opportunity for your leaders and students to build a strong community with each other. How many at a work site? We will work with you to accommodate your groups request. Many projects will be in groups of 25, but be prepared to break your team up into work groups of 10 to 15. You will be responsible for their transportation and providing group leaders (in a ratio of one leader for every ten students, by gender). Be prepared: - Remember that you are a guest on these ministry work sites - Keep a servant attitude come ready to serve! - Things may change, so be prepared to be flexible and patient - Remember to bring refillable water bottles, sunscreen and hats for summer s hot weather 6

7 Leaders: You need to bring one large 48-quart food cooler for every ten people and two reusable freezer packs for each cooler. You will use these coolers to keep your lunches cool and fresh as you transport them to the worksite every day. Appropriate Dress: On this mission/serving trip your team will be representing LEAD222 and it would be expected that students dress modestly no short shorts or revealing tops, etc. Males must also always wear a top, even at the work sites. Please advise your students of this requirement. For Worksites: Work gloves Enough work clothes to last the week (old jeans, loose fitting t-shirts, etc) Athletic shoes and socks Sunglasses Sunscreen Refillable water bottle Free Time: Sweater or jacket for cool weather Nice, casual dress clothes for the Free Day Time activity Miscellaneous entertainment (Frisbees, balls, etc) Acoustic guitars or other instruments welcome (please be sensitive to noise) Disposable cameras Money for Free Day Team Time activity, snacks and/or souvenirs; if desired. Study and Reflection: Bible Journal Pen or pencils Hygiene and Toiletries: Shower sandals Soap Washcloth Toothbrush Toothpaste Deodorant Shampoo Towel Medicines 7

8 What is Servant Leadership Experience? Servant Leadership Experience is a ministry of LEAD222. Devoted to the mentoring, training, and development of Christian leaders and students, LEAD222 values the concept of servant leadership. Servant Leadership Experience is geared toward youth ministries who want to help serve the physically, financially and emotionally challenged of the world. For more information visit For more information about LEAD222 visit or us at info@lead222.com. When and where will it take place? Servant Leadership Experience has multiple event locations. The information contained within this informational packet addresses the trip to the Nashville Area. For a complete listing of all 2013 Servant Leadership Experiences visit How do we get to our base camp and the work sites? You will be staying at a host church or school in the Nashville area. You will be responsible for all transportation between the site venue and the host church. All teams will be responsible for transportation to their work sites. Do not plan on using public transportation to fill your transportation needs. You will need vehicles. Please plan accordingly for gas expenses. In addition, you will also be taking one day for Team Day Experience to explore all that the Nashville area has to offer. How many adult leaders do we need to provide? We are asking each group to bring a ratio of one adult leader for every 10 students. If you are bringing male and female students, you must have accompanying leaders for each gender. A leader is expected to be at least 19 years old, and someone who will come with a servant attitude. How old must a student be to participate? Servant Leadership is geared towards male and female junior high and high school students. Are the work sites and base camp safe? We will do our best to make sure all work sites and host base facilities are as safe as possible. However, you should remind your students not to wander off alone and to always be aware of their surroundings. What about medical emergencies? There is no nurse on staff at Servant Leadership Experience. You are responsible for all medical emergencies with your group. Please keep medical release forms with you at all times. At registration, you will be given maps and phone numbers to the closest medical facilities. Can we leave the base camp during our free time? Servant Leadership Experience has a NO LEAVING CAMP policy. Once students arrive, they should not leave their host facility unless it is for their work projects or other SL sanctioned activities. What is your policy on drugs, alcohol and smoking? No drinking or drugs (including tobacco) of any kind will be tolerated. We have a zero tolerance policy and students will be sent home at your groups expense. Are restricted-diet foods available? We will do our best to accommodate any special dietary needs. Please make this information available when you preregister, or as soon as you are aware that you have a special need. Do I need to bring money? Spending money may be needed for the Free Day Team experience, depending on what your group chooses to do. Students may also want to bring extra money to buy snacks, souvenirs, etc. 8

