Master Tic Toc: August 2016 Position/Tasks: SETUP/FLIP/TEAR DOWN Team Leads: Chad Carpenter, Barry Smith (night time crew) Lead Support Staff: Marko, Humber, Barry Avery, Chris Avery, Jake Messenger Other Staff: Bill, Lane, Cheryl, admin staff to assist depending on availability, Rashida Jourdain (available August 13 and 14) Key Points and Considerations: To remain in International Hall at all times, unless otherwise directed Set up team to report to Bill Day 1-Day 3 each morning for additional duty assignment (other than setup duties) Night setup to be approved by Barry Smith August 1-11: Chad and Barry are to communicate with their team to finalize schedule and prep the team for operation; Chad to reach out to all department heads to get their setup needs/times/rooms You are responsible to know what each department needs and when they need it. How you manage your time on this is up to you. Department heads: Mark McAuliffe (Mentorship), Dee Denton (Yes Desk), Melanie Massey (Creation Station), Tina Black (Paul Mitchel booth), Barry Smith (Registration), Kelly Dellasala (Marketing/Filming), Jared Allen (Videography), Christian Del Rosario (Photography), Cheryl Fisher (Meals/Transitions), Larry Hussey and Kay Salerno (Tech Hub), Rodolfo (Translation), Bill Beisel and Lane Jones (Event Directors) JMT Ambassadors: Leads: Lorna Weston-Smyth Rashida Jourdain (available on 8/13 and 8/14) Other Ambassadors: BLUE TEAM Lorna-Weston-Smyth
8:00 am – 6:00 pm: TEMP STAFF available to help with tear down Common areas in the morning; IH after lunch 8:15 am – 8:30 am: John Maxwell Foam board to Crystal G-H 11:00 am – 12:00 pm: CYPRESS Ballroom Flip/Setup Check water stations and notify Marriott staff of refills Pick up Sign In Sheets 11:30 pm – 12:30 pm: Tear down Crystal Ballroom 1:00 pm – 6:00 pm: Tear Down – International Hall (IH is now closed to members) Gear Store Tech Hub signage Creation station Mentorship NOTE: Move YES Desk to Palms Registration for Workshop Registration – be ready at 4:30 1:00 pm: Furniture to be moved out by moving company 5:30 pm – 6:30 pm: Set Up/Tear Down – CYPRESS BALLROOM 6:30 pm – 9:00 pm: Breakdown/ Set up Set up Workshop Registration tables – Palms Foyer Make sure iPad’s are ready to go for workshops Setup Workshop Rooms, Setup Registration Tables and Nametags, Put up PM, RG and EM Banners Chad Carpenter, Cheryl Fisher, Barry Smith, Marko V. HOW MANY MICS IN EACH ROOM? ADD TO AV Ed – Canary 2 2 ea. Barstools Cocktail Round 3 flipcharts w/markers Printing Screen and Projector Christian – Canary 3-4
Pick up radio – responsible for own radio, to recharge and maintain possession throughout the event Charging stations will be located at the YES Desk/Tech Hub Valet 12:00 pm – 6:00 pm: Set up Registration – Put table number stickers on name tags for LeaderShift/Killer Offer seating (Barry, Barb Avery, Dee and Cheryl. Chad and Marko when available) 6:00 pm: Team Meeting Any staff who will be present at the hotel on the 13th Staff Dinner on your own SETUP DAY (8/14): 9:00 am – 12:00 pm: Department Leaders Meeting with Paul – International Hall Barry Smith to attend this meeting from 9:00 am – 10:30 am 3:00 pm – 4:00 pm: Set up Registration 4:00 pm – 4:30 pm: Registration Orientation for All Registration Staff present 4:30 pm – 6:30 pm: Early Alumnus Registration Open THINK TANK DAY (8/15): 6:15 am – 6:30 am: Set up/Training 6:30 am - 7:45 am: Open – Alumni Registration 7:30 am: Temp Staff Arrives (20) – Meet Barry Smith and Lane Jones in ROYAL Palms Ballroom 7:30 am – 9:00 am: Train Temp Staff 9:00 am – 2:00 pm: Early Access Registration Open 3:00 pm - 8:00 pm: Regular Registration Open – ROYAL 8:00 pm – Barry to work with Dee Denton to transfer over Registration to the YES Desk in International Hall DAY 1 (8/16): 6:30 am: YES Desk/Registration open in International Hall Dee to oversee registration at this point
Supported by Young Social team Brian Cole to set up screen, projector, and stage lighting THINK TANK DAY (8/15): 9:30 am – 10:00 am: Set up 10:00 am – 8:00 pm: Tech Hub OPEN – International Hall DAY 1 (8/16): 7:30 am – 8:00 am: Set up 8:00 am – 8:00 pm: Tech Hub – OPEN 1:30 pm – 2:30 pm: Tech Hub Live Session with Young Social Kay Salerno 7:00 pm – 8:00 pm: Tech Hub Live Session with Young Social DAY 2 (8/17): 7:30 am – 8:00 am: Set up 8:00 am – 8:00 pm: Tech Hub – OPEN 12:30 pm – 1:30 pm: Tech Hub Live Session with Young Social Kay Salerno 7:00 pm – 8:00 pm: Tech Hub Live Session with Young Social Kay Salerno DAY 3 (8/18): 7:30 am – 8:00 am: Set up 8:00 am – 1:00 pm: Tech Hub – OPEN 12:00 pm – 12:45 pm: Tech Hub Live Session with Young Social Kay Salerno 1:00 pm – 3:00 pm: Break Down Tech Hub Milena, Pete, Larry, and Tom Supported by Young Social team
