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Host Site & Partner
HANDBOOK
Saturday, December 14, 2019
1
Table of Contents Introduction ................................................................................................................................................. 1
The Process ................................................................................................................................................. 2
Important Information
Family Registration Process
Host Site Process
What LUM Provides ................................................................................................................................... 3
Expectations for Host Sites and Partners .................................................................................................... 4
Covenant
Responsibilities
Simple Principles
Check List - Planning - To Do List ............................................................................................................. 5
First Things First ............................................................................................................................. 5
Marketing Plan ................................................................................................................................ 5
Donations ........................................................................................................................................ 5
Before Jubilee Christmas Day ......................................................................................................... 5
Jubilee Christmas Day ..................................................................................................................... 6
After Jubilee Christmas ................................................................................................................... 7
Frequently Asked Questions ....................................................................................................................... 8
Inspirations & Reflections ........................................................................................................................... 9
Attachments
Covenant ........................................................................................................................................ 12
Details Form .................................................................................................................................. 12
Evaluation ...................................................................................................................................... 13
Introduction It is with great joy that Lafayette Urban Ministry will once again be coordinating Jubilee Christmas on Saturday,
December 14, 2019. As you probably know, Jubilee Christmas could not be possible without the annual
commitment from Host Sites and Partners (churches and organizations) like you! And the planning begins NOW.
For 35 years, Jubilee Christmas has made parents the heroes on Christmas morning with their children. This
Jubilee Christmas Manual is intended to make the process simple to understand, give you a resource of information
and to offer some consistency among all Jubilee Christmas events across our community.
2
The Process
Important Jubilee Christmas information:
DATE – Saturday, December 14.
Coordinator Meetings:
o First Meeting – Thursday, October 10 at 2 p.m. or 7 p.m. in the LUM Office– Conference Room,
420 N 4th Street, Lafayette
o Second Meeting – Tuesday, November 12 at 2 p.m. or 7 p.m. in the LUM Office– Conference
Room, 420 N 4th Street, Lafayette
Read and submit online the Jubilee Christmas Covenant by Monday, October 7 or the first Coordinators
Meeting
Family Registration Process
September 18 – Jubilee Christmas Invitations mailed to all eligible LUM client families. To be eligible for
Jubilee Christmas, families must:
o Have legal custody of at least one child age 12 or younger
o Provide documentation that they have a household income of less than 150% of the poverty
threshold
o Be a resident of Tippecanoe County
October 21 at noon – Deadline for early registration
October 21-23 – Open (In Person or Phone) Registration is open; 4:30 – 7:30 p.m.
Late November – Registered Families informed of their assignment for Jubilee Christmas Day, which
includes site name, site address, admission card, check-in time, and explanation of day process
Jubilee Christmas Host Site Process
Each Site hosts between 15 and 75 families
September 18 – Site Hosts and Partners are invited to participate by mail
October 7 – Host Site Covenants are due
October 10 – Coordinator Meeting: explain the Jubilee Christmas event and process
November 12 – Coordinator Meeting: LUM provides a list of families with contact information and
information on children.
Sites contact families via email or
phone call –
o Welcome – begin to cultivate a
relationship
o Confirm check-in time,
location, parking, etc.
o Ask the following:
Understand the Jubilee
Christmas Day
process?
Any special needs or
requests?
Need transportation?
December 10 – Oakland HS/LARA
Cafeteria, 1100 Elizabeth St # 3,
Lafayette; 1-3 p.m.
o Shop for toys you need
December 12 – Oakland HS/LARA Cafeteria, 1100 Elizabeth St # 3, Lafayette; 9 a.m.-1 p.m.
o Pick up from LUM – Toys; Gift Wrap; Hams; Gift Cards and Food Cards
3
December 14
o Jubilee Christmas Day Be prepared and ready before
Families arrive
Greet each Family as they arrive
Take their Admission Card
Bring any children to your
daycare room
Introduce the Family to their
personal host
Give them a name-tag
Offer them refreshments
After shopping and wrapping is
complete –
Assist families to their cars
Give each family -- Ham;
Homemade cookies; Food Card; Gift Cards
Immediately following your event, deliver surplus toys to Jubilee Christmas, Part 2 Site to be
distributed by LUM to other families later on Saturday.
o Jubilee Christmas, Part 2 – LUM coordinates another Jubilee Christmas event – surplus toys
distributed to 50 additional families.
o Jubilee Christmas, Part 3 – LUM coordinates another Jubilee Christmas event – surplus toys
distributed to up to 50 additional families.
