VBS Directors and Pastors Conference

VBS 2010 Administrative Leadership Conference Plan File No. 1

VBS Directors and Pastors Conference

Purpose Statement

This two-hour conference plan is designed to prepare Directors and Pastors in leading a successful Vacation Bible School using LifeWay’s Saddle Ridge Ranch materials.

Resources to Collect

Step 1 Before the Cowboys Arrive!

o One LifeWay VBS 2010 Catalog for each conference leader in attendance. (Contact your state VBS promoter or local LifeWay Christian Store to inquire about the possibility of acquiring catalogs.)
o LifeWay’s VBS 2010 Saddle Ridge Ranch Super Sampler.
o OPTIONAL: The following items are used in this conference plan, but can be viewed using the LifeWay’s VBS 2010 Catalog. It is not necessary to purchase these items separately to teach the conference plan.

o	VBS 2010 Saddle Ridge Ranch Music Book
o	VBS 2010 Worship Rally DVD
o	VBS 2010 Worship Rally Enhanced CD
o	VBS 2010 Bablies—2 Leader Pack
o	VBS 2010 Kindergarten Leader Pack
o	VBS 2010 Grades 1-2 Bible Study Leader Pack
o	VBX 2010 Preteen Bible Study Leader Guide
o	The Official OMC Game
o	VBS 2010 Saddle Ridge Ranch Tin Bucket
o	VBS 2010 Snack Rotation Recipe Cards
o	VBS 2010 Youth Leader Guide
o	VBS 2010 Special Friends Leader Guide with CD-ROM
o	VBS 2010 Adult Leader Pack
o	VBS 2010 Saddle Ridge Ranch Promotional Banner
o	VBS 2010 Inflatable Pony
o	VBS 2010 Quick Scene

™ Wall Art o

VBS 2010 Quick Scene™ Plastic Streamer
o	VBS 2010 Quick Scene™ Visual Pack
o	VBS 2010 Saddle Ridge Ranch Cowbell
o	VBS 2010 Leading a Child to Christ Training Pack with DVD-Rom
o	I’m a Christian Now Leader Resources
o	I’m a Christian Now for Younger Child

ren (Learner), Revised o

I’m a Christian Now for Older Children (Learner)
o	VBS 2010 Spanish Sampler
o	Club VBS 2010 Starter Kit

Step 2 Welcome to the Saddle Ridge Ranch!

¨	Name tags and markers
¨	OPTIONAL: Large brown paper bag for each conferee, star-shaped sponge, silver paint, scissors, and markers.
¨	OPTIONAL: Gather a Polaroid camera or a digital camera to take photos of each conferee who attends the conference.

Step 4 Add it to the Saddle Bag!

o Gather a saddle bag, paper sack or a VBS 2010 Saddle Sack used to hold the Sampler or Super Sampler, marker, and label or index card and tape.

Step 5 Hit the Trail!
o Gather a paper sack or craft bag for each small group.
o Gather the following items for each group:

o	Two different colors of 3 X 5 index cards or two different colors of 3 X 5 Post It! sticky notes. You will need approximately 20 index cards per group—10 of each color.
o	Two different colored markers for each group.
o	One half of a tear sheet for each group.
o	Jute string or bandana

o OPTIONAL: If doing the optional activity for Hit the Trail, you will need the following items:

o	Large paper sack or handled craft bag for each small group.
o	Large tear sheet
o	Jute string or bandana
o	Multiple colored markers for each small group

Step 6 Mustang Round-up!
o Gather the following items:

o	Small dot or star stickers [36 for each conference leader in attendance]
o	36 large paper clips or binder clips
o	Glue
o	Cowbell

o LifeWay’s Saddle Ridge Ranch VBS 2010 Music CD
o OPTIONAL: 36 small toy mustangs and small 2 X 2 Post It! Note sticky notes

Step 7 Saddle Ridge Ranch Round-up Rodeo!
o Gather the following items for this step:

o	LifeWay’s VBS 2010 Saddle Ridge Ranch Administrative Guide
o	LifeWay’s VBS 2010 Saddle Ridge Ranch Decorating Made Easy
o	Provide a small paper bag or handled craft bag to hold small event cards
o	OPTIONAL: In place of the paper bag, use one of LifeWay’s VBS 2010 Saddle Ridge Ranch Galvanized Buckets
o	Provide 8 tear sheets for group work and 8 tear sheets to place beneath the Item 8: Event Signs
o	Provide sheet protective sleeves for LifeWay’s VBS 2010 Saddle Ridge Ranch Administrative Guide pages being used during this activity.
o	Provide a marker for each group and a marker for each wall tear sheet
o	Masking tape to affix tear sheets to wall and markers by tear sheet

