Regional In-Service Tasks

Committee on Cultural Diversity in the Church

SUBCOMMITTEE ON HISPANIC AFFAIRS

3211 FOURTH STREET NE • WASHINGTON, DC 20017-1194

Event Set-Up

Please note that these tasks may vary depending on the specific requirements of your in-service

event. Adjustments and additional tasks may be needed based on the event's unique needs.

Tasks for set up of Regional In-Service event:

Set up the registration table with necessary materials and supplies.

Arrange a hospitality area with refreshments for participants.

Prepare welcome and direction signs to guide participants to the event location.

Organize parking arrangements and ensure clear signage or instructions for participants.

Set up the main room with tables and chairs for participants. For an in-service with

regional diocesan leaders and organizations/institutions, assign tables by organization,

diocese, institution, and ecclesial movement. Set up signs about photography/video.

Set up the necessary audiovisual equipment, including microphones, speakers, and

projectors.

Test the audio and video equipment to ensure proper functioning. Ensure that internet is

available at the venue to play videos.

Coordinate with presenters to ensure their PowerPoint presentations or videos are ready

for playback and troubleshooting any technical issues.

Ensure proper lighting and framing for quality photos and videos.

Coordinate with the kitchen or hospitality team to ensure everything is ready to serve

meals and refreshments.

Create a sacred space for prayer and reflection. This can be a table or a separate room

with sacred icons that reflect Hispanic/Latino spirituality. If a Eucharistic celebration will

take place, ensure the space is prepared.

Check-In/Registration

Tasks

Set up welcome area with necessary materials and supplies.

Greet participants as they arrive and guide them through the check-in process.

Provide name tags or badges for participants.

Collect necessary registration information from participants (names, contact

details, etc.). Ensure they consent to photography/video under registration form.

Provide participants with any relevant event materials or documents including all handouts.

Assist participants with any questions or concerns they may have during the check-in

process.

9:00 AM - Introduction, Welcome, and Prayer

Tasks for Facilitator or Team to prepare for welcome:

Prepare a welcome to introduce the event and set the tone for the gathering.

Test microphone 30 minutes before start of event.

Familiarize yourself with the agenda and schedule for the day to provide accurate

information during the welcome and throughout the day.

Prepare any visual aids or slides that may be needed for the welcome.

Tasks for conducting the Opening Prayer:

Coordinate with the liturgy team to ensure the necessary materials for the opening prayer

are prepared.

Have lectors and musicians rehearse and/or do a mic check.

Conduct a rehearsal or briefing with the liturgy team to ensure everyone is familiar with

their roles and the flow of the opening prayer.

Set up the space for the opening prayer, setting up a sacred space/environment, and

ensuring any necessary equipment or audiovisuals are ready.

9:30 AM – Overview of the National Pastoral Plan PowerPoint

Tasks for Presenter of Overview of the Plan:

Download the PowerPoint presentation Overview of the National Pastoral Plan.

Test the PowerPoint presentation on the event computer to ensure it runs smoothly.

Familiarize yourself with the content and flow of the presentation.

If using the PowerPoint presentation, prepare any additional speaking notes or

explanations to accompany the slides and practice delivering the presentation to ensure a

clear and engaging delivery that stays within the time allotted. Feel free to replace the

photos with some from your diocese. Review the notes section regarding copyrights and

important instructions.

Coordinate with the audiovisual team to ensure proper setup and display of the

PowerPoint presentation.

Present Overview of the National Pastoral Plan PowerPoint.

10:00 AM- See: Current Reality of Hispanic/Latino Ministry Video/PowerPoint

Tasks for Presenter of the Current Reality:

Download the PowerPoint presentation or prepare the video Current Reality of

Hispanic/Latino Ministry.

Familiarize yourself with the content and flow of the presentation or key points of the

video.

If using the PowerPoint presentation, prepare any additional speaking notes or

explanations to accompany the slides and practice delivering the presentation to ensure a

clear and engaging delivery that stays within the time allotted. Feel free to replace the

photos with some from your diocese. Review the notes section regarding copyrights and

important instructions.

If using the video, prepare an introduction to give the participants, highlighting its

relevance to the topic of the gathering and any additional speaking notes or explanations

to provide context and facilitate discussion after the video.

Present Current Reality of Hispanic/Latino Ministry video/PowerPoint.

10:10 AM- Handout on Reality

Task for Facilitator(s)

After the presentation or video, instruct participants to take a few minutes to answer the

questions and then discuss a few amongst each other. You may want to divide the

questions by groups given time limitations.

They may need additional time. Advise them that there is a break of 30 min at 10:30 AM

and so they can stay and chat a bit longer if they wish to.

10:30 AM- Break

Task for Facilitator(s)

Communicate the duration of the break to participants and remind them of the starting

time for the next session. Direct participants to restrooms and hospitality areas.

Answer any questions or address any concerns participants may have during the break.