December 16 – Remaining toys distributed to other local agencies like the Lyn Treece Boys & Girls Club
(Christmas Day Dinner).
December 23 – Submit Evaluation of the program
What LUM Provides
LUM coordinates the following:
Families
o Screen, invite, register
o Mailings: invitation, confirmation of registration, and assignment, basic information & admission card
o Assign families to each host site
o Give Family information to Host Site coordinators including name, ages of children, address, email
address, phone number of their assigned guests
Using the benefits of collective purchasing:
o Purchase the Hams – one per family
o Purchase Food Cards – one per family
o Purchase Gift Cards – one per teen
Collect toys, clothes, gift wrap, etc. – and distribute to each Host site equally – typically at least one gift per
child assigned to your site
Marketing – promote Jubilee Christmas to community, and LUM friends – through email, media releases,
and social media
Coordinate the LUM Jubilee Christmas events with surplus toys
4
Expectations of the Host Sites and Partners
Covenant. Host Sites and Partners are asked to agree to a Jubilee
Christmas Covenant. The Covenant urges that each sponsor
agrees to the following:
1. Review the Biblical basis for Jubilee Christmas
2. Conduct the program with dignity and respect for the low-
income families served
3. Share gifts and money among the several host-sites so that
there is equity in the items available
4. Designate any remaining Jubilee Christmas funds to the
Lafayette Urban Ministry or a comparable ministry of our
local congregation. (No funds may be held in reserve for
next year.)
5. Work cooperatively with the LUM staff and maintain
regular communication
6. Attend and participate in meetings and training events (Two
Coordinators Meetings – Thursday, October 10 at 2 p.m. or
7 p.m. & Tuesday, November 12 at 2 p.m. or 7 p.m. at LUM
Office, 420 N 4th Street, Lafayette)
7. Welcome volunteers from your church/organization and
from partner churches/organizations
8. Submit to LUM an evaluation of your program, program
details, and financial data
Responsibility. The Host Sites and Partners are responsible for providing the following:
New gifts – Toys, clothes, games, books, crafts, art supplies, sports equipment, bicycles and more
Payment for one Ham for each family (approximately $10 each)
Food cards – Family up to five - $30 per family; Families of six or more - $40
Gift cards for teenagers (age 13 to 18) - $30 per child
Most of what you provide may be donated by your members. The estimated overall cost for serving as a host site is
approximately $65-75 per family plus any supplies or “special” gifts you need to get.
Simple Principles for Host Sites
Treat your family guests with respect and love
Do not judge – that is not our role
Do not accept or ask families for donations
Assist families in shopping and wrapping gifts – do not counsel or give personal advice
Respect confidentiality – if families share personal information, do not share that information, keep that
information stored safely, and properly destroy the information when you no longer need it.
Be ready to offer reasonable accommodations to individuals with disabilities
Be patient when communicating
Hosts and volunteers should be discouraged from contacting families after Jubilee Christmas
Hosts and volunteers should NOT offer money or gifts to guests. All gifts and gift cards should be from the
Host-Site – not from individual volunteers.
Create a pleasant, loving, comfortable, festive, safe, welcoming, family environment
5
Check List – Planning – To Do List
First Things First (October & November)
Recruit and train your Jubilee Christmas coordinator
Review and submit your Jubilee Christmas Covenant
Determine the number of families you (Host Site & Partner) will host
With Coordinator, recruit a Jubilee Christmas committee
Reserve space -- facility, kitchen, rooms, etc. Ideally, a large room with tables for welcoming and wrapping
and additional rooms for toy display makes for good ‘traffic flow.’
Recruit volunteers – hosts, check-in staff, set-up crew, clean-up crew, kitchen/refreshments crew, cookie
bakers
Communicate with Partner church/organization
o Discuss “Partner Expectations” - agreement on responsibilities, duties, budget, promotion, etc.