Step 8 Cowboy Tales Round the Campfire!
o Gather the following items for this activity:

o	Small logs and red and yellow cellophane or tissue paper for campfire
o	LifeWay VBS 2010 Catalog with evangelism and witnessing items marked or the evangelism and witnessing items from the VBS 2010 Sampler or Super Sampler.
o	Sharpie marking pens or pens for each leader
o	LifeWay’s VBS 2010 Saddle Ridge Ranch Music CD

Step 9 Back to the Bunkhouse!

o Bible

Resources to Prepare

Step 2 Welcome to the Saddle Ridge Ranch!

¨	OPTIONAL: Prepare western vests for each conferee using the following instructions:

o	Cut a straight line up the center front of a paper bag, from the bottom to the top.
o	Cut a hole in the bottom of the bag. Make the hole big enough for a head to slip through. Extend the cut from Step 1 to the hole.
o	Cut an arm hole in each side of the bag.
o	Customize the bag vest by cutting fringe along the lower edge and the arms. Use a star shaped sponge or the badge side of the VBS 2010 Saddle Ridge Ranch Stamp Cube to add a badge to the left side of the chest.
o	Let conferees write their name on the badge stamp.

Step 4 Add it to the Saddle Bag!

o Write the word ‘Saddle Bag’ on a label or index card. Secure the label or card on the VBS 2010 Saddle Sack, saddle bag or the paper sack. Be ready to place the bag in a visible and accessible location throughout the conference session.

Step 5 Hit the Trail!

o OPTIONAL: Laminate Item 3: Hit the Trail! Ranch Crew Assignment if you will be using conference plan items more than once.
o Prepare one Ranch Crew Assignment Bag for each small group. Bags should contain the following items and should be placed in the center of each small group before the conference begins.

o	Item 3: Hit the Trail! Ranch Crew Assignment
o	20 index cards per group—10 cards of two different colors per group.
o	Two different colored markers
o	One half of a tear sheet tied with jute string or a bandana

o OPTIONAL: Place a large tear sheet tied with jute string or a bandana and multiple colored markers in a handled craft bag or brown grocery sack for each small group.

Step 6 Mustang Round-up!

o Cut apart the Item 4: Mustang Round-up cards.
o Attach each card to a large paper clip or a binder clip
o Attach each card and clip to the designated LifeWay VBS 2010 curriculum resource and display around conference room.
o Prepare a sample LifeWay VBS 2010 Catalog marked with stickers at each of the 36 Item: Mustang Round-up card locations and OPTIONAL: 2 X 2 Post It! Note tabs/flags for curriculum resource divisions.
o OPTIONAL: Glue one toy mustang to each Item 4: Mustang Round-up card to assist leaders in their Mustang Round-up activity.

Step 7 Saddle Ridge Ranch Round-up Rodeo!

o Cut apart Item 5: Saddle Ridge Ranch Round-up Rodeo Event Assignment Cards There are eight assignment cards
o Cut apart Item 6: Saddle Ridge Ranch Round-up Rodeo Event Cards Use these small cards to divide large group into new small group teams. Place the event cards in a small paper bag or handled craft bag.
o OPTIONAL: Place Item 6: Saddle Ridge Ranch Round-up Event Cards in a LifeWay’s VBS 2010 Saddle Ridge Ranch Tin Bucket
o Place COPIED FOR CONFERENCE USE ONLY! pages of the LifeWay’s Saddle Ridge Ranch VBS 2010 Administrative Guide as referenced in the Item 5: Saddle Ridge Ranch Round-up Rodeo Event Assignment cards in sheet protector sleeves. Be prepared to provide these items to groups where no one has a copy of LifeWay’s Saddle Ridge Ranch VBS 2010 Administrative Guide.
o OPTIONAL: Laminate Item 8: Event Signs if you will be using items for more than one conference.
o Be ready to affix Item 8: Event Signs, tear sheets and markers on walls around the room. You will need extra masking tape rolls to add the small group tear sheets to the walls next to their respective rodeo event sign. [These masking tape rolls done in advance are a great conference time saver! Roll masking tape and place on a door frame or near wall used to hang team assignments.]

