Planning Resource: Things to Bring & Do

Chapter 2:

Things to Bring & Do

Things to Bring

Resource modified from the Spur

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Any medicines that you are on (must be labeled w/your name and instructions and given to your Primary Adult Leader {PAL}. Medical personnel will be on-site, but PALs are encouraged to bring a basic First Aid Kit for their group.

Toiletries (shampoo, deodorant, toothbrush, toothpaste, hairbrush, feminine products, contact solution, hair brush, etc.) Check with your hotel to see if they have hairdryers (this will save girls TONS of space in their luggage).

• Encourage girls to share straighteners to also free up some luggage space.

• SunScreen (It will be summer in Texas…)

• Small umbrella and/or poncho • Clothes for every day you will be away from home (plus one extra set), including pajamas and underclothing. o Your group might want to wear group shirts so it’s easier to spot your whole group in the crowd. o One set of “church clothes” if your group will be attending worship together before or after the event. o Consider having a “modesty clause” in your group’s covenant. Ideas to include:

1. No underclothing should be able to be seen 2. Guidelines for appropriate swim wear 3. Appropriate length for shirts, shorts, and skirts.

• Appropriate walking shoes (i.e. tennis shoes and socks—maybe even extra socks) • You may choose bring electronics (cell phone, ipod, DS, etc.) depending on your group covenant. If you do: o Bring your chargers o Put your name on EVERY electronic item (including your charger) • Food: Each group can decide for themselves how they handle the food issue. o Some groups build in $10/person/meal to their fees and then the PAL gives each youth $30 cash a day to spend. o Some congregations will financially support one nice meal out as a group one night of the Gathering. o Bring reusable water bottles, granola bars, apples and other on-the-go snacks. o If you are planning on stopping at rest areas along the way to San Antonio, keep in mind vending machines usually don’t take plastic, so pack plenty of $1s and quarters for when you need that caffeine or sugar rush.

• There will be food vendors available at the Convention Center and concession stands at the Alamodome. Consider eating the convention center’s concession food services one night to save on money, time, and walking.

• Candy, gum, snacks and personal-sized BOTTLES of soda/powerade/water.

We strongly advise no cans since they are easy to spill.

• All of the groups who attend the Gathering are encouraged to bring an offering to the Worship service on Thursday and designated food items to be collected in the convention center.

• All participants are also encouraged to support the Lutheran Malaria Initiative with a $10 donation to be made online before the Gathering or at the LMI booth during the event.

• Label all of your things (suitcase, chargers, backpack, electronics, etc.).

Keep in mind, we are only gone for a week, so please pack lightly and do not bring laptops (except for Adult Leaders), expensive jewelry or other valuables.

Please do not bring silly string, noise makers, whoopee cushions, bubbles, water guns or any other kind of disruptive/disrespectful item. Remember the group covenant you signed and that we are Christ’s ambassadors.

Donation Items to Bring:

We’re excited to have the opportunity to live love(d) by collecting items for the San Antonio Food Bank and other support services in San Antonio. We encourage participants to bring or purchase once in San Antonio: • • • • • •

Peanut Butter Canned Tuna or Chicken Mac and Cheese Canned Chili and Stews Canned Soups Please, no glass containers

Gathering Offering:

At the Divine Service, Gathering participants will have the unique opportunity to make a contribution to the Gathering Offering. The 2013 Offerings will be used to support a variety of ministries: •

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Up to $50,000 will be used to support servant event projects at the Gathering, providing tools, equipment and supplies to projects across San Antonio Up to $50,000 will support LCMS congregational youth groups’ projects of witness to their communities through Eutychus Gathering grants (http://gatheringgrants.lcms.org) 30% of the Offering balance will be given to the LCMS Texas District for a youth ministry-oriented project 20% of the balance will be given to support thESource (www.youthesource.com), an LCMS Youth Ministry online resource providing free youth ministry materials 20% will support LCMS Young Adult Ministry initiatives.

25% of the balance will support special LCMS Youth Ministry projects, including potential international projects.

And finally, 5% of the balance will be provided to the Southern District as a legacy grant toward continuing efforts to rebuild New Orleans after Hurricane Katrina.

Food Options

Downtown San Antonio has wonderful cost effective food options. From expected fast food, to fantastic Tex-Mex to great delis, and much more in between. But as you can imagine, 20,000+ hungry people, even in a city as large as San Antonio, can create lines and demands on food service. The city of San Antonio will be ready for us, but we want to provide some tips when considering food options at the Gathering:

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Consider eating only two full meals, break up the third meal between numerous snacks or a light meal on the go.

Eat at staggered times – eat a hearty breakfast, snack on the go around noon, and eat lunch after your noon session around 1:30pm. Or eat a lighter breakfast, snack before the first session at 10:00am, and eat lunch early at 11:30am after the first session.

