Retreat site · Yucaipa
Oak Glen
Everything for the Oak Glen retreat: the pre-registration timeline, every guide for this site, and the desk routine for the conference weekend.
01 — Pre-registration timeline
Eight weeks out to the final summary.
Know where every team is in the process, so nobody wonders which step comes next.
8weeks before
Finalize topic and brochures; registration team preparation dinner
- Core
- Overseers
5weeks before
Prepare conference documents: step-by-step, master, reports, core processing
- Core
4weeks before
Confirm LRCs and update locality information; send registration instructions
- Registration
2weeks before
First deadlineProcess registrations; send registration confirmation email
- Registration
1week before
Second deadlineDry run; process add/cancel/change; initial summaries; printing and stuffing
- Registration
- Core
After
Reconcile payments and records; send final summaries to localities
- Registration
- Core
02 — Guides
Written steps or video. Follow them closely.
Term setup
Core team · before first call
- 01All
Logging in to the main registration account
Ways to share the Gmail account without lockouts, and the one we recommend.
- Core
- Registration
- 02
Setting up the step-by-step
Create this term's step-by-step from the template: one task sheet for every subteam and locality, with due dates that calculate themselves.
- Core
- 03
Setting up the master, reports and core processing
The three centralized docs, generated fresh for each conference.
- Core
- 04
Setting up the locality registration and summary templates
Registration, add/cancel/change and summary templates, made once per term.
- Core
- 05
Setting up the overview timeline
Every conference this term on one page, from first step to post-conference.
- Core
- 06All
How templates work
The general setup, so you can handle templates that aren't documented yet.
- Core
- Registration
- 07All
Locality processing
Registration team
- 08All
Tour of the master, reports and core processing docs
Every tab explained, including the orange and red error highlights.
- Core
- Registration
- 09
Tour of the locality registration and summary spreadsheets
The three sheets localities see: original, add/cancel/change, and summary.
- Registration
- 10
Sending the registration instructions to localities
Your first contact with each locality, and how we confirm the LRC.
- Registration
- 11
Processing locality registrations — early pre-registration
Moving first-deadline submissions into the master.
- Registration
- 12
Checking locality registrations — early pre-registration
Catching errors before confirmation emails go out.
- Registration
- 13
Checking locality registrations — late pre-registration
Second-deadline additions, cancellations and changes.
- Registration
03 — During the conference
At the desk, Friday through Saturday night.
The same rhythm every session: check in, register on-site, reconcile, and prepare announcements 15 minutes before.
Session 1
Friday
- Set up stations, hang signs, train the team
- Check in pre-registered attendees
- Register on-site part-time and full-time attendees
- Collect cancellations and Saturday arrivals from conference contacts
- Reconcile the cash box with written and digital records
Session 2
Saturday morning
- Prepare lost badge forms, name badge stickers and Chromebooks
- Check in and register on-site attendees
- Enter cancellations from the conference contact desk
- Share updated hospitality cancels
- Double-check the Processing tab for discrepancies
Session 3
Saturday evening
- Same desk routine as the morning
- Print the cancels list for the overseeing brothers
- Follow up on canceled attendees, payments and replacements
- Final reconcile of the cash box
04 — Information
Reference for this location.
- All
How info pages work
Information pages hold reference material for one location or for everyone: venues, contacts, supplies, policies.
- Core