Step 8 Cowboy Tales Round the Campfire!

o Prepare a small campfire using logs, and red and gold cellophane or tissue paper.
o Cut out Item 9: Hats Off to You! hats for each leader.
o Place Item 9: Hats Off to You! and Sharpie markers or pens in a bag.

Step 9 Back to the Bunkhouse!

o Mark James 1:5 in the Bible and place it by the Focal Wall to use during this step.

Resources to Copy

NOTE: On all Items, you will need to cover the item number and name at the top of the page prior to copying items. The Item number and name are for the benefit of the conference leader only.

Step 2 Welcome to Saddle Ridge Ranch!

o Item 1: Conference Attendance Card copy on cardstock paper. There are four Conference Attendance Cards per sheet and you will need a Card for every conferee in attendance.

Step 3 Saddle-Up!

o Item 2: Howdy Partners! Copy one handout for each conferee on colored paper.

Step 5 Hit the Trail!

o Item 3: Hit the Trail! Ranch Crew Assignment Copy one assignment for each small group.
o Provide extra copies of the VBS Director Responsibilities on page 3 of the LifeWay’s Saddle Ridge Ranch VBS 2010 Administrative Guide for Directors for conference leaders who did not bring their VBS 2010 Administrative Guide for Directors. Make sure to write in bold letters across the top of the page: COPIED FOR CONFERENCE USE ONLY!

Step 6 Mustang Round-up!

o Item 4: Mustang Round-up Copy items [36 different items on 9 separate pages] on cardstock.

Step 7 Saddle Ridge Ranch Round-up Rodeo!

o Item 5: Saddle Ridge Ranch Round-up Rodeo Event Assignment Cards Copy items on cardstock. There are eight assignment cards [two cards per page with four pages total].
o Item 6: Saddle Ridge Ranch Round-up Rodeo Event Cards Copy on cardstock. You will need enough small cards to evenly divide the conference leaders into different small groups.
o Item 7: Saddle Ridge Ranch Round up Rodeo Tips Copy on colored paper one handout for each conference leader expected.
o Copy pages from the LifeWay’s Saddle Ridge Ranch VBS 2010 Administrative Guide as referenced in the Item 5: Saddle Ridge Ranch Round-up Rodeo Event Assignment cards for conference leaders who did not bring their VBS 2010 Administrative Guide for Directors. Make sure to write in bold letters across the top of the page: COPIED FOR CONFERENCE USE ONLY!
o Copy Item 8: Event Signs on cardstock or colored paper.

Step 8 Cowboy Tales Round the Campfire!

o Copy Item 9: Hats Off to You! on colored paper. You will need one hat for each conferee in attendance. There are two hats per page on Item 9.

Conference Room Visual Set-up

Focal Wall Description

o Display a large Welcome sign created on brown Kraft paper at the front of the room.
o Arrange 2 long tables in a wide slanted U-pattern with the tables on the sides and a screen or TV in the center of the focal wall.
o Open one Bible to James 1:5 and display it on the focal table which displays the Saddle Ridge Ranch Resources. Open a second Bible to Psalm 25:4 and display it on the focal table which displays the Club VBS Route 254 Resources.
o Project the VBS 2010 Saddle Ridge Ranch Logo on the screen or TV.
o Place CD player at the front of the room for easy access and for use during the conference.
o Secure all cords to prevent a hazardous fall by leaders as they move around the room.

Room Setup Description

o Arrange the chairs in small groups based on the number of conferees you are expecting to attend. Groups of five or more chairs are best.
o Leave space at the front of the room for several activities during the conference.

Decoration Suggestions

This conference theme is based on a western round-up and cowboy mountain trail ride. Decorations can be as elaborate or simple as seems appropriate for your setting. However, remember that beginning leaders generally follow by example. Focus should center on the Bible teaching and evangelistic focus of Vacation Bible School. Basically, the decorations should be the simple setting which allows the conferees to focus on the training and their plans for VBS in their home church. See page 41 of the LifeWay VBS 2010 Saddle Ridge Ranch Catalog and the VBS 2010 Quick Scene Big Sky Trail Supersized Backdrop for ideas.