9 What about insurance? We ask each Servant Leadership team to provide proof of their churches liability insurance. Each team will have the option to purchase additional medical and accident coverage. International teams will also be able to purchase additional liability coverage. The costs are very reasonable and the insurance coverage is excellent. In this packet you find an 'Accept/Decline Insurance' form on page 13 which you must complete, sign and send this form back to LEAD222 indicating whether you are purchasing this additional insurance coverage or declining it. Additional information about cost, available coverage and instructions for enrolling your team can be found at 9

10 What will we be doing as work projects? Our philosophy for work projects is to partner with existing ministry and service programs that are already in operation and that will continue on after we leave. The needs of these ministries will dictate which opportunities are available. These could include painting, stocking food pantries, serving the homeless, working in children s programs, construction projects, sorting clothes, cleaning up, serving the elderly and various other jobs. If your group has a preference of projects, we will do our best to match up ministry serving teams interests with the ministry opportunities available. What do I need to bring? In general, all work project tools will be supplied. If we identify any special needs as we get your project set up, we will contact you with our recommendations for tools you may need to bring. When will I know my work project assignment? Your specific assignments will be confirmed to you 14 days in advance and will be ed to you directly. How long are the work projects? Your team will depart from the base camp at 9:00 a.m. and should return by 5:00 p.m. The time you actually spend at the work project site will depend upon the travel time. How far are the work sites from the base camp? Work project sites will generally be within one hour s driving time. Will my team be working together? We will work with you to accommodate your groups request. Be prepared to break your team into work groups of 10 to 15. Again, you will be responsible for their transportation and providing a work site leader. Is lunch provided at the worksites? Teams will be provided a sack lunch (sandwich or salad), including drinks. Each group needs to bring one 48-quart cooler for every ten students and two reusable freezer packs for each cooler to keep lunches cold. Extra drinking water is recommended for during the day, so bring refillable water bottles. Bottled water will also be available. 10

11 Where do we stay? Everyone attending Servant Leadership Experience will be housed in local churches or colleges. You may need to bring sleeping bags and/or air mattresses to sleep on (this information will be provided months in advance). Sleeping arrangements will resemble dormitory-style accommodations, with males and females separated. You will be sleeping on the floor in classrooms and/or church basements. There will most likely be limited access to showers. Showers may or may not be located within your host church. We will try to provide you with the best accommodations we can, but plan on roughing it. We will, however, eat together as a group as well as meet together as a group for morning devotions and evening sessions. Can I extend my stay? No, we do not have the ability to provide you with accommodations either before or after the event dates. What do we need to bring? Students should bring their Bibles and journals. Other considerations might include disposable cameras, free-time entertainment (Frisbees, balls, etc), acoustic guitars or other instruments (please be sensitive to noise), and whatever else they would like to bring that wouldn t impose on the rights of others and that will fit into your vans. (Also see the Suggested Packing List ). 11

