Special Services Captain

Responsibilities of the Special Services Captain

• Prepare for Dessert Banquets and special events
• Organize welcome packs for IWT speakers, staff, and performers
• Provide refreshments for citywide events
• Be available throughout the duration of the campaign to handle circumstances that arise

• Obtain a calendar of events that will require out of town special speakers (e.g. Transform Events).
• Find out the speaker’s travel details from IWT Coordinator and arrange for transportation to and from the airport and around town for the duration of their stay.
• Arrange for housing for the speaker. Free or discounted hotels are ideal (pre-approve all expenses), or a centrally located host home with a private bedroom and bathroom. The hosts will need to be sensitive to the speaker’s need for privacy and for time to prepare for the Gathering.
• Host homes should be asked to provide breakfast, with other meals to be provided only as needed.
• Each speaker will need transportation during his or her time in the city. Please try to find a car that is available for the speaker’s exclusive use during the week – check with the transportation captain. If one is not available, make arrangements to rent a car for the speaker – please check with the IWT Coordinator before confirming this. It might also be prudent to assign a “personal assistant / driver” for the speaker during the week, if at all possible. We try to stay away from people offering rides in their personal cars as that really ties the speaker down to someone else’s schedule and restricts him in organizing his own times and meetings.

• Get specific information from the IWT Coordinator. You will need to know the date(s), location(s), time and anticipated number of guests. The IWT Coordinator should provide a budget or may ask you to prepare a budget to submit. You should look for donated items if possible. *Please note: the most cost effective way to prepare for an event is to have a large group of volunteers prepare and bring a dish rather than buying it all.
• Determine what equipment and items are available at the banquet location. Make arrangements for serving pieces and utensils, silverware, table coverings and decorations, paper products, coffee makers and other needed equipment.
• Prepare a menu. For a dessert banquet it is suggested to offer a variety of quality desserts. For luncheons it is good to have a well-balanced meal. For both, have a variety of drinks such as coffee, tea and ice water. Plan for beverages to be refilled by servers and pitchers or carafes left on the table just before the program begins.
• Recruit volunteers through the Church Representatives to provide and prepare food and beverages. Inform them of the day, time and location of drop off. You may want to supply recipes to ensure a variety of quality desserts.
• Recruit and schedule volunteers to serve food and beverages and to clean up.
• Obtain a layout plan from the IWT Coordinator, or visit the site if necessary, to plan setup. Serving should be expedient, having serving tables set up to serve from both sides.

• Confirm all details with the IWT Coordinator.
• Confirm the volunteer schedule, arrival times, food items, set up and other details.

• Arrive early to allow ample time for complete set up. Last minute changes of room layout or other details may be needed to accommodate the number of anticipated guests, etc.
• Be in communication with the IWT Coordinator before the starting time to confirm the program and serving instructions. Inquire as to when tables should be cleared, and beverages refilled and left on table. Be available during the program in case there are modifications.

• During the time staff and teams are in town, it will be the job of this team to provide special services and details to help make performers and staff comfortable and take care of their special needs (airport pickups etc.).
• Before Performance Teams arrive assemble Welcome Packs for each person or family. This will need to be coordinated with other teams and the local IWT office. It should include:
• City map
• Specific map showing location of meal site, venue, host home locations by team, and areas of interest (e.g. Wal-Mart, grocery stores, hardware stores, coffee houses) - Note, Microsoft Map Point or a similar program is extremely useful for plotting these locations.
• Directory of Host Homes and Key IWT staff (from Hospitality Team Leader)
• IWT Schedule (get from IWT office)
• Other items as requested by IWT Coordinator
• Information for a local gym where team members can go free during their stay
• Information for a rehearsal space for Island Breeze and the GX International dancers
• As donations and creativity allow, special treats, samples, pens or other small gift items may be added. Special discounts or free coupons for restaurants, fitness centers, etc. are always appreciated. A list of parks, swimming pools and children’s activities are helpful to families.
• Find a local gym that team members can use free of charge. This is especially important for the members of Team Xtreme International who need to work out regularly. Talk to the IWT Coordinator for suggestions and to approve facilities.
• Arrange for rehearsal space for Island Breeze and GX International. Island Breeze will need a space with an available keyboard. The dancers from GX International will need a space that is not carpeted, as they will be practicing break dance moves. Mirrors for the dancers are also very helpful.
• Have available the name of a physician, dentist and chiropractor, who would be willing to offer free or discounted services (do not list these phone numbers in the welcome pack). These services may or may not be needed. In case this situation arises, a designated team member should be listed in the directory for team members to call and should also act as a liaison.
• Recruit and schedule volunteers with vehicles to be available for special errands or transportation needs. This could vary from an airport pick up or drop off, driving a team member to the doctor, transporting a stranded team member, or any other out of the ordinary need.
• Upon Performance Team Arrival, be at team check-in to distribute the Welcome Packets. Assist with directions and special needs as necessary.
• Recruit volunteers with vehicles to be available for special errands or transportation needs during the week the teams are in town.
• Have a designated person “on call” to receive requests for special needs during the IWT week. Include their number in the directory given to the teams.