o Cover tables in table cloths, burlap, or ‘pleather’ fabric.
o Gather various western collectibles [boots, cowboy hats, chaps, spurs, saddles, small hay bales, toy horses or cows, rope, etc.] which can be used to showcase LifeWay’s VBS 2010 Resources. If you are teaching this conference without individual display resources or if you are only using the VBS 2010 Administrative Guide for Directors and the LifeWay’s VBS 2010 Catalog, use just one small table.
o Make a cowboy campfire in the center of the room by the focal wall. A coffee pot and cook pot are a plus, but not necessary.
o Set a pair of boots, rope and cowboy hat at the door entrance which is clearly visible to conferees as they look for their conference room.
o OPTIONAL: Trail VBS 2010 Horseshoe Floor Prints into the conference room and towards the focal wall.
o Make your own VBS site name signs or display VBS 2010 Saddle Ridge Ranch Rotation Signs so Directors and Pastors become accustomed to the VBS 2010 sites. These can be displayed around the conference room walls or as a directional sign by the door.
o Enlarge and reproduce [or use directly from the catalog pages] the information on pages 6-9 from LifeWay’s VBS 2010 Saddle Ridge Ranch Catalog and exhibit on the wall by the Saddle Ridge Ranch display table.
o Enlarge and reproduce [or use directly from the catalog pages] the information on pages 2-5 from LifeWay’s Club VBS 2010 Route 254 Catalog and exhibit on the wall by the Saddle Ridge Ranch display table.
o Place blank tear sheets on the remaining walls of the conference room. Attach one Item 8: Event Sign next to each blank tear sheet.

Audio Visual Needs

o		CD Player
o		TV with DVD player [OPTIONAL]
o		Computer, projector and screen [OPTIONAL]

Teaching Procedures

Step 1 Before the Cowboys Arrive!

o Arrive early at conference location.
o Before you arrange room, take a picture of room or make a sketch. Many conferences are in rooms which will be used for church activities later in the week. Respect the church’s generosity by returning room to its original condition. Report any issues to conference coordinator or church administrator.
o Locate restrooms and water fountain so you can guide conferees as needed.
o Allow yourself time to read James 1:5 and pray before you begin conference.
o Decorate room according to Decoration Suggestions listed above.
o Set-up VBS 2010 resource display tables in the front of the room.
o Place small group activities and handouts under resource tables for easy access during the conference, but not visible for leaders to take in advance.
o Make sure display at the entrance is warm and inviting.
o Place the following items in chairs:

Nametag and marker

o Item 1: Conference Attendance Card
o Item 2: Howdy Partners! Handout
o Play the Saddle Ridge Ranch theme song as conferees arrive. Put CD player on repeat so song will play in a round.
o Have the Worship Rally DVD playing on a TV or projector on a side wall. Leave the volume on mute.

Step 2 Welcome to the Saddle Ridge Ranch!

o Greet conferees at the door as they begin to arrive.
o Commit to memory as many names as possible during the conference by repeating their names back to them and remembering details as the conference proceeds. This will assist you in personal follow-up after the conference.
o Ask conferees to write their first name in large print on their nametags or to don the cowboy vests [OPTIONAL] located on their chair backs.
o Encourage conferees to fill out Item 1: Conference Attendance Card located on the chair with their nametags. Use the Item 1: Conference Attendance Cards to assist you in addressing individual needs during the conference or as post-conference follow-up.
o Ask conferees to hold on to Item 1: Conference Attendance Card until the conference begins.
o OPTIONAL: If you have a helper, take photos of the conferees as they enter. Use this as a way to follow-up, to put a ‘name to the face’, and to illustrate a way to do follow-up after VBS or a VBS training event. If you do not have a helper, consider enlisting the aid of one of the first to arrive. They can take photos of other leaders as you greet and give directions.

Step 3 Saddle-Up! [5 minute]

o Introduce yourself and make each person feel welcome.
o Summarize the purpose of the conference and give conferees an idea of what to expect during the session.
o Explain that it is now time for conferees to “Saddle up!” for LifeWay’s Saddle Ridge Ranch.
o Instruct everyone to do the following: “Meet and greet those around you, take your Item 2: Howdy Partners! Handout, and ask your new friends to help you translate the Wild West terms and match them to their modern day translation.”
o Give conferees four minutes to discuss the terms. At the end of the brief meet and greet time, share these correct cowboy idiomatic phrases with the conferees.