Make a clear and timely announcement approximately 5 minutes prior to the start of the

upcoming session. This announcement will serve as a reminder for them to find a

comfortable space and be mentally ready to actively engage in the session.

11:00 AM- See: 10 Pastoral Priorities for Hispanic/Latino Ministry

Video/PowerPoint

Task for presenter of the Pastoral Priorities:

Download the PowerPoint presentation or prepare the video 10 Pastoral Priorities for

Hispanic/Latino Ministry.

Familiarize yourself with the content and flow of the presentation or key points of the

video.

If using the PowerPoint presentation, prepare any additional speaking notes or

explanations to accompany the slides and practice delivering the presentation to ensure a

clear and engaging delivery that stays within the time allotted. Feel free to replace the

photos with some from your diocese. Review the notes section regarding copyrights and

important instructions.

If using the video, prepare an introduction to give the participants, highlighting its

relevance to the topic of the gathering and any additional speaking notes or explanations

to provide context and facilitate discussion after the video.

Present 10 Pastoral Priorities for Hispanic/Latino Ministry video/PowerPoint.

11:20 AM- Small group sharing: Handout on Pastoral Priorities

Task for Facilitator(s)

After the presentation or video, instruct participants to take a few minutes to answer the

questions and then discuss a few amongst each other.

Inform participants that they have 30 minutes for this session.

Answer any questions that they may have.

11:50 AM- See: Structure and Ongoing Development of Hispanic/Latino

Ministry in the Region Video

Task for presenter of Structure and Ongoing Development

Prepare the video- Structure and Ongoing Development of Hispanic/Latino Ministry in

the Region.

Familiarize yourself with the key points of the video.

Prepare an introduction to give the participants, highlighting its relevance to the topic of

the gathering and any additional speaking notes or explanations to provide context and

facilitate discussion after the video.

Inform participants that regional leaders will meet or have met to discuss the Regional

Team’s role in the future of the implementation of the National Pastoral Plan. Share any

news related to this.

Present the video .

12:05 PM- See: Structure and Ongoing Development of Hispanic/Latino

Ministry in the Diocese Video/PowerPoint

Task for presenter of Structure and Ongoing Development in Dioceses

Download the PowerPoint presentation Stages of Development of Hispanic/Latino

Ministry at the Diocesan Level or prepare the video- Structure and Ongoing Development

of Hispanic/Latino Ministry in the Diocese.

Familiarize yourself with the content and flow of the presentation or key points of the

video.

If using the PowerPoint presentation, prepare any additional speaking notes or

explanations to accompany the slides and practice delivering the presentation to ensure a

clear and engaging delivery that stays within the time allotted. Feel free to replace the

photos with some from your diocese. Review the notes section regarding copyrights and

important instructions.

If using the video, prepare an introduction to give the participants, highlighting its

relevance to the topic of the gathering and any additional speaking notes or explanations

to provide context and facilitate discussion after the video.

Present the video/PowerPoint.

12:20 PM- Small Groups: Handout on Structure and Ongoing Development

Task for Facilitator(s)

After the video or presentation, instruct participants to take a few minutes to answer the

questions and then discuss a few amongst each other. Ensure that participants are

utilizing the correct handout according to group. Let them know that questions may vary

according to who they represent.

Inform participants that they have 25 minutes for this session before they head to lunch.

Answer any questions that they may have.

1:00 PM- Lunch

Tasks for Lunch:

Assign someone to lead the prayer before the meal.

Set up the lunch area with tables, chairs, and utensils an hour before. Ensure that set up

does not distract participants. It is best if it is located in a separate location.

Coordinate with the kitchen staff to ensure that the food is prepared and ready to be

served.

Display the food in an organized and appealing manner.

Ensure that there are options available for different dietary restrictions or preferences

indicated in the registration forms.

Monitor the lunch area to ensure cleanliness and replenish any empty food or drink

stations.

Assist participants with any questions or concerns related to the lunch.

Communicate any necessary announcements or reminders during the lunch break.

Call participants back to the meeting area 10 minutes before the end of lunch.

2:00 PM- Plenary

Tasks for the Facilitator(s)

Guide a group conversation and invite 1 person per table to share the following:

• What are the top priorities in your region/diocese/organization?

• What structural considerations need to be incorporated into your new or

existing Hispanic/Latino Ministry Pastoral Plan?

Have a notetaker take notes for your writing team to incorporate into the Plan.

2:30 PM- Discern: Vision and Mission for Hispanic/Latino Ministry

Video/PowerPoint

Task for presenter of Vision and Mission

Download the PowerPoint presentation or prepare the video Vision and Mission for

Hispanic/Latino Ministry.

Familiarize yourself with the content and flow of the presentation or key points of the

video.

