Tech Training Nights FAQ

The Central Tech Team is excited to assist campuses with Training, Appreciation, and Vision Events! While we typically focus on training video volunteers, each session can be tailored to meet your specific needs. We're exploring new ways to share our knowledge, but for now, training and appreciation nights are still available upon request.

This article will cover the general outline for what that event looks like from the Central perspective.

Why Do We Have Tech Training, Appreciation, and Vision Nights?

Over the years we've had several outcomes from these events:

We've seen volunteer teams strengthened in a couple of different ways; as a team and in technical knowledge.
We've seen a complete turnaround in volunteers understanding the importance of their role through vision casting.
We've seen our support requests decrease dramatically as a result of continued education.

The volunteers in this role don't often get to interact with each other, as they are often serving at different times, or even opposite weekends. These events allow your team to get together and catch up on their personal lives. These nights also allow new and seasoned team members to refresh their training and knowledge of this high-impact volunteer role.

On more than one occasion, we've seen how important these nights are for volunteers who are on the verge of burnout. Through vision casting, they get a refresher on how important and crucial their role truly is. It's often said this is the hardest and most important volunteer role in the organization.

With continued education from semi-annual events, we've seen the capacity of teams dramatically increase. Our support requests from these teams almost completely goes away as the team members work together to solve issues.

How Often Do We Suggest Having These Events?

In years past, our goal for every location was to have two events per year. Some locations have had a lot more to accommodate for turnover or need. Some locations, who have kept the same people, only complete one a year as a refresher with more emphasis in appreciation and vision.

We've come to the realization, the more locations we add, it is less likely we will be able to attend every one of these events. This is why our team is working to empower key volunteers to help contribute on behalf of our team.

Where Do We Have These Events?

Generally, these events take place in your campus auditorium with tables and chairs set up for eating and socializing before the main portion of the event begins.

We'd love your creativeness in the setup. We've seen round tables with fancy decor and we've seen auditorium chairs arranged in a giant circle. Whatever it is you choose, remember to try and be inclusive and avoid separation.

What to Order for Food, and How?

For an easy template:

Order enough pizza for three slices per person.
Alongside the pizza, order two 2-Liter bottles of soda.
Make a batch of sweet tea and water using campus resources.

However, food is optional. Over the years it's been most common to have pizza delivered and provide soda, water, and tea. We have had campuses take it upon themselves to be creative in their appreciation and go above and beyond with their choice of food.

Who Provides the Vision?

The campus Worship Pastor generally has the most equity with the team and therefore has the best opportunity to cast vision. Recently, the worship pastors have spoken about the Worship Axioms. Our team can also communicate ahead of the event and discuss ways our team can help contribute in different ways. An example would be if your team is struggling with excellence, our team can help by talking on the importance of excellence from our own perspective.

This vision piece is often the most important part of the night for our volunteers, as they may be close to burnout, and understanding why they show up every week is what they retain to re-ignite the fire.

Do We Have a Sample Event Outline?

"Every event is different and can be adjusted to fit your location's needs. The 'Tech Training Night' doesn't have to happen "at night." We've had several take place Sunday afternoons during the break. However, we have seen the best attendance on weeknights from 6:30 - 8:30, especially when food is provided.

Below is a sample:

6:30 - Arrive & Eat

Eat as you come in; sit and chat.

Eating while sitting in the usual auditorium setting with no tables creates a fun and easy atmosphere as guests walk in. Tables create divisions rather than one big group. This is opinion-based from observing many of these events.

6:40 - Worship Pastor Gives Vision; Painting the Big Picture of "Why"

This should be customized to fit your team and vision needed. Excellence is the biggest piece, painting the picture on why this role is the most important volunteer role at the campus. These volunteers are leading the worship leader in worship, therefore everyone in attendance is relying on them.

6:55 - Central Tech Guy Intro & Vision

One or more of the Central Tech Team members can add insight to the importance of the role. We may talk about how their role affects our job and what we do on a daily basis. We might even be able to give some ‘insider’ knowledge of something we are working on.

7:00 - Training

Central Tech guy(s) lead the group through what it takes to run a service. Work through the differences between Saturday PM, Sunday AM, Sunday PM. Generally, putting the newest team member in the driver seat and letting the veterans teach is a great approach. The Central Tech members only add insight or big picture (Why) when a process is being discussed. Occasionally, there is a volunteer who likes to take the lead and can take it step by step, but most of the time people like to jump around and the team helps keep them on track. It’s important for the WP to stay engaged so the more seasoned volunteers don’t become disengaged.

8:00 - Wrap up

Maybe clean up while other conversations are happening. Lots of volunteers save their direct questions for one on one environment.

8:30 - Walk out the door

It’s important to keep the evening on schedule to honor the volunteers time and allow everyone to get home at a decent time. The Central Tech Team will often stay and chat as needed and help clean up.

6:30 - Arrive - Eat Pizza

Eat pizza as you come in, sit and chat.

The casualness of eating while sitting in normal auditorium chairs, no tables creates a fun easy atmosphere as they walk in. Tables create divisions rather than one big circle. This is opinion based on observing many of these events.

6:40 - Worship Pastor gives Vision. Paint the big picture why.

This should be customized based on the group and vision needed. Excellence is the biggest piece. Painting the picture on why this role is the most important volunteer role at the campus. These volunteers are leading the worship leader in worship, therefore everyone in the audience is relying on them.

6:55 - Central Tech Guy Intro & Vision

One or more of the Central Tech Team members can add to the importance of the role. We can talk about how their role affects our job and what we do on a daily basis. We might even be able to give some ‘insider’ knowledge of something we are working on.

7:00 - Training

Central Tech guy(s) lead the group through what it takes to run a service. Work through the differences between Saturday PM, Sunday AM, Sunday PM. Generally, sticking the newest team member in the driver seat and letting the veteran’s help teach is a great approach. The tech guy(s) only add insight or big picture “Why” when a process is being discussed. Occasionally there is a volunteer who likes to take the lead and can actually take it step by step, but most of the time people like to jump around and the tech team can keep them on track. It’s important for the WP to stay engaged so the veteran volunteers don’t also become disengaged.

8:00 - Wrap up

It may be best to clean up while other conversations are happening. Lots of volunteers save their direct questions for a one on one environment.

8:30 - Walk out the door

It’s important to keep the evening on schedule to honor the volunteers' time and allow everyone to get home at a good time. The Central Tech team will often stay and chat as needed and help clean up.

How Do We Communicate to Our Team About the Event?

The best way to communicate and invite your team to the event is a Planning Center special event. Feel free to invite our team members to the event so an accurate attendance can counted.

It's also helpful to include the agenda and outline for the event to better encourage your volunteers to attend.

Can We Cover Lighting?

Most locations have video specific volunteers and audio/lighting positions contracted out. Some locations have volunteers who contribute to the lighting and protools programming to ensure everything stays smooth and are available to help in the event of a crash.

We can cover lighting training and give programming tips and tricks. We prefer to separate these trainings because of the sheer complexity of the video volunteer position. With two different training sessions happening at the same time, we've noticed it to be distracting and not as effective.

Can We Train on ProTools?

At some point, we have to limit ourselves. ProTools is mostly built by campus staff and the worship team. We love to help contribute, teach as needed, and solve organizational support needs. We cannot cover ProTools on these specific training nights however, but it would be great to schedule time for a few people to meet together and talk through ProTools. However, the worship team also has training videos and holds ProTools training sessions as well.