Vital Coordinator & Parish Resources database & Manual

PASTOR OR HIS DELEGATE(S)/COORDINATOR & PARISH SECRETARY’S INFO, PREP & MARKETING TOOLKIT – Click HERE open/download

• • • • Note: if you are actually just intending to add a few hours or shifts a week see also:
        • • Start & Pray Holy Hours
          • Sign-up page editable
          • Sign-Up form – for one hour before or after Masses cards in our shop or make photocopies: Signup_Daily before or after Mass
          • Eucharistic Adoration Sign-Up cards Customizable with your days and hours in our shop (or edit and make photocopies of: Invitation_APEA IE_1_per_page_editable)
      • If you have trouble printing documents in Firefox Internet browser, download them first or try a different browser.
      • Suggested timeline: For start-ups, unless it is a small expansion or revival, allow 4-6 weeks (or longer) for promotion/pre-evangelization before your sign-up weekend and 4-6 weeks (or longer) after the weekend for organization (before your adoration expansion start-up date). If everything is ready and organized sooner, you could start your new adoration schedule earlier.
      • If we are not sending anyone in person to your parish adoration sign-up weekend, please contact us and provide your priest or deacon’s email, so we can send him our Sample Adoration Sign-Up Sermons with Sign-Up Instructions which has the key preaching points (or otherwise we can provide text or video of lay personal sharing with the sign-up instructions to be delivered after Holy Communion during Mass).
      • If you prefer an Invitation (Sign-Up form) listing days and hours of the week (instead of just the four time divisions) or a customized form with specific days/hours only, some options are available in Endnote 1 below or ask us to custom make one for you to meet your specific goals.
      • The suggested bulletin inserts provided can also be used in sermons to pre-evangelize.
      • See Endnote 2 for additional alternative pre-evangelization bulletin inserts, homiletics, and promotional flyers you may choose to use that are not included in the above Information Kit.
      • If your parish does not have a bulletin, you can use the bulletin inserts as hand-outs instead.
      • If you use Flocknotes, e-messages or web-notices, sample promo messages: Flocknote or website messages in advance of sign-up weekend

