Contact and meet with the congregation representatives of the congregations in the circuit.
With the circuit pastors and congregation coordinators determine the place and time for the seminar. Tips for locating congregational representatives can be found on this link.
Identify a cots and adequate furniture.
Receive a copy of the seminar (sent as an email attachment) to get a first-hand familiarity with the content, flow and the presenter notes.
Recruit with the pastors
a pastor or pastors to conduct the morning session that covers the events through the Diet of Augsburg;
a pastor to conduct the afternoon session on the key aspects of Luther’s theology and the Confessions; and
two pastors to conduct the concluding break-out sessions. It might be disruptive to switch presenters, but if it is done smoothly with the explanation of getting as many pastors from the circuit involved, it will give more buy-in for each congregation.
Serve as the on-going communication focal point for the circuit seminar.
Distribute to the congregational coordinators promotional material that CLCC will provide in electronic form and coordinate the timing and manner in which these are presented in the participating congregations.
Determine the feasibility to run outside advertising and coordinate the placement of these ads.
Based on estimates of food, printing, promotion and other out of pocket costs, estimate the overall costs and propose ways in which it can be funded.
Apply for a Thrivent grant to help cover the cost of the food.
Determine what additional resources may be desired including if the site would like make available copies of the book, The Reformation and Confessions.
Determine responsibility among the congregational coordinators for the following:
Equipment for the presentation (laptop, projector, screen.
Registration desk and at least one volunteer to man it (CLCC will provide a registration form to record the names of the attendees. Upon request, CLCC will provide copies of the book for sale.)
Refreshments and food before and during the seminar.
Volunteers to serve the refreshments and lunch.
Volunteers to set up and clean up.
Provide feedback after the seminar including the list of attendees.