Marketing Plan
Announcements – at services, events, classes
Fliers, posters, display cases, bulletin boards, banners
Bulletin articles
Website, social media
Tables after services and at social
events
Reach out to larger community
Donations
Cash donations & collections
Toys, clothes, sports equipment,
games, books, art/craft supplies,
blankets
Homemade Christmas Cookies
Batteries, wrapping paper, tape
Develop a Jubilee Christmas
promotional strategy including
announcements, displays, posters, special events?
Before Jubilee Christmas Day
Volunteers
o Recruit, appoint team leaders for major areas like the toy room, kitchen, general maintenance,
check-in/check-out/greeters, etc.
o Orientation for volunteers
Encourage festive dress
Review “simple principles” – see page 4
o Recruit photographer for event
Families
o Call or email each family personally
o Explain the Jubilee Christmas process – in a positive manner
o Confirm address, time, parking
o Ask if there are any “special requests” or special needs
o Arrange transportation if needed (implement proper transportation protocols)
Set up Childcare, if needed (implement proper childcare protocols)
Music, decorations, Santa appearance
Invite pastor(s)/leader(s) to give welcome and opening prayer
Refreshments – plan, shop, prepare
6
Order supplies
o Name-tags, markers
o Refreshments, candy, plates, cups,
napkins
o Decorations, Santa hats
o Tape, batteries, gift wrap
Facility
o Make sure room is ready
Tables, chairs, lectern, sound
system
Bathrooms are open and
stocked
Access to mops, brooms,
cleaning supplies, garbage
bags, trash cans/recycling bins
o Plan a room layout that is safe, has logical traffic flow, and is welcoming and comfortable
Shop for special gifts like bicycles, musical instruments, sports equipment, electronics
Provide gift wrapping, gift bags, tape, ribbons & bows, and batteries for electronic toys
Toy distribution – have a plan
o Have a separate room for toy shopping
o Bigger items – display on stage; distribute by drawing names
o Create schedule – staggering shopping trips for families
o Monitor room to make sure you have enough toys to give each child 3-4 nice gifts
o Recruit an emcee – announces shopping times, coordinates drawings, makes general
announcements
Jubilee Christmas Day
Set up
o Set up facility – tables, chairs, unlock bathroom, unlock exit doors, sound system (sound check),
review evacuation protocol
o Arrange toys, clothes and bigger toys
Categorize toys (games, dolls, stuffed animals, sports, puzzles, crafts/art supplies, books,
batteries, coats, gloves/scarves, building kits (Legos, erector sets), stocking stuffers
Categorize by Age ranges (pre-school, high school, etc.)
Have directional signs to make it easy to find room
Implement good, safe traffic flow from one area to the next
o Set up check-in tables, name-tags/markers
Have two different color or shaped (Christmas trees and Candy canes) name-tags to
distinguish volunteers from families; Give each family a “number”
o Decorate room, Music
o Prepare refreshments, drinks; set up refreshment table
o Set up tables for wrapping gifts
o Put up directional signs for check-in, bathrooms
o Collect Volunteers’ names, addresses, email addresses & phone numbers
During event
o Be ready for on time check-in
o Emcee needs to be ready and in place
o Find pastor(s)/organization leader for welcome and prayer
o Serve Refreshments, monitor refreshments
o Photographer takes photos – getting permission from guests
o Make announcements
7
Thank coordinators, volunteers, churches/organizations, members
Bathroom locations, exits, etc.; Refreshments, candy locations, etc.
Use #Jubilee on social media
o Monitor activity, monitor facility – keep clean and safe (do not block exits)
o Monitor the number of toys – If you have extra, families return to the gift room and select an extra
gift per family or child. Generally, each family should have three to four nice gifts per child plus
stocking stuffers and clothing items.
At the End
o Distribute hams, cookies, gift cards, food cards
o Evaluations – get evaluations from guests, volunteers
o Distribute LUM & church information
o Assist guests to their cars
o Offer transportation home
Clean up
o Box up -- Surplus toys, clothes, non-perishable food
o Clean facility (better than you found it); Put away tables, chairs, etc.; Bring trash to dumpster
Gifts for Families Unable to Attend – if you picked toys for families unable to attend your event, please
deliver gifts, food cards and gift cards to LUM immediately following your event. Clearly label the
package of gifts and tape the food and gift cards to the outside of the package. DO NOT give them more
just because you have surplus. Surplus toys should be brought to LUM; surplus food to the food pantry.