Be willing to break up your group for sit-down meals. It’s easier to seat four groups of four people than one group of sixteen.

Take advantage of food made available at the convention center and Alamodome.

Convention Center Food Options

RK Group catering provides excellent service at convention center concession stands and catered events. Their retail cafes in the lobbies and a variety of concession stands in the exhibit halls will be open each day to provide teen-friendly food fare.

Convention Center concessions will be open all day (10am – 6pm in the halls, and the atrium food court will be open after the halls close). Convention Center staff is working to provide cost-effective meals for your youth. Expect pricing to be available on the Gathering website or at an Adult Leader Orientation on Sunday, 6/30, or Monday, 7/1.

Food Allergies

The Gathering Office has received many calls with questions about food allergies such as peanuts, egg, and soy. The Gathering does not provide special meal options for those with such allergies. However, many restaurants and concession stands will provide food for those with dietary concerns. Be sure you talk to parents as the family probably has plans for when they travel. Make sure the participant has any special snacks or food options packed for the trip.

Alamodome Food Options

Limited concessions (beverages, nachos, hot dogs, etc.) will be available at the Alamodome prior to each Mass Event. (Once the event begins, the concession stands will close). It is suggested that you not consider Alamodome concessions as a stand-alone dinner option until you see the menu on the first day of the Gathering.

Following that day, make the decision if Alamodome concessions can take the place of a full dinner.

Check the Web

Gathering Correspondents, Nate King and Audrey Quick, along with Gathering News anchor, Jeffrey Meinz, have scouted out some unique venues to try. Watch their short videos at www.lcmsgathering.com/food come May.

Things to Do in San Antonio

While you wait for your hotel rooms to be prepared, or in your time in San Antonio before and after the Gathering, we encourage you to explore the city and experience the rich culture.

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Visit the Alamo!

Visit other historical sites such as the San Fernando Cathedral, the Spanish Governor’s Mansion, and the Bexar County Courthouse.

Eat at one of the hundreds of fantastic restaurants. Be adventurous and try something different.

Walk or take a ride on the streetcar bus to El Mercado (Market Square) — eat and shop!

Shop at the Rivercenter Mall.

Stroll along the River Walk and visit many of the restaurants and shops along the way or people watch!

For more ideas of things to do, visit the mini-site that the San Antonio Convention and Visitors Bureau has prepared for our event at www.visitsanantonio.com/lcmsgathering. Also check out The Spur with other tips and suggestions.

General Event Tips

• Please attend an Adult Leader Orientation during Gathering registration.

Important information is shared at these presentations, including scheduling updates. They take place every 15 minutes and last 30 minutes.

• Each morning your hotel will have a Community Life Builder available from 8:00 am to 8:30 a.m. Check your hotel’s welcome sign for the “Sunshine Shop” location. The Community Life Builder is there to connect with Adult Leaders to make sure they have the ability to get Gathering updates, answer any questions, or provide support. The CLB can also provide a copy of “The Spur” and hotel specific information. Your hotel CLB is there to serve you each morning!

• Familiarize yourself with the Gathering Guidebook, which you will receive at registration. The Guidebook will have answers to many of your questions.

Encourage your youth to also be familiar with the Guidebook to determine what speakers, concerts, and night life activities they’d like to attend. The Gathering Guidebook will also be available online in the weeks leading up to the event at www.lcmsgathering.com/registration.

• Familiarize yourself with the Gathering app, which can be downloaded now. Find out how at www.lcmsgathering.com/app. Find information about many program pieces, speakers, concerts, night life, and more. Encourage youth to use the ‘My Schedule’ feature to customize their schedules with the speakers or concerts they want to see during the days of the event. This feature will be available closer to the event.

• Important Gathering updates will be communicated in a variety of ways each morning of the Gathering. Be sure to stay connected to The Spur, information kiosks, and the Gathering website and app.

City Sense

• Please maintain groups of at least three or four, with an Adult Leader, for safety reasons. Never travel alone!

• Follow suggested walking routes. Do not wander into areas that are dark or void of people.

• Proper footwear should be worn by all participants. Flip flops or other open-toed footwear is not recommended for the service experiences or walking around the city and inside the Alamodome.

• The suggested walking route between the Convention Center and the Alamodome is a pedestrian walkway that provides an underpass of Interstate 37. Market Street and Commerce Street are the two major routes to get to and from most downtown hotels and the convention center.

• Walk confidently; be courteous and respectful to people you meet on the street.

• Unfolding a map in public can be an invitation for help – wanted or unwanted.

• If you feel uncomfortable, trust your instincts and move to a safer area.

• Carry your purse close to your body and your wallet in your front pocket.

