Coordinator Responsibilities
Interfaith Hospitality Network of Greater WorcesterDinner host - 5:30pm to 8pm. Either bring food prepared or come early to prepare on site (don't need to bring drinks, dishes or utensils). A coordinator will be there to introduce them to guests and help eve go smoothly. Set up buffet-style and be ready to eat 10 min after van arrives. Ideally we all hold hands for a prayer prior to eating. Hosts should sit with guests and visit. Guests have chore list and will lead on dishes and clean-up, hosts are welcome to help.
Overnight Host - 8pm to 7am (M-F) 8am (Sat and Sun). A coordinator will be there to introduce you, help set up cot, and to lock-up church. Bring your own pillow and sleeping bag. Host sleeps in church office, cot and alarm clock are provided. "Hang-out" with guests (snack, play with kids, visit with adults…). Families know bedtime policies (kids under 12 in bed at 8:30, kids over 12 at 9:30, lights out at 11). Let coordinator know if there are flagrant violations of bedtime or noise, otherwise there's a lot of flexibility. Check stove knobs prior to going to bed and in the morning before leaving (they are easily bumped into "on" positions). Each family has an alarm clock and should be able to get themselves up and fed (still, make sure everyone's up by 6:30am). Help as necessary. Cereal and light breakfast provisions are available. Guests know their chores and should leave the church clean (let coordinator know if there are flagrant violations)… but mornings are hectic and you may need to help with cleaning up. After the guests leave on the van, check around the church (especially office, bathrooms and kitchen) to make sure everything is tidy. Fold up your cot and roll it into hall against the wall. Call coordinator to summarize the shift and report any needed groceries. Doors should be in a position to lock after you when you leave.
Activity Host - This is optional and flexible. Ideal time is between 6:45 and 8pm. Sometimes someone (or a youth group) brings a formal craft or game; sometimes someone brings a box of dress-up clothes or video games.
Saturday Breakfast Host - optional and flexible. 7-8am. Guests usually really appreciate a leisurely Saturday breakfast, sometimes they want to help prepare it.
Grocery buyers - Once I've added to the "Standard Grocery List" I divide it into sections of about $20 each. I call each person who signed-up to be a buyer and offer them a section (sometimes people offer to take several sections). Groceries should be labeled "IHN" and left on the back counter (or refrig) of FCC kitchen by noon of the first host Sunday. Ideally there are lots of people who sign up for groceries. If so, it works nicely to assign people to shop for incidentals throughout the week (we inevitable run out of things). Usually we need shopping trips on M, W and F (sometimes daily). The coordinator would call the assigned shopper by 8am and the shopper would have groceries delivered by 5:30pm. Cash donations for groceries is a GREAT way for people to contribute to host week.
Misc. "homey" loans/gifts - It's great to make the church as home-like as possible. Loans of rugs, lamps, beanbag chairs, couches, toys… make a big difference for our guests. Loans should be on the stage in Fellowship Hall by noon on the first host day (ask that they be well labeled for return. Also make sure they understand things can happen - break, stain…). The Girl Scouts usually make welcome bags for the children - call to confirm.
Daily Coordinator responsibilities through Host Week -
1) 5:30-8pm: Welcome guests, introduce to dinner hosts, facilitate smooth evening dynamics. Ideally this is the same person each day.
2) 8-8:30pm: Orient overnight host. Introduce to guests, show sleeping area, lock all doors (key is on wooden key-chain in Deaconate mailbox). Ask host to check stove knobs before going to bed (they are easily knocked into "on" positions). Lights out by 11pm.
3) Alert hosts: A) coordinators phone numbers for emergencies. B) summarize their shift in log book. C) med-box key is on middle ring of log binder. Record med information in log (who, what and when).
4) 7am: Contact overnight host for summary of night and morning. Check for a grocery list.
5) Buy groceries as needed
6) Be a familiar, friendly, hospitable host. Support guests with their on-site concerns (chores, personality conflicts…), as well as be a sympathetic ear for their larger concerns.
7) Ensure that guests are responsible for their chores, supervising their own children, maintaining appropriate sleep/wake schedules, and following the rules. Keep in open communication with IHN program director and family advocate, as well as with the church secretary (to make sure building and belongings are being maintained well).Last Day - Guests who aren't staying for church (we drive them back to the daycenter if they choose to stay) leave with the van at 7:30 or 8am (or whatever time you set up). Clean and get the church looking like it usually does by 10am (less than 2 hours with a 4 or 5 person work team). Sometimes the truck can be scheduled to pick up the cots and crates before church, but usually it's more convenient for Ron (driver) to do it after church. Loading takes less than half an hour.
Useful things for coordinators to have (disperse at orientation mtg): standard grocery list, IHN entrance procedures/requirements, IHN guest guidelines, blank schedules for sign-up, sample chore list, IHN brochure.