Facility Captain

Please note: These job descriptions were composed for medium to large sized outreaches with Impact World Tour. For smaller events not all positions or simplified procedures might be required, please apply common sense in determining the needs for your community.

Facility Captain Responsibilities

Set up for various pre-tour events.
Assist the IWT Coordinator with the setup of additional rooms such as team locker rooms, the meals area, and the counting room.
Make appropriate arrangements for an interpreter for the Hearing Impaired and disabled seating areas.
Form a facility crew and a stage crew.
Make necessary signs for various rooms throughout the venue
Set-up the stage and auditorium according to specs and directions from team leaders
Recruit a crew for setup and clean up each night.

The help of your team is needed at the following events:

Transform Events

Stage adequate for the worship team
Podium for speaker
Adequate seating
Large screen video projector/screen
Tables in entry hall for volunteer sign up
Ensure there are a good, quality sound system and good lights for the stage!
Sufficient microphones for the worship team and speakers
See IWT Coordinator for any additional requirements

Banquets & Luncheons

The physical arrangements needed for this event will depend on the venue, and according to the layout provided by the Hospitality Team/IWT Coordinator. Minimum requirements may include:

Seating set up, including round tables and chairs
Tables for serving desserts and drinks
Small stage (if over 100 people)
Appropriate and adequate lighting
Podium for speaker
Large screen video projector/screen
Cable for audio
Quality sound system and lights, etc.
There may be a musical item - check for their requirements.
See IWT Coordinator for any additional requirements

Volunteer Launch

Tables for each team with adequate seating
Tables for refreshments
Quality sound system and lights, etc.
Microphones for speaker
See IWT Coordinator for any additional requirements

The Commissioning

Adequate seating
Quality sound system and lights, etc.
Microphones for speaker

IWT Tour Events

Storage Area

For early deliveries, ample storage areas might be need – check with the Materials Captain

Stage and Venue Set-up

Check with the IWT Coordinator to verify if an existing stage meets the standard size requirements of 40’ wide x 24’ deep x 4’ high or the needed stage size that is appropriate for the venue size.
If the existing stage is not sufficient, there are two options that you may be asked to assist with:

Rental
Ask the IWT Coordinator for the dates that the stage will be needed. Comparison shop at local and regional rental facilities for the best rental price. Keep in mind the following:

Days should be included for setup and tear down.
Ask about the difference in price if volunteers setup the stage versus an experience crew.
Determine if a weekly or monthly rental rate would be more appropriate. Ask the IWT Coordinator about the need for a stage in other cities in the region.
Inquire about transportation of the stage – Can volunteers transport it? What type of vehicle is needed?
If volunteers are being used, arrange for 6-10 volunteers to set up the stage before the Live Production Crew arrives and to tear down the stage after the Live Production Crew has finished re-loading.
Make sure that the stage is returned on time.

Build

In the case it is determined best to build a stage, the IWT Coordinator will provide a construction plan.
Arrange an experienced crew and the needed building supplies.
Communicate with the IWT Coordinator regarding the costs and timelines needed for budget approval and other guidance.
The stage must be completely assembled before the arrival of the Live Production Crew.
Arrange for stage removal. Find out if the stage will be torn down or moved to another location.

Volunteer Crews

Recruit volunteers to work on crews for general setup and tear down as well as individual team setup and tear down.
Make copies of the Volunteer Liability Waiver form and make sure that every volunteer signs one. ***Note*** Volunteers are not covered by liability insurance and must sign a waiver in advance that holds the Impact World Tour blameless in the event of an injury.
Obtain a special nametag, armband, or other visible identification to show which local volunteers has turned in their waiver. No local person will be allowed on the floor unless they have this ID.
Arrange for the appropriate number of volunteers to be present at the following times:

General Load In

6-10 volunteers are needed to help the IWT Live Production Crew unload equipment at the main venue on the day of setup.
Volunteers will be unloading the equipment (which will require heavy lifting) and help with setup as needed.

Facility Crew

A minimum of 20 volunteers are needed to set up chairs, tables and other equipment, for the initial set up of the venue and some rearranging each night.

Stage Crew

10 people are needed to be available as stage crew during the show as directed by the IWT Coordinator.

Team Xtreme International

Before the Performance

6-10 volunteers are needed on the morning of the Team Xtreme International performance day.
Volunteers will be covering the stage/floors with plywood and tarps. Strong volunteers will be needed to help setup bricks and move heavy items.

During and After the Performance

6-10 volunteers are needed during the Team Xtreme performance and immediately after.
Volunteers will be removing broken bricks from the stage and floor area and sweeping away debris during the offering.
Volunteers will also help clean up and pack materials after the performance.

GX International

Night Before the Performance

10-12 volunteers are needed the night before the GX International performance.
Volunteers will be covering the floor with Masonite and securing it with duct tape. If the floor is too uneven a layer of plywood might be needed first. Other strong volunteers will help unload and setup the skate ramps.
Note that this setup will occur after another show and thus will be a late night. It is important that there are enough volunteers to get the job done quickly and that volunteers are able to stay until the job is finished.

Night of the Performance

The same size and skilled crew is needed to tear down the ramps and take up the Masonite immediately after the performance.
Again, this will be a late night crew so be sure there are enough volunteers and they will stay until the work is done.