Surplus toys – Extra toys, clothes, books, games, etc. from your event should be delivered to our “LUM
Jubilee Christmas, Part 2” site immediately following your event. The LUM Jubilee Christmas Site is the
LARA Cafeteria, 1100 Elizabeth St # 3, Lafayette.
On Jubilee Christmas Day, we encourage you to be creative. Here are some ideas shared by others:
Begin the event with an opening prayer or devotion from your pastor or organization leader
Give each family a home baked loaf of bread or gift jar with cookie ingredients and recipe
Give each family a laundry basket in which to carry their gifts home
Have a surprise visit from Santa
Have festive centerpieces on tables that are given to the families at the end of the event
Have your members sing Christmas carols with your family guests
Offer a continental breakfast with bagels or breakfast casseroles; or a simple lunch like chili and bread.
Provide a family gift like a blanket or quilt
Provide other needed household products or food staples (items not covered by Food Stamps) – packaged
in a plastic tote or laundry basket/hamper
Jubilee Christmas, Parts 2 & 3
Deliver surplus toys to the LUM Jubilee Christmas, Part 2
Site – LARA Cafeteria, 1100 Elizabeth St., Lafayette
Excess funds – deposit in the LUM Good Samaritan Fund or
similar fund at your church (excess funds may not be saved
for future Jubilee Christmas events)
Complete LUM Jubilee Christmas Evaluation and submit
Report your event through the bulletin and announcements at
services thanking your members for donating & volunteering
Photos – Take photos and send photos to LUM
o Post photos on church/organization website and social
media
o Use photos in bulletin, etc. Use #Jubilee.
Send thank you’s to pastor, volunteers and partner churches
8
FAQ’s - Frequently Asked Questions
May we accept gently used toys, clothes, books, etc.?
No. Out of respect for our families and to maintain the integrity of the program, we only accept new items.
How do we monitor the families to make sure everyone is getting their fair share of the toys?
Train your volunteers to be nonjudgmental, friendly, welcoming, and trusting. A volunteer host will be assigned by
you to each of the families. The host will guide the family through the process and make sure that the directions
are clear. Our families are often humble, grateful, and loving.
How many toys should be available?
Generally, Jubilee Christmas seeks to provide 3-4 nice gifts per child in the family. Books and clothes may be
added. In addition, lesser items (stocking stuffers like crayons, stuffed toys) should be available. Some families
will also get a bigger item for their family. Plan to have a few extra gifts available in each age grouping to facilitate
choices and avoid disappointments.
Would you rather have money or toys?
Money is used for food items, food certificates,
and gift certificates for older siblings. Cash
donations also help with any last minute needs
of specific toys, batteries, supplies, etc.
However, many people enjoy shopping for
Jubilee Christmas families. Encourage it to
become a club or family activity.
What happens if there is money left over?
If funds remain, they are designated to the
LUM Good Samaritan Fund or a similar fund
of a local church. No money is held in reserve.
How can we involve the youth in Jubilee Christmas?
Youth can be challenged to raise money and shop for Jubilee Christmas. They can bake and serve refreshments.
Young adults may be capable of assisting with childcare. However, they should not be assigned as a host to a
family.
May we continue to work with these families after Jubilee Christmas?
Many of the families that participate in Jubilee Christmas are only temporarily in a financial emergency. There
may have been a recent lay-off, temporary disability, divorce or medical crisis. The vast majority of clients seen in
our emergency financial assistance program are seen only once or twice a year. Other families invited to Jubilee
Christmas are able to sustain their living situation, but are unable to cover the extra expenses of providing a
Christmas celebration for their children. If anyone wants to make a continuing gift to help these and other families
throughout the year, suggest a gift to the LUM Good Samaritan Fund or to your church’s emergency financial
assistance fund. These funds assist in helping families avoid eviction and disconnects, provide work clothes or
transportation to work, and pay for needed medications.
9
Inspiration and Reflections
Deuteronomy 15:10
Give generously to him and do so without a grudging
heart; then because of this the Lord your God will
bless you in all your work and in everything you put
your hand to.