ADDITIONAL OPTIONAL MARKETING KIT TOOLS & METHODS FOR RECRUITING ADORERS

• Add an online sign-up form like this to your parish website.
• Bulletin Insert: alternative Parish Prayer for Eucharistic Adoration (editable Canva template) – also available in pdf format: Parish adoration marketing campaign prayer  During the pre-evangelization and catechesis phase of approximately 4-6 weeks before your sign-up weekend, your parish can begin praying this prayer out-loud as a parish after Holy Communion after the vessels are purified during the announcement time before the Final Blessing or right after each Mass before the closing hymn, to engage and inspire parishioners to make a commitment to a weekly Holy Hour. If your congregation already prays the St. Michael the Archangel prayer as a parish out-loud, this prayer could be added immediately after that. You can create or place our large prayer cards (regular or customized) in your pews, hymnal racks etc. or put our stickers in your hymnals. Prayer cards could also be handed out and prayer could be printed in parish bulletin:
  • • Prayer for Adoration – 200-400 HOLY CARDS 26+ types FREE SHIPPING – English, French, Spanish
    • Prayer for Adoration & Frequent Communion 200-400 HOLY CARDS – 26+ types FREE SHIPPING – English, French, Spanish
    • Prayer for Adoration 200-400 STICKERS 11 types FREE SHIPPING – English, French, Spanish
    • How to Make a Holy Hour (200-400 large HOLY CARDS) – FREE SHIPPING – English, French, Spanish
• Bulletin Insert – Our Parish is Launching a Eucharistic Adoration Campaign (editable double-sided Canva template) – or in pdf format: Bulletin Insert – Adoration Campaign Launch
• Note: If possible, we recommend a paper/pencil (card/pen) sign-up weekend as outlined above since it has been a most efficient and effective method.
• If pastor will not permit sign-up weekend, to fill just a few hours, or if you prefer and have the time, personally call everyone on parish lists using this Sample Telephone Contact Script or this Sample Outreach Telephone Calling Script.  This method requires phone numbers. It usually takes longer to get results than having the paper and pencil sign-up weekend where everyone signs-up at once, unless you have a small parish. The telephone scripts could also be used to reach those who missed the sign-up weekend or if you want to revive adoration by reaching out personally to all on parish lists who are not already signed up. Calling every parishioners is a neat idea if you have the time and prefer this over paper and pencil sign-up.
• Mail a letter or postcard to all parishioners not already signed up asking them to do so. A few samples are below and you can design more on Canva. You can design and order them online or contact us to custom make and ship from the USA or Canada.
• Pew postcards (editable samples made on Canva, are included in Endnote 3 below) – Canva is a user-friendly, all-in-one online graphic design platform that lets anyone create professional-looking visuals like social media posts, presentations, posters, videos, and websites using simple drag-and-drop tools and thousands of customizable templates, even without prior design experience.  Canva Pro is available to non-profit organizations/Catholic parishes for free and has advanced tools and premium content. Canva basic is also free and available to anyone. Learn more here: https://www.canva.com/help/canva-for-nonprofits/) 
• Make social media posts, share graphics on your website, emails, social media accounts – see graphics in Endnote 3 below.
• Hold Eucharistic reflection mornings or parish conferences, encounter nights to give people a taste of adoration and ask them to sign-up
• Introduce and lead a guided holy hour – provide printed copies so people will pray along such as: Eucharistic Holy Hour with Imprimatur
• Use videos as part of your pre-evangelization and catechesis: Adoration Videos
• Ask your parishioners to submit or make and promote brief adoration testimony videos (even 1-2 mins). Set modest video dress code to safeguard of chastity i.e. crew neck or high neckline, cover cleavage, nothing see-though, cover knees and midriff, no tank tops, not seductive etc.
• Use our collection of: Adoration Testimonies & Videos HERE
• Share written Adoration testimonies (parishioners could be invited to submit their own):
  • • Eucharistic Adoration Sign Up Testimony (5 min read)
    • Encountering Christ in Eucharistic Adoration sign-up testimony (5 min read)
• Quotes of Saints and popes on Benefits of Adoration are testimonies. More here: Quotes on the Most Blessed Sacrament
• Sample banner or advertisement: “Perpetual Adoration Ministry” with QR code for sign-up – let us know if you need help with this
• Invite bishop to bless your adoration/chapel. Announce in advance that this will take place on your adoration inaguration launch date.
• Have your adoration ministry coordinating team wear and offer parish adoration merchandise while promoting at Masses and events.
• Consider giving free or low cost t-shirts or a promotional product to all who sign-up as an incentive.
• Contact a local Catholic radio or tv station and do an interview
• See Endnote 1 below only if you need some pages of this kit as individual documents.
• See Endnote 1 below only if you need some pages of this kit as individual documents.
• Use signage – some low cost custom banners and flags can be ordered online or locally 
• Intall a highway billboard
• Write and send out a diocesan, local newspaper or media outlet press release: Sample Press Release
• Write an article about your parish adoration for your local diocesan or other news or media outlet. Post on your parish website. We could help you with that and/or author it. Inquire about your media outlet’s requirements for number of words etc.. Submit it to us for posting on our Gallery of Adoration Chapels and e-newsletter.  Here is a detailed sample: St-Oscar-Romero-starts-perpetual-adoration.pdf
• Invite parishioners to a meal or refreshments (pot luck is one option) and promote adoration there through a presentation etc.
• Coronavirus Adapted Sign-up methods – used when paper/pencils were banned  – or call everyone on parish telephone lists
• Posters: webtools.kolbenet.com/shopcart.php?n=4&cat=Posters
• Posters: Eternal Life Catachetical Materials by Fr. John A. Hardon, SJ. Catholic Teachings Roman Catholic Church
• Offer a guided holy hour to invite/introduce newcomers to adoration. Sample format a coordinator used – Introduction to Adoration – Guided Holy Hour. She published this invitation with her name where there is an X:  “Intro to Adoration – 6 p.m., [date]. Everyone who would like to know more about how to pray in Adoration or who may be intimidated by it is invited to attend a Holy Hour guided by X.”

ORGANIZING ADORATION

PEA ORGANIZATIONAL GUIDELINES – COORDINATING TEAM KIT – Click HERE to open/download

