A Cancellation Situation: "weather" or not to cancel your small group?

A Cancellation Situation?

The one thing that I enjoy least about Winter Life Groups is the fact that they happen in the winter!  So far this year, we have had near record amounts of snow and below zero temperatures.  2 hour school delays have become the new normal and all of the programs on television now include ticker-tape of cancellations at the bottom of the screen.  Among the cancellations have been a number of churches, but somehow we have been able to navigate the winter wallop and host our services.  Our Pastor has adopted the philosophy "If Walmart is open, we are open!"

Although we are reluctant to cancel, we have encouraged people to use good judgment.  Yesterday's church-wide facebook post read:  "We are still having our services today at 9am and 11am. Please use caution when driving in. Our concern is your safety. If you feel like you need to stay home today than please join us for Church Online! http://firstassemblychurch.churchonline.org/"  Unless your group meets online, you will likely face the decision at one point or another to proceed with caution, postpone, or cancel.  Here are a few things to consider when cancellation is on your radar.

1.  Postponing as a alternative to canceling.  Canceling your group may create a loss of relational momentum and curriculum confusion. Talk with your group ahead of time about alternate times and days that you might be able to meet together when your date and time is snuffed out by snow.  Going with plan "B" will keep you on track relationally and with your curriculum plan.

2.  Corporate cancellation: If your group is meeting at the church on a night that other groups and ministries are meeting, you are not the authority in calling for a cancellation.  On corporate ministry nights, the church leadership will determine whether or not cancellation is necessary.  Life Group leaders should communicate concerns related to cancellation with the church leaders only.  Church leadership will work to determine the necessity of cancellation and make that decision early enough in the day for good communication to go out about the cancellation.

3.  Communicating cancellation: When your group gathers, share that you're intentions are to consistently host your group each week but agree on a way that you will communicate with your group members about the need for postponing or canceling your group gatherings.  Ideas for consideration:  A phone tree (members calling members), facebook (general posts or group messages), Group e-mail.

4. Mainstream media mess:  Please do NOT put your small group cancellation on public radio, TV or websites.  Your group name associated with the church may cause confusion in the church and community about which groups are meeting and which are not.  In our church, our executive pastor is the only one with authority to publish our church name and cancellation information through mainstream media.

5. Inform us immediately:  If you decide to postpone or cancel your group gathering, please be sure to notify the life groups office at the church.  We can help you communicate your message through social media, e-blasts and twitter posts.  Your communication also keeps us from unnecessary work such has scraping sidewalks, unlocking exterior and interior doors and setting up classrooms.

It is important that Life Group leaders think about and prepare for cancellation situations.  What are some of the ideas you have related to handling bad weather days?

 If you are a Life Group leader and you have further questions or concerns about "weather" or not to cancel your group gatherings, please feel free to contact the First Assembly Community Ministries Life Group office at 765-474-1432 or write to Pastor Todd Hair.

Building Interest: creating a simple display

Three times a year at our church, we create a fun and festive environment that we call a Life Groups & Ministries Fair. Life Group leaders and ministry leaders are given the opportunity to put their groups and ministries on display in our gymnasium following both of our morning services.  We fill the room with the smell of free popcorn and give away free lemonade as well!  People love it!

Most of our group leaders create a simple cardboard panel "science fair" type of display to use for marketing. During the fair group leaders simply stand near their display and talk about their group with anyone who is interested. Fair attenders are encouraged to indicate interest in the groups by filling out an interest card.  Each life group is given an alphanumeric code that attenders can use to indicate interest without having to write down the names of the life groups they are interested in knowing more about.  The following day, our life group office processes all of the interest cards.  We then send an e-mail to the life group leaders containing the contact information of those who are interested in knowing more about their group.  Group leaders are expected to "strike while the iron is hot" by contacting people as soon as they receive the contact information.

Along with hosting our life group and ministry fair, we create a catalog of life groups for people to take home so that they can spend time considering which groups they will join.  This same piece is used as our church's "guest guide" and includes information about life groups, ministires, speical events and service times.

If you are one who lacks in creativity, please email the life groups office in advance of the fair and we will help you connect with someone who is a bit more crafty and artsy!"