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