Deuteronomy 16:17
Every man shall give as he is able, according to the
blessing of the LORD your God which He has given
you.
1 Chronicles 29:9
Then the people rejoiced because they had offered so
willingly, for they made their offering to the Lord
with a whole heart, and King David also rejoiced
greatly.
Proverbs 3:27
Do not withhold good from those to whom it is due, when it is in your power to do it.
Proverbs 11:24-25
There is one who scatters, and yet increases all the more, and there is one who withholds what is justly due, and yet
it results only in want. The generous man will be prosperous, and he who waters will himself be watered.
Proverbs 21:26
…the righteous gives and does not hold back.
Proverbs 22:9
He who is generous will be blessed, for he
gives some of his food to the poor.
Proverbs 28:27
He who gives to the poor will never want, but
he who shuts his eyes will have many curses.
Malachi 3:10
“Bring the whole tithe into the storehouse, so
that there may be food in My house, and test
Me now in this,” says the Lord of hosts, “if I
will not open for you the windows of heaven
and pour out for you a blessing until it
overflows.”
Mark 12:41-44
And He sat down opposite the treasury, and began observing how the people were putting money into the treasury;
and many rich people were putting in large sums. A poor widow came and put in two small copper coins, which
amount to a cent. Calling His disciples to Him, He said to them, “Truly I say to you, this poor widow put in more
than all the contributors to the treasury; for they all put in out of their surplus, but she, out of her poverty, put in all
she owned, all she had to live on.”
10
Matthew 6:3-4
But when you give to the poor, do not let your left
hand know what your right hand is doing, so that
your giving will be in secret; and your Father who
sees what is done in secret will reward you.
Luke 3:11
And he would answer and say to them, “The man
who has two tunics is to share with him who has
none; and he who has food is to do likewise.”
Luke 6:30
Give to everyone who asks of you, and whoever
takes away what is yours, do not demand it back.
Luke 6:38
Give, and it will be given to you. They will pour
into your lap a good measure, pressed down, shaken together, and running over. For by your standard of measure it
will be measured to you in return.
John 3:16
For God so loved the world that he gave his only begotten son, that whosoever believes in Him wouldn’t perish,
but would have eternal life.
Acts 20:35
In everything I showed you that by working hard in this manner you must help the weak and remember the words
of the Lord Jesus, that He Himself said, “It is more blessed to give than to receive.”
Romans 12:8
…Or he who exhorts, in his exhortation; he who gives, with liberality; he who leads, with diligence; he who shows
mercy, with cheerfulness.
2 Corinthians 9:6-8
Now this I say, he who sows sparingly will also reap sparingly, and he who sows bountifully will also reap
bountifully. Each one must do just as he has purposed in his heart, not grudgingly or under compulsion, for God
loves a cheerful giver. And God is able to make all grace abound to you, so that always having all sufficiency in
everything, you may have an abundance for every good deed.
2 Corinthians 9:10
Now He who supplies seed to the sower and bread for food will supply and multiply your seed for sowing and
increase the harvest of your righteousness;
Philippians 4:15-17
And you yourselves also know, Philippians, that at the first preaching of the gospel, after I departed from
Macedonia, no church shared with me in the matter of giving and receiving but you alone; for even in Thessalonica
you send a gift more than once for my needs. Not that I seek the gift itself, but I seek for the profit which increases
to your account.
James 2:15-16
If a brother or sister is without clothing and in need of daily food, and one of you says to them, “Go in peace, be
warmed and be filled,” and yet you do not give them what is necessary for their body, what use is that?
11
Isaiah 58:6-9
Is this not the fast that I choose: to loose the bonds of injustice, to undo the thongs of the yoke, to let the oppressed
go free, and to break every yoke? Is it not to share your bread with the hungry, and bring the homeless poor into
your house; when you see the naked, to cover them, and not to hide yourself from your own kin?
Then your light shall break forth like the dawn, and your healing shall spring up quickly; your vindicator shall go
before you, the glory of the Lord shall be your rear guard. Then you shall call, and the Lord will answer; you shall
cry for help, and he will say, “Here I am.”
Matthew 2:10-11
When they saw that the star had stopped, they were overwhelmed with joy. On entering the place, they saw the
Child, with Mary his mother; and they knelt down and paid him homage. Then, opening their treasure chests, they
offered him gifts of gold, frankincense and myrrh.
