Liaison Roles at Receiving Parish

In the Kansas City region, the Regional Support Team has outlined the responsibilities of key members of the receiving parish. The times needed refer to a liaison who does not choose to make the weekend.

Communication liaison available prior to weekend to coordinate

  • Bulletin Announcements, creating brochure, Information night, pulpit talks as desired by parish

  • Prayer support by parish: mass petitions, parish holy hours, ministry rosary as desired by parish

  • Collection of completed invitations, confirmation phone calls, confirmation letters & postage

  • Create excel, email list to Mission Contact of retreatant names and contact information

  • Collection spot at parish for incoming support letters for those attending retreat

Facilities liaison(s) Friday setup 3-6pm, by phone Saturday 7am-8pm, Sunday 7am-5pm

  • Assist in setting retreat schedule based on church use for weddings, baptisms, weekend liturgies

  • Two sets of Master keys for any rooms, freezers, doors, closets

  • Familiar with working of all equipment in kitchen including coffee pots, ice maker, etc.

  • Familiar with sound systems, climate control in rooms used and any alarm systems in facility

  • Familiar with original placement of tables, chairs, desk arrangements in rooms used by retreat

  • Access to janitorial supplies: trash can liners, brooms, mops, etc.

  • Access to rest room supplies: paper towels, soap, toilet paper etc.

  • Determination of need/placement of outside signs for parking, chapel

  • Sunday cleanup, table, chair, desk put away, removal of all trash bags

  • Review facilities at conclusion of retreat Sunday approximately 4:30pm to ensure everything is back in original order

Kitchen liaison helps identify and coordinate parish ministries and parishioners to provide food

  • Including paper goods for meals – plates, bowls, napkins, silverware, coffee and drink cups

  • Ziplock baggies, foil, tupperware for leftovers and coordinate donations of any leftover food

    Coordinate ahead of time for refrigerator and freezer space

  • Candy, gum, cough drops and bottled water for tables in Witness room for Saturday and Sunday

  • Mission team able to provide sample menus, available to supplement food donations and coordinate additional kitchen crew volunteers where needed for Weekend Retreat of approximately 50

  • Inspect kitchen at conclusion of retreat Sunday approximately 4:30pm to ensure everything is cleaned appropriately and back in place

Sacristan/Liturgy liaison(s) available prior to weekend for consultation and Friday Setup

  • Coordinate resources available to create temporary chapel with tabernacle, Blessed Sacrament, crucifix, two kneelers, 50 chairs, dimmed lighting or lamps

  • Provide 50 hymnals for retreat weekend

  • Assist retreat liturgist by reviewing hymns list to confirm songs are familiar to parishioners

  • Confirm priests for reconciliation services (1 per 5 retreatants) Saturday 8-10pm and stipends

  • Staff or arrange volunteer(s) familiar with sacristy to assist Team Sacristan during retreat

  • Review Sacristy before first Sunday morning parish mass

  • Review Sacristy at conclusion of retreat Sunday approximately 4:30pm to ensure that everything is back in proper order

Additional Parish Support for Weekend Retreat:

  • Arrange sleeping options for 50 for first weekend (may need more for future teams. Options include:

o   Air mattresses and air pumps

o   Metal frame cots

o   Foam mattresses

  • Bibles- NAB paperback

  • Christ Candle

  • Reconciliation tapers (enough for each participant) and lighter

  • Mass Items: hosts, wine

  • Formation Handout copies

  • Weekend Handout copes

  • Comment Cards

  • Team Folders

  • Nametags (recommend plastic holders and inserts)

  • HELP bags and labels

  • Reconciliation priest stipends

  • Markers, pens, highlighters

  • Poster Paper

  • Kleenex

  • Overnight supplies

  • Arrange for a place to store supplies between weekends