Item 2 Howdy Partner Answers

Cowboy Term	Modern Translation
Tall Hog at the Trough	Superior, outstanding, exudes leadership.
Man at the Pot	According to camp etiquette, when a cowboy gets up to refill his cup from the coffee pot hanging over the campfire, if someone shouts, "Man at the pot!" the man at the coffee pot is required to fill everyone's cup.
Barkin’ at a Knot	Doing something useless; wasting your time, trying something impossible.
Across Lots	The fastest way possible, in the most expeditious manner.
See How the Cat Jumps	A metaphorical expression meaning, to discover the secrets or designs of others.
Catch a Weasel Asleep	Referring to something impossible or unlikely, usually used in regard to someone who is always alert and seldom or never caught off guard.
Cowboy Up	Tuff-up, get back on your horse, don't back down, don't give up, and do the best you can with the hand you're dealt, give it all you've got.
Fish or Cut Bait	Do it or quit talking about it.
See the Elephant	Going to town, where all the action was or to go somewhere to experience a "spectacular event."
Gospel Sharp	A preacher.

Step 4 Add it to the Saddle Bag! [3 Minutes]

o Ask the conferees to turn their Item 1: Conference Attendance Card over.
o Encourage them to jot down notes on specific information they need or would like to cover during the conference.
o Indicate the VBS 2010 Saddle Sacks where conferees can drop their cards during the conference transitions. Assure the conferees that cowboys carry everything they need on the range in their saddle bags or war bags.
o Explain that you will make every effort to cover all questions during the conference so that VBS directors and pastors will be well prepared when they head out to the open range to conduct VBS at their home church!

Step 5 Hit the Trail! [20 minutes]

o Say, “Now that you can talk like a cowboy, it’s time to hit the Saddle Ridge Ranch trail! Trail riding is always best when done with a fellow ranch hand or an entire ranch crew. Work with your small group to complete the Item 3: Hit the Trail! Ranch Crew Assignment.”
o Direct the conferees’ attention to the Ranch Crew Assignment Bag located in the center of each small group.
o Walk around the small groups. Monitor and adjust as needed to assist teams to be successful. Point out the list of VBS Director Responsibilities on page 3 of the VBS 2010 Administrative Guide for Directors if extra help is needed.
o OPTIONAL: Since a cowboy’s outfit is a necessary component for a long trail ride, small groups could draw the shape of a cowboy and write different VBS director and pastor responsibilities on different pieces of cowboy clothing. Ideas could include the following cowboy clothing items: hat, bandana, long-sleeved shirt, vest, belt, jeans, chaps, duster, lariat, gloves, boots and spurs [Total of 12 items]. For this option, groups will only need a single tear sheet and different colors of markers in their Ranch Crew Assignment Bags.
o Give crews 10 minutes to work on assignment.
o Say, “Cowboys perform different jobs on the range: cow boss, jigger, lead riders or night wrangler to name a few. Each job has a different responsibilities and oversight. As I call on a ranch crew, read one of your VBS Director responsibilities and one of your VBS Pastor responsibilities. As a crew shares their two responses, each crew should examine their own list. If you have the same responsibility listed, turn that card over.”
o Let each group share different responsibilities until all were listed or 7 minutes have passed. With large groups, consider reading the list from the administrative guide and having conferees fill in with their additional job responsibilities.
o Make sure to collect the assignment cards if you will be leading this conference more than once.

Step 6 Mustang Round-up! [30 minutes]

o Say: ‘Round up is an exciting time on any ranch! It’s a chance to go out on the open range and search for new calves or foals born since the last round up. The same phenomenon happens each January in the Vacation Bible School world. Diehard VBS ‘groupies’ pour over LifeWay’s newest VBS offerings in search of new and exciting changes or improvements!”
o Explain to the directors and pastors that they will ride their ‘horse’ around the LifeWay resource tables searching for mustangs. The mustangs will be their sign that they have discovered a new product or new improvement for VBS 2010.
o Encourage pastors to ‘ride out’ with a VBS director so they can discuss how this new item or idea will benefit churches.
o Say: “Before you ride out, you will need your VBS 2010 catalog and stickers. Every time you discover a mustang, mark the new item or improvement with a sticker in the catalog.”
o Show one of the Item 4: Mustang Round-up information cards you placed on a specific LifeWay curriculum piece.
o Illustrate to the conferees how they will use the information on the card to find the item in their catalog and mark it as something new or changed for VBS 2010.
o OPTIONAL: Use provided 2 X 2 Post It! Notes to mark curriculum resource divisions in leader catalogs i.e. Preschool Resources, Children’s Resources, Worship Resources, etc. This will help leaders find catalog resources quickly.
o Start the group off on their Mustang Round-up by ringing a cowbell or having everyone shout ‘Giddy up!”
o Play VBS 2010 Day 5 music, What I’m Gonna Do, while leaders move around the tables.
o Answer questions or point out changes as needed while conferees work around the tables. Make sure to assist new directors or pastors in understanding how the curriculum is used by teachers and how changes or new products can help the local church during Vacation Bible School.
o Stop the leaders’ search when all or most of the conferees finish marking their catalogs.
o Lead the group in reflecting on some of the new products or changes by asking conferees to turn to someone they did not ‘ride’ with while out searching for mustangs. Have each share their favorite new product or change and how they will use it in their home church.