Deuteronomy 15:7-11
If there is a poor man with you, one of your brothers, in any of your towns in your land which the Lord your God is
giving you, you shall not harden your heart, nor close your hand from your poor brother; but you shall freely open
your hand to him, and shall generously lend him sufficient for his need in whatever he lacks. Beware that there is
no base thought in your heart…. You shall generously give to him, and your heart shall not be grieved when you
give to him, because for this thing the Lord your God will bless you in all your work and in all your undertakings.
For the poor will never cease to be in the land; therefore, I command you, saying, “You shall freely open your
hand to your brother, to your needy and poor in your land.”
Unexpected
by Ann Weems
Even now we simply do not expect
to find a deity in a stable.
Somehow the setting is all wrong:
the swaddling clothes too plain,
the manger too common for the likes of a Savior,
the straw inelegant,
the animals, reeking and noisy,
the whole scene too ordinary for our taste.
And the cast of characters is no better.
With the possible exception of the kings,
who among them is fit for this night?
the shepherds? Certainly too crude,
the carpenter too rough,
the girl too young.
And the baby!
Whoever expected a baby?
Whoever expected the advent of God in a helpless child?
Had the Messiah arrived in the blazing light of the glory
of a legion of angels wielding golden swords,
the whole world could have been conquered for Christ
right then and there
and we in the church – to say nothing of the world! –
wouldn’t have so much trouble today.
Even now we simply do not expect
to face the world armed with love.
Kneeling in Bethlehem (1980, Westminster Press)
12
Covenant & Details Form
Please complete online by Monday, October 7, 2019
Each year, Lafayette Urban Ministry coordinates
Jubilee Christmas, which is a program sponsored
by many of the LUM member churches and other
community organizations who organize events for
local families at several different host sites. Using
this model, we maximize participation of many
churches and organizations – and serve many more
low income families. In an effort to be consistent
among all hosts, we ask that you read and agree to
this Covenant. We, the members, wish to be a
sponsoring organization for Jubilee Christmas as a
Host or Partner (with another Host). To that end,
we officially agree to the following:
1. To review the Biblical basis for Jubilee
Christmas
2. To conduct the program with dignity and
respect for the low-income families served
3. To share gifts and money among the several
host-sites so that there is equity in the items available
4. To designate any remaining Jubilee Christmas funds to the Lafayette Urban Ministry or a comparable
ministry of our local congregation/organization
(No funds may be held in reserve for next year)
5. To work cooperatively with the LUM staff and to maintain regular communication
6. To attend and participate in all meetings and training events.
(Coordinators Meetings – Thursday, October 10 at 2 p.m. or 7 p.m. & Tuesday, November 12
at 2 p.m. or 7 p.m. at LUM Office conference room, 420 N 4th Street, Lafayette)
7. To welcome volunteers and help from other churches.
8. To submit to LUM an evaluation of the program at your site, details, and financial data
Details – Information you will need to complete online form:
Name of Host Site
Your pastor’s or organization’s leader’s name & email address
Host Site address
Host Site Coordinators – name(s), address(es), daytime & cell phone numbers(s) & email(s)
Name of Partner(s), if any
Name of Partners’ Coordinator(s)
Start time; End time
Specific Location (Room, Building, Address)
Describe Parking
Offering transportation? If yes, Name/phone of contact:
Are you offering a meal? If yes, describe
Describe any special gifts offered
Phone number at Host Site
Number of Families requesting
List any other Requirements/Restrictions
Please complete online by Monday, October 7, 2019
13
ATTACHMENT
Jubilee Christmas – Site Evaluation
Please complete online by December 23, 2019
Host and partner church(s):
Number of families attending:
Total number of children and teens served:
Number of volunteers involved at your site:
Financial Data:
Total cash receipts $
Cash disbursements $ expended for
$ expended for
$ expended for
Funds remaining $
We will be sharing excess contributions with the LUM Good Samaritan Fund (circle one): YES | NO
If NO, please explain how funds will be shared:
What could we do better to help you with Jubilee Christmas?
General comments/suggestions for next year:
Printed name:
Signed: Date: