CityConnexx 2007-2008 Work Plan
3&6 Month Work Plan
CityConnexx 2007-2008
Youth Group Marketing
YPN Mailing List (included MFuge and D2S church lists)
§ National Director to make calls & follow-up
§ Mail out brochures: 2100 nationally plus 160 to existing partners
YPN Promotion
§ Attend 3 youth conferences to promote
§ Send first email to their contacts
§ Contact list enter into database
YPN Recruiters
§ Research and recruit people to assist in locating and contacting potential teams and host sites
§ Recruiters send contact information to national director and mail brochures and add to database
§ Recruiters call/follow-up on their leads
§ Recruiters receive $20 fee per individuals once their group sends in Pre-Registration Form
o (their name must be on the Pre-Registration form under recruiter name)
o (check is issued based on estimated group size identified on Pre-Registration Form)
Ministry Site Marketing
Ministry Partner Network
§ Ministry Partners advised of CityConnexx and includes email reply link for those interested in participating
§ E-mail Ministry Site overview and Ministry Site Application to those who reply
§ Collect Ministry Site Applications, records and files
Ministry Site Interview & Approval
§ Call/follow-up with each applicant to make sure they are qualified and able to host a group
§ Confirm and approved Ministry Sites with Amin for record/file
Registration | Match | Customize
1. Youth Group sends in Pre-Registration Form (Step 1) and deposit to lock in their rate
§ Form includes cities they are interested in, dates, ministry/project match/questionnaire
2. Admin processes Pre-Registration Form and sends Confirmation Letter 1 and Receipt 1 to Youth Group
§ Letter advises we are working on a match of city, date, ministry and project and will contact them once confirmed
§ Letter includes reminder that Final Registration Form (Step 2) and payment is due 30 days before arrival and that the Medical Forms (Step 3) are due onsite when they arrive
3. Admin forwards copy of Pre-Registration Form to Jim to conduct match of city, date, ministry and project
4. Work with Ministry Sites and Youth Groups to finalize match
§ Inform Youth Group and Ministry Site of progress, work out details, changes etc.
§ Once finalized, forward details to Admin
5. Admin sends Youth Group Confirmation Letter 2
§ Letter includes Ministry Site contact information, recommended schedule, FAQs and/or CC Guidelines for Youth Group Leader
6. Admin sends Ministry Site their Agreement letter
§ Letter includes Youth Group Leader contact information, youth group questionnaire, recommended schedule, sample devotionals, and CC Guidelines for Ministry Site
§ Follows-up with Ministry Sites until their Agreements are returned
7. Ministry Site Coordinator and Youth Group Leader customize their schedule and finalize their meal plan
§ Due 6 weeks before their arrival date so it is done before they send their Final Registration Form (Step 2) and payment which is due 30 days before arrival to site
§ Oversees process and steps in as needed to make sure it is done by deadline and that Youth Group is content with their final schedule and meal plan
§ Collects final schedule and meal plan from Ministry Site Coordinator and forwards to Shelley for record/file
8. Youth Group sends in Final Registration Form (Step 2) and payment including Final Group Information, due 30 days before arrival onsite
§ Amin follows-up with groups until their form/payments are in
9. Processes Final Registration Form (Step 2) and sends Receipt 2 to Youth Group
§ Includes reminder of Medical Forms (Step 3) due onsite at arrival
§ Includes final schedule and meal plan
§ Shelley forwards copy to Jim and Ministry Site Coordinator for their record/use
10. Admin sends letter and 80% payment to Ministry Site due before their Youth Group arrives onsite
§ Payment includes optional meal if selected by youth group
11. Send shipment to Ministry Site Coordinator 2 weeks before Youth Group arrives
§ Includes evaluation forms, youth group shirts, chaperone gifts
Program Management
12. Continue to communicate with Youth Group and Ministry Site until they arrive
§ Confirm all details are finalized for the schedule
§ Confirm that the Ministry Site has all materials/equipment needed for onsite projects
§ Confirm that the Ministry Site has all offsite activities arranged and confirmed
§ Confirm that the Ministry Site has all meals planned
§ Confirm that the Youth Group Leader understands their responsibilities in making this a success, know what to bring, how to instruct their youth
§ Confirm that the Youth Group has directions to their site
§ Confirm that all questions are answered and program is ready
13. Admin sends email to Youth Group and copy to Jim and Ministry Site Coordinator, providing all contact numbers, reminder of Medical Forms (Step 3) due onsite at arrival, reminder to contact Ministry Site Coordinator when they are 2 hours away and well wishes.
14. Shelley sends email to Ministry Site Coordinator and provides contact numbers, reminder they must collect Medical Forms (Step 3) due onsite at arrival and mail to YPN, well wishes
15. Call Youth Groups and pray for them before they depart
Onsite
16. Ministry Site Coordinator greets their arriving Youth Group and follows Final Schedule of activities
§ Greet Denver groups if possible
17. Ministry Site Coordinator mails set of Medical Forms (Step 3) to YPN office upon receipt
18. Available for questions during mission weeks and checks in with Ministry Site Coordinators and Youth Group Leaders
19. Ministry Site Coordinator mails evaluations to YPN office upon receipt
Post- CityConnexx
20. Appreciation letter signed and sent to Youth Group Leader
21. Review their evaluations and calls Youth Group Leader if necessary
22. Send letter and final 20% payment to Ministry Site due after Youth Group departs
§ Payment includes adjustments to registrations after receive Final Registration Form
YouthPartners.Net
CITYCONNEXX
6 Month Goals & Outcomes
- Mail out 2100 brochures to prospective churches for short term inner-city missions.
- Attend three conferences to promote CityConnexx
- Call 200 prospective churches for teams
- Research & recruit people to help promote trips (5 recruiters)
- Confirm and approve 15 ministry sites for prospective teams
- Have registered 20 teams for summer mission trips
- Needed God’s number for completion!