Step 7 Saddle Ridge Ranch Round-up Rodeo! [35 minutes]

o Say, “Seeing new calves or foals come in during a high country round up is exciting. But this isn’t some fancy city rodeo! In fact, every Saddle Ridge Ranch’s round-up is actually a working western rodeo.”
o Continue, “The same is true for Vacation Bible School. The new products or product changes can’t take the place of focused Bible teaching and prayerful evangelistic outreach. Like the Saddle Ridge Ranch Round-up, VBS must be well planned, organized, and implemented so your yearlong efforts can be ‘branded’ a success.”
o Point out the similarities between a western round-up rodeo and the administration of Vacation Bible School using these cowboy comparisons:

1.	‘Mindin’ the Big Boss’ è VBS Prayer
2.	‘Getting’ Sum Giddy in Your Up’ è VBS Budgeting and Planning
3.	‘Ropin’ the Dogies’è VBS Enlistment, Training and Appreciation of Workers
4.	‘Brandin’ the Heard’ è Promoting Your VBS
5.	‘Cuttin’ the Stock’ è VBS Scheduling Options
6.	‘Countin’ & Pinnin’ the Strays’ è VBS Registration, Safety & Dismissal
7.	‘Dustin Off Your Duds’ è VBS Decorations
8.	‘Greener Pastures’ è VBS Follow-up

o Divide leaders into eight small groups by choosing team leaders and having each team leader draw one Item 5: Saddle Ridge Ranch Round-up Rodeo Event Assignment Cards which you have fanned out like playing cards in your hand.
o Distribute one Item 6: Saddle Ridge Ranch Round-up Rodeo Event Card to each of the remaining conferees and have them match up with their Saddle Ridge Ranch Round-up Rodeo Event leader.
o OPTIONAL: If you have a smaller group, partner conferees or assign two events to each group.
o Direct them to read the questions, review the information from LifeWay’s VBS 2010 Administrative Guide or resource material, and then answer the questions on the assignment card.
o Give groups 10 minutes to overview the material and prepare their responses to the questions.
o Play the promotional video with sound muted during the time leaders are preparing.
o Pass out Item 7: Saddle Ridge Ranch Round-up Rodeo Event Tips handout while teams are preparing for their event.
o Remind each conferee to record helpful tips for improving their VBS event while teams share. Keep teams on track by setting a kitchen timer or a stop watch.
o After each group shares, place their tear sheet on the wall beneath the large Item 8: Event Signs and next to the blank tear sheets. Encourage conferees to record the event tips as each group shares. Since time may not allow for individuals to add additional ideas, encourage the leaders to add their suggestions to the blank tear sheets provided by the event signs during breaks or transition times.
o OPTION: If you have extra time, do a mock barrel racing event where conferees race to a blank tear sheet jot an idea and then race to another tear sheet in a barrel racer pattern.
o Make sure to collect the assignment cards if you will be leading this conference more than once.

Step 8 Cowboy Tales Round the Campfire! [20 minutes]

o Thank everyone for working so hard on their Round-up Rodeo events and invite them to sit around the Saddle Ridge Ranch campfire to relax for just a spell.
o “One of my favorite times during a western round-up has always been the time spent sitting beside my family and friends around a blazing campfire. It is a time of rest after a busy day, a time to savor a hot drink to ward off the mountain chills, and a time to listen as old stories are told and retold. A round-up is not a round-up without special moments spent remembering the past and speculating about the future.”
o Ask the VBS Directors and Pastors to give you a cowboy wave if they have spent time around a campfire telling stories.
o Relay to the leaders that a cowboy waves to everyone they pass in their trucks or from the back of their horse. It isn’t a big wave, but instead it is a simple two fingered salute saying “Hello—I noticed you today.” It is a small western act of kindness still practiced today.
o Point to the LifeWay’s VBS 2010 Evangelism and Witnessing items displayed on the resource tables. Remind the leaders of the purpose and principles of VBS found on page 10 of the VBS 2010 Administrative Guide for Directors. Be sure to emphasize the VBS statistics regarding past evangelism and the potential for this year’s salvations with the Biblical content and the VBS motto emphasis: Need Answers? Ask God!
o Distribute one Item 9: Hats Off to You! to each leader.
o Pass out the hat cutouts while you explain how this activity will use a combination of the Cowboy Tales at the Campfire and the Cowboy Wave. Demonstrate how to tip your cowboy had with a two fingered wave as you explain the instructions to the activity.
o Instruct all leaders to legibly print their name and email address on the back of their cowboy hat and to then gather in the open space around the room with their hats in hand.
o Explain that the VBS music will play as conferees start introducing themselves to others in the room. When they approach someone, they are to give a two-fingered tip of the hat as a greeting. Each person will exchange names, hometown or church, and an evangelistic tip for using one of the VBS 2010 resources, a way you have used evangelism during VBS or during Follow-up in the past, or a story regarding a VBS salvation experience.
o After two individuals meet each other and exchange information, they are to say “Hats Off to You!” with a big sweeping cowboy bow and exchange hats. Leaders proceed to greet another conferee in the same manner as before only this time they will use the information from the person whose hat they just collected. Basically, each time you meet someone, you have a new hat, new name, and a new story to tell. Leaders should try to meet 10 people as the music plays [Adjust this number based on the size of your group and the remaining conference time.]
o Play the VBS 2010 Day 3 music, Tumbleweed, as leaders mingle and share stories. You may need to put the song on repeat as the conference leaders mingle.
o Listen for a story you might want to share at the end of this activity during the debrief time.
o Stop the music when most have shared. Instruct the leaders to keep their last hat and have a seat back at their base campfire.
o Debrief the group by sharing your favorite VBS salvation story, a new follow-up, or a witnessing technique you would like to try during VBS 2010.

Step 9 Back to the Bunkhouse! [5 minutes]

o Play VBS 2010 Day 4, Like Jesus, softly in the background.
o Welcome everyone back to the Saddle Ridge Ranch headquarters. Make sure you have covered all questions placed in the Saddle Sack during the conference and make sure you have collected all of the Item 1: Conference Attendance Cards for after conference follow-up.
o Say: “I hope you have had a great time Roundin’ up answers to your VBS Director and Pastor questions. At LifeWay’s Saddle Ridge Ranch, work doesn’t end when all the cowboys come home from a successful round-up. It is a 24-7-52-360 job and so is the work of the VBS Director and Pastor!”
o Ask each person to look at the name printed on the last “Hats Off to You!” card they collected during the previous activity.
o Finish the conference by leading an intercessory prayer session for the person listed on each conferees hat.
o Begin the prayer time by reading James 1:5 (Holman Christian Standard Bible)

⁵ Now if any of you lacks wisdom, he should ask God, who gives to all generously and without criticizing, and it will be given to him.
o Allow conferees to pray silently for the person listed on their Item 9: Hats Off to You! cutout.
o Close the prayer time by reading James 1:5 again or your own prayer for the conference leaders.
o Ask conference leaders to hold on to their Item 9: Hats Off to You! cutout. Remind leaders how the days and weeks before VBS can be hectic and how great it will feel to know someone is interceding in prayer on their behalf.
o Challenge conferees to intercede at least once a month and the day they pray, to drop the fellow leader a quick email, not pony express style long missive, just a quick note.
o Close the conference by distributing your contact information so conferees have someone to lend assistance as their VBS plans unfold.
o Remember to answer questions and thank leaders for giving up their time to come to the training.
o Wait until leaders leave to take down all of the displays and return the room back to normal. Use the sketch or photo done earlier to assist as needed.
o Empty the trash, return conference evaluations, and AV equipment as directed by the conference organizer.

Step 10 Home to Your Own Spread!

o Follow-up with each conference leader using the Item 1: Conference Attendance Cards one to two weeks after the conference. If you took photos of the leaders as they arrived, mail them a photo or an e-photo card. Remind pastors and directors of the valuable of conducting follow-up after their own VBS training events.

o Commit to pray for the leaders during the months before their VBS event.

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