12 SERVANT LEADERSHIP EXPERIENCE RULES/POLICIES Our group understands and commits to the following: - All sessions and meetings are mandatory. If there is a medical reason why a student cannot attend, please notify the SL staff. - If the need arises for a student to be counseled, please do not take a student out of sessions. Counseling needs to take place before or after the programs, not during. - Everyone will be housed in local churches and you will need to bring sleeping bags and/or air mattresses to sleep on. - No guys allowed in girls sleeping area and no girls allowed in guys sleeping area. - No drinking or drugs, including tobacco of any kind. Servant Leadership has a zero tolerance policy and students will be sent home at your group s expense. - Each group is responsible for all transportation to and from the event, to and from work sites, and for the Team Time Activity. Please plan accordingly for gas expenses and/or rental vehicles (if needed). - Servant Leadership has a No Leaving Base Camp policy. Once students arrive at their host accommodations they should not leave unless it is for a work project or the Team Time Activity. - All scheduled times, including lights out, are to be followed by each group. - Each team is responsible for all medical emergencies within their group as there is no nurse on staff at Servant Leadership. Medical release forms need to be kept with the team leader at all times. At registration, each team will be given maps and phone numbers to the closest medical facilities. - If, due to illness, it becomes necessary for a student to remain behind at the host facility during the work periods or other activities, a team leader (at least 19 years old) must stay with them and the SL staff notified. - Servant Leadership (or host facility) is not responsible for any lost or stolen items during any part of this trip. Requirements: - Each team must bring a minimum of one leader (19 years of age or older) for every ten students (per gender). - All group members should come to the morning devotion ready to depart for their work projects. - Participants are encouraged to combine daily worksite items into one backpack. Suggested items include: cameras, work gloves, sunscreen, water bottle and hat. - Each group needs to bring one large 48-quart cooler and two reusable freezer packs per 10 people for lunches at the worksite. This requirement is for domestic SL trips only (US and Canada) - Each student needs to bring a water bottle for use during the week. - Students may want to bring additional money for the Team Time Experience or to purchase souvenirs or items from local stores. - All students must be in their assigned sleeping areas by designated times. - Hold Harmless/Medical Release forms must be kept with you at all times. Before your arrival you must send a copy of all forms to Servant Leadership. I have read and understand all of the above, and take personal responsibility for my team. Signed Date Please Print Name & Title: Church Name (City and State): One form required per team. Please complete, scan, and to Gloria@Lead222.com 12

13 LEAD222 General Release and Hold Harmless Agreement I,, desire to participate in various programs, events or activities (hereafter collectively referred to as the Activities ) operated or sponsored by LEAD222 United, Inc (hereafter collectively referred to as LEAD222 ). I understand and acknowledge that LEAD222 will not allow me to participate in the Activities without my releasing and holding LEAD222 harmless from any liability arising out of my participation in the Activities. I have investigated the risks involved in my participation in the Activities and fully understand and assume such risks. Specifically, I understand and acknowledge that I may suffer or experience among other things; personal injury or bodily damage, medical disabilities, loss or theft of personal property, imprisonment, abduction, or even death. I REQUEST THAT LEAD222 ALLOW ME TO PARTICIPATE IN THE ACTIVITIES, AND IN CONSIDERATION THEREOF I AGREE HEREBY TO RELEASE AND FOREVER DISCHARGE LEAD222, ITS OFFICERS AND DIRECTORS, ITS EMPLOYEES, AGENTS, AND PARTIES VOLUNTEERING ON BEHALF OF LEAD222, AS WELL AS THE HOST CHURCHES FOR THIS TRIP FROM ALL ACTIONS, CAUSES OF ACTION, INJURIES, CLAIMS, DAMAGES, COSTS OR EXPENSES OF ANY KIND GROWING OUT OF OR RELATED TO ANY SUCH ACTIVITIES IN WHICH I PARTICIPATE. I UNDERSTAND THAT THIS IS A FULL AND COMPLETE RELEASE OF MY PARTICIPATION IN ANY ACTIVITIES, REGARDLESS OF THE CAUSE THEREOF. This agreement is binding on my heirs, successors, and personal representatives. Dated: Print Name & Sign: (Participant) Dated: Print Name & Sign: (Parent / Guardian) Medical Treatment Authorization and Power of Attorney In the event I suffer an injury or condition during my participation in the Activities, including transportation to and from the Activities, which may endanger my life, cause disfigurement, physical impairment, or undue discomfort if medical treatment is delayed and as the result of which I am unable, in the opinion of my leader acting as an agent of (church name) to make an informed decision regarding such treatment, after said leader has made every reasonable effort to call my emergency contacts, I hereby appoint my leader acting as an agent of (church name) to make any and all decisions for me concerning my personal care, medical treatment, hospitalization and health care. This power of attorney shall terminate when, in the opinion of my attending physicians, I am competent to make informed decisions regarding the need for medical treatment. Dated: Print Name & Sign: (Participant) Dated: Print Name & Sign: (Parent / Guardian) Permission to Use Photograph and/or Video I grant to LEAD222 its representatives and employees, the right to take photographs and video of me in connection with Servant Leadership Activities. I authorize LEAD222 its assigns and transferees to copyright, use and publish the same in print and/or electronic format for the purpose of publicity, illustration, advertising, and Web content. Dated: Print Name & Sign: (Participant) Dated: Print Name & Sign: (Parent / Guardian) Please have all participants complete this form. Scan and forms to Gloria@Lead222.com 13

