Thursday: October 14, 2021
Karly, Carol and Lisa
HEB – charcuterie & donation pickup
prep charcuterie mini kbobs
make 30 bouquets
move gift boxes, Jen’s books and all Amazon orders from Alyssa’s house to Lisa’s hotel room
Assemble/Organize all lanyards
Assemble all letters/pens/clip boards for letter activity
Friday: October 15, 2021
8:00am
decor/main ballroom setup
Lisa, Karly, Carol
2nd FLOOR
*supervise/contact for decor team (Liz’s Beautiful Events) registration area, Experience 3 room, stage, signage, step & repeat, flower/dining center pieces, reserve Experience 3 seats in big room 30 total
12:00-1:00pm
VOLUNTEER LUNCH
ALL
Market on Houston
1:30-2:00pm
Experience 3 Lounge Set UP
Lisa B and Karly
Frontier Room
*fill glasses with champagne, set out gift boxes, snacks and notes
2:00pm
GET TO YOUR STATIONS
2:30pm
CHECK IN BEGINS
2:30-3:30pm
Experience 3 Greeters
Lisa B, Karly, Alyssa
1st FLOOR Experience 3 Registration
*Once they are checked in, take turns personally escorting them to the Rest & Retreat Room
*As you escort them make sure to tell them 4 important things!
1. The Rest & Retreat Room is open for your use all weekend
2. The R&R Room will be stocked with snacks and drinks
3. Make sure to stop by the R&R Room at least once a day for a little surprise
4. They are welcome to sit in the “Reserved” section in the front row of the BIG session.
5. Remind them to be at the Crystal Ballroom at 3:30pm for their Jen Hatmaker Experience.
3:25pm
Report to the Crystal Ballroom.
If not everyone has checked in, make sure Karly stays and lets the Experience 3 momma know that she must go immediately to the Crystal Ballroom.
3:30pm
Experience 2 & 3 Meet & Greet
As they check-in, line up all Experience 3 mommas along the left side of the stage. They will go first. Instruct them to come right back after they meet Jen.
Lisa B and Karly
Inside Crystal Ballroom
4:35pm (or when all 25 are done)
Meet & Greet Ends
Lisa B and Karly
2nd FLOOR to 1st FLOOR
*walk all 25 to the Speakeasy.
4:45-5:15pm
Experience 3 speakeasy experience
Lisa B and Karly
Bar 414
*Encourage them to chat and sip their drinks while waiting for Jen.
5:15pm
OPEN DOORS
Lisa B and Karly
1st FLOOR to Crystal Ballroom
*walk Experience 3 to their Reserved seats
5:45pm
Big Session
ALL inside
Crystal Ballroom
6:00pm
Jen speaks
ALL inside
Crystal Ballroom
6:45pm
Relocate for Dinner
ALL facilitate the move
Crystal Ballroom to Magnolia/Yellow Rose/ Bluebonnet Rooms
Saturday: October 16, 2021
7:45am
Place elephant pendant gifts (yellow Kendra Scott box) on the champagne wall
Replenish snacks and make sure room is clean.
Take turns grabbing your breakfast, make sure one person is in the room to greet them as they come to get their gifts.
9:15am
Guide mommas out
ALL
Magnolia/Yellow Rose/ Bluebonnet Rooms to Crystal Ballroom
9:30-10:15am
Big Session
ALL inside
Crystal Ballroom
10:15-11:30am
Small group breakouts
11:30-12:30pm
Lunch
EAT
Magnolia/Yellow Rose/ Bluebonnet Rooms
12:50pm
Report to entrance of Mahncke Room and welcome mommas as they arrive.
1:00-2:00pm
Breakout A
Grief and Faith
Karly
Mahncke Room
Sunday: October 17, 2021
7:45am
Place Vera Bradley blanket gift, 2 books, face mask on the table
Replenish snacks and make sure room is clean.
Take turns grabbing your breakfast, make sure one person is in the room to greet them as they come to get their gifts.
9:25am
Clean up/empty room. Everything can go back to Lisa B’s room or thrown away.
9:30-11:15am
Big Session
ALL
Goodbye
Clean up and storage
ALL