Documents > Instructions for Ushers and Coffee Hour

FIRST PARISH CHURCH INSTRUCTIONS FOR USHERS
Updated December 2011

Before the service: 9:30AM

1. Set the thermostat on back wall to 63
2. Turn on the rheostat for the chandelier (opposite the thermostat)

3. Turn on all indicated lights at the panel on the left hand wall in the lobby
4. Unlock the front door (the insertion key to release the crash bar is hanging to the left of the church doors)
5. Pew doors should be left open to make it easier for people to enter their pew
6. Turn on sound system in pew to left of pulpit (orange button on floor power strip)
7. Place a fresh glass of water in the pulpit and an Order of Service
8. Change the hymn numbers on the wall, either side of the pulpit
9. Light the small “tea light” next to the chalice
10. Test both microphones (found in cubby holes), along with one in the stand up front
11. Check whether there are inserts to be folded and added to the Order of Service
12. Check that the literature in each slot on the back of the pews is fully stocked
13. Place offertory collection "plates" under the front table on the floor

During the Service:

1. Be ready to assist anyone needing help finding a seat or entering or leaving the pews.
2. During joys and concerns take microphones to those raising their hands
3. Before the Sunday School leaves, count the congregation, adults, choir and children separately, and record the results in the booklet on the back pew
4. Take the collection after the minister says, “The offering will gratefully be received”

• Go to the front of the church and get the collection boxes from the pulpit table
• Collect from each pew up the center aisle
• Once at the back of the church, move to the side aisle and walk all the way to
  the front pew, then collect from each pew coming up the side aisles
• Meet in back & bring collection boxes to the minister in front of the pulpit table

After the Service:

1. Remove everything from the pews but hymnals (collect waste paper for blue
recycling bin in church office)
2. Stack the hymnals next to the aisle corner of the pew (three per pew, if possible)
3. Leave the pew doors open
4. Lock the front door with the release key (crash bar pops out when locked)
5. Turn off the sound system by turning off orange button on floor power strip
6. Turn off lights (both chandelier and panel switches in the lobby)
7. Follow printed instruction sheets for dealing with the monetary contributions
8. Set the thermostat to 56

COFFEE HOUR INSTRUCTIONS

What you need to provide:
Food - Your group of hosts will need to provide finger food for approximately 80-120 people, ½ gallon of half & half, and 1/2 gallon of milk. If you choose to do “Coffee Hour Lite,” you would only need to provide such things as crackers, Goldfish, pretzels as well as the half & half and milk.

When you should arrive at church:
Your schedule needs to be based on the fact that the COFFEE NEEDS TO BE STARTED BY 9:15! It takes a long time for the large coffee maker to perk 100 cups. If you plan to use the dishwasher, turn on the hot water under double sink on right hand side. “UP” position is ON.

To make the coffee :
Coffee makers are in the cabinet in the center island. Position the large coffee maker next to the single sink and fill with water to the top line – 100 cups. Opened packages of coffee and measuring cups are in the freezer; unopened packages are in the marked container on top of the refrigerator. You will need 12 cups of regular coffee grounds for the large coffee maker – or – package directions specify one package for 100 cups. Fill the 50-cup coffee maker with water and use 6 cups – or – ½ package of decaf coffee grounds. Plug in the coffee makers and flip the switches on the bottom to ON. NOTE: Never plug both large coffee makers into outlets on the same wall in the kitchen.

To heat the water for tea:
Fill a 32-ounce – or – small coffee maker with water, place it on a long table in the Parish Hall next to the kitchen door, and plug it in. Turn on the pot. The water will heat during the service.

If you wish, all of the coffee and tea can be served from this one table: the decaf coffee pot and the teapot can both be plugged in here; the large regular coffee pot should still be brewed in the kitchen and pitchers used to serve.

Set Up:
Two long tables should be set up if you are not doing coffee lite. Cover the tables with the vinyl cotton-backed tablecloths, which are in the baskets on the lower shelf of the table that faces the refrigerators. Please use these vinyl, cotton-backed cloths. Paper napkins are in the cabinet under the single sink on the lower right side. You have a choice of cup: paper, which are under the single sink on the lower right side; or, ceramic mugs in the lower cabinets on the Parish Hall side of the kitchen.

If you have chosen to have all the coffee and tea served from one table, you will need 2 large trays; you will need three trays (2 for the food table, one for the tea table) if you put the coffee on the table with the food. The trays are in the cabinet under the counter near the Parish Hall door. Trays should have: cups, half & half and/or milk, sugar bowls with teaspoons, sweeteners and stirrers. Set up an assortment of tea bags, e.g. regular, decaf, various herbals, in a basket next to the teapot. Sugar bowls and cream pitchers are in upper cabinets next to Parish Hall door; sugar, sweeteners, stirrers, tea bags are in the upper cabinet to left of stoves; baskets are in the upper cabinets to the right of the sink; coffee pitchers (decaf have an orange band) are in the cabinet over the double sink. After filling the cream pitchers, please use labels to distinguish milk from half & half. You will find the labels in the cabinet with the cream pitchers. Put the cream pitchers in the refrigerator. Before leaving for the service, be sure you can hear the coffee perking.

Leave church service during the last hymn, before the benediction.

Final set up:
Put out the milk and half & half with each coffee and tea set up.
Fill and put out pitchers with coffee.
Uncover food.

During Coffee Hour:
Refill coffee, milk and half & half pitchers and pick-up cups and empty food containers as needed.

After Coffee Hour:
Wash and return all items to cabinets. Directions for the dishwasher are posted if you wish to use it. Be sure to turn off the hot water for the dishwasher after you are finished with it. Please sweep the hall and kitchen if needed and take trash out to the dumpster. Recyclables should be placed in the container next to the refrigerator.

Thank you! Coffee hour is an enjoyable part of our Sunday morning and we all appreciate your efforts.