14 Introduction LEAD222 not only looks toward providing meaningful, practical and excellent Servant Leadership experiences that will challenge, excite and empower both you and your ministry, but we also want to ensure your team has a safe experience, and that in the event something unfortunate and unplanned occurs, that both LEAD222 and your team are prepared to act proactively. LEAD222 has general liability coverage for all events held within the United States, but we also ask teams with liability coverage of their own to send us a certificate of liability for us to have on file. LEAD222 does not provide any accident or medical coverage but for the past several years we have teamed up with Gallagher Charitable International Insurance Services to help us fill this need. We strongly encourage all teams to purchase this insurance for their participants. The rates are extremely reasonable and Gallagher has an excellent track record with the processing of any claims. For international teams there is also an opportunity for teams to purchase coverage that will include liability and evacuation coverage in addition to the medical and accident insurance. Although we strongly recommend this insurance, you will be responsible for making your own decision. If you choose not to purchase this insurance you will need to indicate that choice below. Below are the next steps for domestic and international trips. Additional information regarding insurance coverage and FAQ s along with instructions for signing up can be found at: Domestic Trips Scan and a copy of your liability coverage Certificate of Insurance to Gloria at Gloria@Lead222.com Go to and review the coverage descriptions for medical and accident insurance The cost is $.88 per person per day Indicate your intention to either purchase or decline the purchase of this insurance and then sign, date and scan and this form to Gloria at Gloria@Lead222.com International Trips Scan and a copy of your liability coverage Certificate of Insurance to Gloria at Gloria@Lead222.com Go to and review the coverage descriptions for liability, medical, accident and evacuation insurance The cost is $3.30 per person per day Indicate your intention to either purchase or decline the purchase of this insurance and then sign, date and scan and this form to Gloria at Gloria@Lead222.com I have read, reviewed and understand the above information and have decided for my team to do the following: I will purchase the insurance available through Gallagher insurance for my team. (Instructions to sign up are at: On behalf of my team I am declining to purchase this coverage and will make my own arrangements for responding to any accidents or illnesses while at Servant Leadership Signed Date Please Print Name & Title: Church Name (City and State): One form required per team. Please complete, scan, and to Gloria@Lead222.com 14

15 The following is a list of important milestones and due dates associated with your Servant Leadership Experience. Adherence to this schedule will help our team to better serve you. Please let us know if there will be a problem with meeting any of these deadlines. All forms can be scanned and ed to Gloria@Lead222.com. Initial SL Trip Deposit September 30, 2014 $225 per person. Any pre-registration monies received will be applied to this deposit. You can either send your initial deposit to: Lead222, 2413 W. Algonquin Road #143, Algonquin, IL Or you can pay online at: Housing List April 30, 2014 Only one form required for each ministry team. This form is available to download at Rules and Policies Form April 30, 2014 Only one form required for each ministry team. This form is available to download at SL Insurance Accept/Decline Form April 30, 2014 Only one form required for each ministry team. This form is available to download at Final SL Trip Payment May 1, 2014 You will be sent an invoice showing payments received and final amount due. Hold Harmless Forms May 20, 2014 Required of all participants attending. This form is available to download at Proof of Insurance May 20, 2014 Please send in proof of your churches current liability coverage. If you have questions regarding any of these due dates, or questions about any of the forms in general, please contact us at info@servantleadershipexperience.org 15