12:30 pm – 2:00 pm: Lane to connect with Cheryl to help with greeters/seaters for lunch 5:30 pm: Lane to meet with Marriott staff, Paul Creed to oversee setup of Family Reunion Dividing wall to be partially removed in International Hall Pianos to be set in Cypress 2 Coordinate with Creation Station and Paul Mitchell to ensure they are set for the airwall coming down Coordinate with setup team as needed Lane to see Barry Smith before she leaves area to ensure Barry is all set for night time setup DAY 2 (8/17): 7:00 am: Temp Staff to arrive and report directly to the door stations at Cypress 2/3 where they worked on Day 1 7:30 am – 9:00 am: Door Watchers to allow EVERYONE into the room for Worship Service – no need to check lanyards 9:30 am – 9:45 am: Doors closed/room cleared – keep people out 10:00 am – 11:00 am: Lane to take Door Watchers to International Hall to work Same duties as Day 1 11:00 am: Lane to float in International Hall for the remainder of the day and assist Bill Beisel on any task requests 6:00 pm: Coordinate with Paul Creed to ensure he is set for the evening performance – International Hall DAY 3 (8/18): 7:00 am: Temp Staff to arrive and report directly to the door stations at Cypress 2/3 where they worked on Day 1 and 2 7:00 am – 7:45 am: Door Watchers are to allow Black Mentorship Lanyards ONLY into Cypress 2/3 7:45 am – 8:30 am: Door Watchers are to allow all members with Lanyards into the room 8:30 am – 6:00 pm: Lane to take Door Watchers to International Hall to work Begin cleaning and clearing for breakdown When appropriate, take down banners and formulates
With Chad and Holly Set out meal cards Staff Dinner on your own THINK TANK DAY (8/15): 6:15 am: Advance Think Tank breakfast 6:15 am – 7:30 am: Coordinate with Brian Cole to ensure all Think Tank rooms are set 9:30 am: Advance photo and mentorship session with John Coordinate with Christian Del Rosario, Brian Cole (mics ready to go) 9:45 am – 12:45 pm: Cheryl to oversee securing Cypress 2/3 during John’s Mentorship Session 12:45 pm: Advance Think Tank lunch 1:15 pm – 2:00 pm: Cheryl to oversee ticket takers for Early Access Session – Cypress 2/3 Coordinate with Kelly and PCs to staff (5) Prep for Early Access Session 5:00 pm – 10:00 pm: Assist Lane with Welcome Reception and VIP Mentorship Dinner set up Set out meal cards Follow Lane’s direction DAY 1 (8/16): 6:00 am: Special Menu List to Banquet Captain – Palms Ballroom 6:15 am: Cheryl to meet greeters/seaters/VIP seaters Assign placement (first shift to be in place by 6:30am) Bottom of Escalator Outside Royal Seaters inside Royal International Hall entrance from Royal – check nametags 6:30 am – 8:30 am: Greeters/Seaters in place 8:45 am: Chimers in place 11:00 am – 11:30 am: Greeters in place – Cypress Foyers 11:15 am: Chimers in place 12:45 pm – 1:45 pm: Seaters in place – Palms Ballroom 1:00 pm – 3:00 pm: Greeters in place – Palms Ballroom 3:00 pm: Chimers in place
3:00 pm – 5:30 pm – John to pre-sign/autograph books – Cypress 1B (storage area) 6:45 pm – 9:00 pm VIP PAC Dinner – Crystal Ballroom L-M. This is a suit and tie dinner for PAC Executive Committee and JMT Faculty – To include John with Mark Cole, Linda Eggers and Erin Miller 8/15 THINK TANK DAY/EARLY ACCESS DAY – MONDAY 9:45am – John makeup - Cypress Ballroom (2/3) 10:00 am – 10:55 am – Alumni Photo Session – Cypress Ballroom (2/3) 10:55 am – John sound check – Cypress Ballroom (2/3) 11:00 am – 1:00 pm – Alumni Mentorship Teaching Session 12:45 pm – 1:00 pm – Tweet Chat/Periscope/Facebook Live Broadcast – Cypress Ballroom (2/3) - Young Social 1:00 pm – 1:45 pm – John and JMC staff will have lunch brought in to eat in Cypress Ballroom 1:45 pm - John makeup and sound check – AV booth in Cypress Ballroom (2/3) 2:00 pm – 5:00 pm – Early Access Session – Cypress Ballroom (This is open Q&A with new members who enrolled in JMT within 7 days - approx. 2100) 3:30 pm – John will take a break and film EITHER (2) Minute With Maxwell’s from the Main Stage OR (1) Minute With Maxwell and (1) Tweet Chat/Periscope/Facebook Live Broadcast Kelly Dellasala, Michael Turner, Young Social 6:00 pm – 8:00pm – VIP Mentorship Dinner (this is a special bonus for members who have recently joined the mentorship program) – Cypress Ballroom (3) 8:00 pm – 8:30 pm – Welcome Reception (Cypress Ballroom 2) – John Maxwell to open ceremony and Introduce Teaching Team (approx. 3300 team members – including new and alumnus) 8/16 DAY ONE - TUESDAY