• Simply adapt things if parish is not having round the clock perpetual adoration (i.e. adorers and captains are only needed for the hours you will have)
• If we are leading your organizational meeting virtually through a video conference (i.e. Microsoft Teams, Zoom, Skype, Zoho meetings) make sure you have strong enough Wifi in the room!
• Those who prefer to lead the meeting themselves and for the do-it-yourself option, use this brief guide on  How to lead the coordinating team organizational meeting or contact us for more detailed guidelines.
• If we are not sending someone in person to your parish to lead your organizational meeting, print from this kit and bring to the meeting:
  • A maximum of 30 stapled copies of pages 1-7: (one for every person who will attend), and 6 stapled copies of pages 8-14 (for clergy, head coordinators, 4 division leaders)
  • 2 copies – 1 for head coordinators, 1 to be shared by 4 division leaders of the 4 Division Leader Schedules (Morning, Afternoon, Evening, Night) in Microsoft Word format – for completing on computer or by hand. Here is another version that needs to be printed at 90% size for these 4 Division Schedules to fit on 8.5 x 11″ pages
  • 5 copies – 1 for each division leader and 1 for head coordinator: Division Leaders Script for initial scheduling calls (this is based on the guidelines page 9-10 of the Organizational Guidelines Kit, for those who need or prefer a script)
  • If you used an Invitation that lists specific days and hours included in Endnote 1 below, one copy of this  Tally Chart – Hours Sheet. If you have time before the meeting, use the completed Invitation (sign-up) forms to fill out this chart. Share the results at the meeting.
  • At least one copy for the head coordinator and team – Attracting New or More Adorers
  • At least one copy – Outreach calling script which your team could use to call all parishioners on parish lists who may be away from church and the Sacraments or who are not already scheduled adorers
  • One copy – Organizational Meeting – 4 Table signs to place on 4 tables/areas. If possible, before the meeting have four or five tables set up in the room, one for each time division you will have (i.e. if no Night adoration, omit Night sign/table).
  • Bring pencils
  • Optional – name tag stickers with pens or markers to fill them out (or you can make most before if you know who may be attending).
  • One copy for Head Coordinator –  Agenda for 2nd Meeting for Core Team after calls are made
  • In future, once all of the hours have been scheduled you can give this to the 24 Hourly Captains – much of the info. is in the Adorers Welcome Kit below:  Hourly Captains call SCRIPT for once adorers are scheduled
  • Additional bulletin Insert: Our New Adoration Schedule Begins this Week! (Editable Canva template) or in pdf format
  • HERE is a document on how to use AdorationPro scheduling system if you want to consider trying it.

ADORATION SCHEDULING SYSTEM OPTIONS

• Free Microsoft Excel adoration scheduling system: Schedule of Adorers database (for up to 15 adorers per hour) – Plus Coordinator & 1st Adorer Lists   The data you add flows into printable daily/weekly adorer sign-in sheets to be placed in a sign-in binder at your chapel entrance.
  • • This database/workbook helps you to compile a list of adorer emails and phone numbers, so you can send emails and texts if needed. It does not include automated texts, emails or calls for substitution and messaging.  Give the above link or copy of this database to your Database Manager.
    • For the organizational meeting, print only the sheet in this database on the far right called “Coord Mtg Sign-in” to take attendance of those interested in helping to organize the adoration. Before the meeting, if time, type in the data for those who want to coordinate or who were invited to the meeting.
• Add an online sign-up form like THIS to your parish website.
• Add a free Google survey/doc to your parish website to create an online sign-up.
• AdorationPro:  Otherwise, for a significant amount of scheduled adoration, if you want to run adoration with fewer coordinators (perhaps even no hourly captains), and/or want more automation, we recommend  AdorationPro. 
  • • HERE is a document on how to use AdorationPro scheduling system.  If you would like to try it, please enrol using this referral link form HERE which is also included at our AdorationPro webpage. If you instead sign-up directly on AdorationPro’s website, please choose the product you want, then select the word “Other” and write into the line beside it: “EA referral” and they will apply the discount. Become one of our first referrals!  Once you enroll they contact you to set it up for you.
    • To learn more about it and for training purposes see: Admin Tutorials: https://www.parishsolutionsco.com/aphelp.html and Adorer Tutorials: https://www.parishsolutionsco.com/adorer-help.html)
    • When adorers need a substitute they can request one via their mobile phone, Ipad, computer, which eliminates the need for most phone calls. Initial scheduling calls after the paper and pencil sign-up weekend will still need to be made by your coordinators though.
    • AdorationPro above does not require adorers to use passwords or user accounts to request substitutes through their phone.
• Adoration Servants free adoration scheduling software:  If you want some automation, but can’t afford the monthly fees, this free version offers automated emails and texts. Adorers who want to use it to request a substitute need to log in with their password. Contact Adoration Servants before the weekend or send them your data after to set it up.