• Do not display or count large amounts of cash in public places. Be very cautious about using outdoor ATM cash machines.

• Adult Leaders should know where each group of youth is going. Designate a pre-arranged meeting spot for your group in the event that someone becomes separated.

• Hydration (drinking water), light-colored clothing, and balanced diet and sleep are the best preventions for heat exhaustion and dehydration.

• Watch out for each other, care for each other, and have the servant heart and mind of Jesus when it comes to how you treat all people.

Safety Tip

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Each Gathering participant should bring photo identification and a completed Gathering Medical Release and Liability Waiver to the Gathering. Each participant should carry a photo ID and copy of these forms at all times. A designated Adult Leader should also carry a copy of each group member’s forms.

The backpack provided by the Gathering is the primary bag participants should use for transporting personal items into the Convention Center and Alamodome.

Each participant should place his/her name on the inside of the backpack. DO NOT put personal information on the outside.

Random searches of all backpacks, bags, containers, purses, etc. may take place at entry areas and other designated areas in the Convention Center and Alamodome. Security personnel reserve the right to question and search participants and their personal effects when suspicious activity is observed.

Any items left unattended in the Convention Center and Alamodome will be confiscated for participant safety.

Refrain from bringing valuables to any Gathering activity. Remember to check the Gathering Lost and Found office (HBGCC 1109, near the Gathering Registration area) for items that may have been misplaced during the Gathering.

Before entering any Gathering event have a realistic plan of where your group might sit. Designate a pre-arranged meeting spot for members in case someone becomes separated from your group. To avoid injuries, refrain from running when the doors open for any Gathering event.

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If you are participating in an off-site Interest Center or Servant Event, board buses as a group to avoid losing people.

If your group has access to cell phones during the Gathering, maintain a list of cell phone numbers for the members of the group. Program the Adult Leader’s cell phone number and the Gathering HelpLine on all cell phones. Remind participants to be courteous of others when using cell phones. Please silence cell phones during Mass Events, Bible studies, worship, concerts, and presentations.

Designate one Adult Leader who will carry a basic first aid kit.

Lasers, fireworks, and weapons of any type are not permitted at Gathering activities and will be confiscated. Do not joke about weapons, violent acts, or terrorism.

Staying Safe in Summer Sun

Below are some safety tips that will help you stay safe during your time in the hot, humid, summer climate of San Antonio: •

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Drink Plenty of water! Your body needs water to keep cool. You should drink at least eight, eight ounce glasses of water (64 oz.) each day to avoid dehydration. More may be necessary depending upon whether you are used to heat, are sick, or have special medical conditions. Sports drinks (such as Gatorade) are okay in moderation in addition to your daily water intake.

Dress for summer. Light-weight, light-colored clothing reflects heat and sunlight, and helps your body remain cool.

Slow down/spend as much time as possible in air conditioning. Plan ahead to allow yourself plenty of time for each day’s activities. If you are feeling the effects o f the heat, seek the coolest locations possible (this may not necessarily be indoors) and rest.

Don’t get too much sun. Sunburn makes the job of heat dissipation that much more difficult for your body. Wear sunscreen during the day, reapplying frequently and liberally.

Don’t overeat. The more food (protein) you place in your body, the more heat energy the human body will create during the digestive process.

Staying Connected hat is The Spur?

W The Spur is the daily newsletter at the Gathering that provides Adult Leaders ‘news that gets to the point’.

It strives to provide Adult Leaders necessary information while also battling a secret agent complex and a hint of sarcasm. It will be made available each morning at your hotel and in the Adult Rest Area at the convention center.

Find pre-Gathering issues of The Spur online at www.lcmsgathering.com/AdultLeaders.

I s there a way for people back home to see what we’re doing at the Gathering?

Yes! All Mass Events will be streamed live during the Gathering on the Gathering website. Let your family, friends, and congregation know about the live stream so they can experience this exciting part of the Gathering!

In addition, Twitter, Facebook, and Instagram provide great platforms to get in on the action to see and hear from the youth themselves. Stay tuned for more information about a trending event on Twitter to take place before the Monday Mass Event and how your encouraging tweet could be shown in the Alamodome.

I still have questions! Where can I find answers?

Have you checked the Gathering website recently? It gets updated regularly with the latest information.

You can also ask your questions on the Adult Leader Facebook group: https://www.facebook.com/groups/NYGadultleaders/ Also, be sure to read The Spur when new issues are published at www.lcmsgathering.com/AdultLeaders.

Once you arrive at the Gathering, the Adult Leader Orientation will provide you with a ton of information, as will the Sunshine Stop each morning in your hotel. And, of course, the Gathering Guidebook is an excellent source of information. It will be available online in the weeks leading up to the Gathering.