Island Breeze

Morning of the Performance

6 volunteers will be needed the morning of the Island Breeze performance.
Volunteers will be rolling the stage carpet and setting up the plants.

Night of the Performance

6 volunteers will be needed immediately after the performance to remove the plants and carpet.

Tear Down

10-12 volunteers will be needed to help tear down and re-load the tech equipment.
Volunteers will be helping to pack and re-load the equipment into the truck. This will require some heavy lifting
Note, often this occurs after the last performance, It will be the latest night so schedule volunteers according to their ability to be out late. Again, it is important to have sufficient help so the work moves quickly.
Confirm times that volunteers will be needed with IWT Coordinator.
When volunteers arrive they should have their waiver forms filled out and wearing their ID.
Upon arrival, the team leaders will give specific directions for the setup and tear down.

Electrician
Check with the IWT Coordinator to see if an electrician is needed. The electrician would be required to connect the sound and light system with the power supply, turn on power on the morning of setup and turn off power when the event is over. If at all possible, find an electrician in one of the churches that would be willing to come for free.

Power Supply needs
This will be very depending on the size of the venue and type of venue. For venues where you expecting crowds of about 5000 people or more in an outdoor setting, the power supply (if there is any) at the venue will generally not be adequate to run the sound and light show that the Tour Week requires… the Arrangements Team Leader and the IWT Coordinator will look in this and let you know.

Generator
In some cases, a generator may be needed. If a generator is needed, the IWT Coordinator will ask you to:

Arrange for fuel to be delivered regularly. Ask the IWT Coordinator for payment procedures.
Be sure that someone is available to receive the delivery and oversee proper placement of the generator.
Follow up with the timely return of the generator, trucks, and trailers.

Seating
Once the Tour venue has been booked, you will need to ensure that preparation is made for the seating at the venue. The goal is to have as many people as is possible seated, to assist with the control of the crowd at the events. You may need to hire, or loan seats from local schools. Some outdoor venues do not allow for chairs, but areas have to be defined for crowd control reasons.

Communicate with the IWT Live Production Crew about chair placement.
Check if you need to get more seating/ stands from somewhere else.
Are preparations required before seats can be put up? (Covering the floor or grass with protective sheets…)
Consider size of altar call area in front of the stage the placement of the sound desk…
Keep aisles and access to fire exits clear
Rows of chairs should be not too long to allow for easy exit
If no chairs are available, define areas on the ground with chalk or caution tape (anchored with spikes)

Interpretation for the Hearing Impaired
Interpretation for the hearing impaired is strongly suggested. If an interpreter is available designate seating near the tech table (with reserved seating signs) for this purpose. Arrange for a small clamp light to focus on the interpreter so they can be seen in the dark.

Crowd Control
In consultation with the security ushers take measures to keep certain areas like the skate park, backstage, alter call area… free of the public.

Make sure you have plenty of crowd barriers
Traffic cones and caution tape can also be very effective

Rooms Required

Not all of these rooms need to be close to the stage, you might be able to secure access to rooms in other parts of the building. Some rooms might have to be created by using large tents.
The Facilities Team is responsible to equip each room with the needed materials:

Dressing Rooms

There will be male and female dressing rooms behind the stage. Each room needs to have a full size mirror, iron and ironing board, and exclusive use of restrooms.
If there is not already seating in the dressing room, arrange for chairs to be placed in each.
Check to see if there is counter space for teams to lay out their costumes. If not, and if they will fit, arrange for 1-2 tables in each dressing room.
Consider the need for heating

Meals Area

The meals are should have 2-3 banquet size tables for serving and well as tables and chairs for seating. Keep in mind that the tables should be arranged according to access to available outlets and refrigeration.

Usher Check-In

There should be 2-4 banquet size tables with 4 chairs at each table in the Ushers Check-In area.
Local Link Check-In
Depending on the size of the venue, the Local Link Check-In area will need 4-8 tables with 2 chairs at each table.
Check with the IWT Coordinator to see if a PA system is needed for the Local Link briefing.

Prayer Room

Have a table and chairs in the prayer room. Contact the Prayer Team Leader to see how many chairs they think they will need.
Counting Room
The counting room should be a locked room with at least 2 tables with chairs around them.

Statistics/ Data entry Room

The statistics room should be a large room. There needs to be at least 3 tables for the computers with 2 chairs at each table, 1 table for counting statistics with 4 chairs around it, and 2 tables for addressing postcards with 10 chairs around them. Contact the Statistics Captain in the Discipleship Team to confirm table and chair needs.
Merchandise Sales
The teams will sell their merchandise outside the main auditorium. Please have at least 1 table for each team set up with 2-3 chairs behind each table.
Media Relations room
In larger cities consider a welcoming room for journalists, TV Crews…

First Aid room

A lot of venues already have a first aid room or the enlisted service might come in with a First Aid vehicle
Portable Toilets
If the venue has no adequate toilet facilities for the expected number of people you might have to hire portable toilets.
You might also need some extra toilets behind the stage for the teams if there isn’t one within a reasonable distance.

Signs
Make signs to clearly show the location of the Lost & Found, Dressing Rooms, Prayer Room (should not be seen by guests), restricted areas, etc.