If using the PowerPoint presentation, prepare any additional speaking notes or

explanations to accompany the slides and practice delivering the presentation to ensure a

clear and engaging delivery that stays within the time allotted. Feel free to replace the

photos with some from your diocese. Review the notes section regarding copyrights and

important instructions.

If using the video, prepare an introduction to give the participants, highlighting its

relevance to the topic of the gathering and any additional speaking notes or explanations

to provide context and facilitate discussion after the video.

Present Vision and Mission for Hispanic/Latino Ministry video/PowerPoint.

2:50 pm- Discern: Pastoral Guidelines in the Context of a Culturally Diverse

Church Video/PowerPoint

Task for presenter of Pastoral Guidelines

Download the PowerPoint presentation or prepare the video Pastoral Guidelines in the

Context of a Culturally Diverse Church.

Familiarize yourself with the content and flow of the presentation or key points of the

video.

If using the PowerPoint presentation, prepare any additional speaking notes or

explanations to accompany the slides and practice delivering the presentation to ensure a

clear and engaging delivery that stays within the time allotted. Feel free to replace the

photos with some from your diocese. Review the notes section regarding copyrights and

important instructions.

If using the video, prepare an introduction to give the participants, highlighting its

relevance to the topic of the gathering and any additional speaking notes or explanations

to provide context and facilitate discussion after the video.

Present Pastoral Guidelines in the Context of a Culturally Diverse Church

video/PowerPoint.

3:00 pm- Discern: Evaluation Based on Pastoral Guidelines Handout & small

group sharing

After the video or presentation, instruct participants to take a few minutes to answer the

questions and then discuss a few amongst each other.

Inform participants that they have 30 minutes for this session.

Answer any questions that they may have.

3:30 pm- Break

Task for Facilitator(s)

Communicate the duration of the break to participants and remind them of the starting

time for the next session. Direct participants to restrooms and hospitality areas.

Answer any questions or address any concerns participants may have during the break.

Make a clear and timely announcement approximately 5 minutes prior to the start of the

upcoming session. This announcement will serve as a reminder for them to find a

comfortable space and be mentally ready to actively engage in the session.

4:00 pm- Act: Methodology and Pastoral Approaches Video/PowerPoint

Task for presenter of Methodology and Pastoral Approaches

Download the PowerPoint presentation or prepare the video Methodology and Pastoral

Approaches.

Familiarize yourself with the content and flow of the presentation or key points of the

video.

If using the PowerPoint presentation, prepare any additional speaking notes or

explanations to accompany the slides and practice delivering the presentation to ensure a

clear and engaging delivery that stays within the time allotted. Feel free to replace the

photos with some from your diocese. Review the notes section regarding copyrights and

important instructions.

If using the video, prepare an introduction to give the participants, highlighting its

relevance to the topic of the gathering and any additional speaking notes or explanations

to provide context and facilitate discussion after the video.

Present Methodology and Pastoral Approaches video/PowerPoint.

4:30 pm- Act: New Responses Based on Pastoral Guidelines Handout

Task for Facilitator(s)

Instruct participants to take a few minutes to answer the questions.

Inform participants that they have 20 minutes to do this activity privately for this session.

Answer any questions that they may have.

4:50 pm- Template to Develop or Enhance a Pastoral Plan

Task for Facilitator(s)

Introduce Participants to the Template for developing their own Pastoral Plan or

enhancing the current one.

Inform them that they can use the template to develop/enhance a plan in their region,

diocese, organization, or institution. If developing or enhancing a regional or diocesan

plan, let them know that feedback collected today will be incorporated in the

regional/diocesan plan. For regional plans, they will be asked to provide feedback as

well as current and future initiatives/projects into the plan and you will collect that

information. For diocesan plans, feedback should be collected and then incorporated into

the plan after the diocesan in-service. Parish resources for developing a parish plan will

be available in the coming the months.

Answer questions, discuss next steps, and final considerations.

Identify potential dates for a follow-up to continue the conversation or to plan out

initiatives.

Gather any feedback by notetakers or handouts submitted when apporpriate. Participants

can be instructed to take a picture of their handouts and submit them electronically.

5:15pm- Preparation for Mass/Closing Liturgy

Tasks for Liturgy Team

Prepare the necessary liturgical items at least one hour before the Mass or Closing

Liturgy.

Ensuring that seating and audiovisual equipment are in place.

Coordinate with the audiovisual team to ensure proper setup and display of any visuals or

multimedia elements during the liturgy.

Make sure that the musicians and choir are prepared.

Tasks for Facilitators

Direct participants to the designated area for the liturgy.

Clean Up

Tasks for Clean Up:

Clear all tables and chairs from the main room if applicable.

Dispose of any trash or waste in designated bins.

Clean and disinfect surfaces, including tables, chairs, and any shared equipment.

Return any audiovisual equipment to its proper storage location.

Pack up and store any remaining event materials and supplies.

Coordinate with the venue staff or facility management for any additional cleaning or

closing procedures.