Other organizational materials (copies not needed for the first meeting)

• For smaller parishes, fewer hours or if you prefer to give adorers a Master List of all Adorers, you can use this and delete hours: Master List of Adorers
• Already included in above PEA Organizational Guidelines – Coordinating Team Kit, as individual documents if you need to email or give to a new Hourly Captains who cannot attend the organizational meeting:
  
  • • • The Role of the Hourly Captain & Adorers Practical Tips & Responsibilities
      • Hourly Captains Weekly Chart
• Head Coordinator arranges with parish staff to put a weekly Eucharistic quote in parish bulletin after weekend to continue to motivate adorers – Eucharistic Quotes database
• Optional – Put in the binder at the chapel entrance with the daily adorer sign-in sheets:  Testimonial of graces granted form
• From the Real Presence PEA Manual (since  http://www.therealpresence.org  displayed as  “not  secure”  in  browsers):
  • PEA Manual – _Time Change – Spring_ Sign
  • PEA Manual – _Time Change – Fall_ Sign
  • PEA Manual – _Two Adorers Goal_ Sign
  • PEA Manual – _Chapel Locked from 9pm – 6am_ Sign
  • PEA Manual – _Chapel Closed for Triduum_ Sign
  • PEA Manual – _No Unsolicited Material_ Sign

 

ADORER WELCOME INFORMATION PACKET – Click HERE to open/download

• • Edit your customizable 2 pages: Adoration Chapel Particulars template
  • Reminder: add to each individual adorer’s packet the completed Hourly Captains Weekly Charts from the organizational kit above – one chart for the adorer’s hour, one chart for the hour before their hour and one chart for the hour after their hour to help adorers to find their own substitutes.
  • If you plan to use the optional AdorationPro scheduling system here is a document you can modify and include in your Adorer Welcome Packet.
  • If you plan to use the optional AdorationServants free scheduling system include some instructions for adorers on how to use it in your packet.
  • You could add this page or otherwise when the time changes there may be some hours with double adorers: How to schedule adorers around Daylight Savings Time
  • Substitution Process – additional optional flyer

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Alms are needed to help us to expand and maintain Eucharistic and perpetual adoration – can you make a donation or payment HERE?

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ENDNOTES

Endnote 1: Related to the above Pastor or his delegate(s) Info Kit

Only in case needed:

• Version 1 – Invitation to a Weekly Holy Hour – 2 on a page
• Version 1 – Invitation (French)
• Version 2 – Invitation to Weekly Holy Hour (days and 24 hours listed) – 2 on a page
• Version 3 – Invitation to Weekly Holy Hour (days and no night hours) – 2 on a page
• Version 4 – Invitation for Adoration (daily 6 a.m. – 9 p.m.)
• Version 4 – Invitation for Adoration (daily 6 a.m. – 9 p.m. – choice of 2 locations for adoration)
• Version 5 – Invitation for Adoration (daily 9 a.m.- 9 p.m.)
• Version 5 – ITALIAN Invitation for Adoration (daily 9 a.m. – 9 p.m. Italian)
• Version 6 – Invitation for Adoration  (Monday to Friday 9 a.m. – 9 p.m.) Spanish
• Version 6 – ITALIAN – Invitation for Adoration (Monday – Friday 9 a.m. – 9 p.m. Italian)
• Invitation to a Weekly Holy Hour 1 or 2 LOCATIONS editable (if your goal is perpetual or less you can use this)
• Invitation to a Weekly Holy Hour 1 or 2 LOCATIONS SPANISH editable (if your goal is perpetual or less you can use this)
• Invitation to a Weekly Holy Hour EVENING & NIGHT SHIFTS ONLY
• Invitation to a Weekly Holy Hour SPANISH EVENING & NIGHT SHIFTS ONLY
• Invitation-for-Adoration-6pm-6am-2-per-page
• Invitation for Adoration SPANISH 6pm-6am ONLY
• Version 1 – Invitation to a Weekly Holy Hour – editable document in Word
• Version 2 – Editable  Invitation_APEA IE_1_per_page_editable
• Sign-Up form – for one hour before or after Masses.
• Contact us if you need us to customize an Invitation sign-up form more to specify only the days and hours you need on it.
• Adoration Chapel Particulars template (so pastor knows what info is needed for the Adorer Welcome Information Packet)

Already included in the Pastor or his delegate(s) & parish secretary’s Info Kit above, given here as individual pages (suggested bulletin inserts and/or for pre-evangelization sermons):

• • What is the Eucharist & What is Eucharistic Adoration? (1 double-sided page)
  • PEA – A Call to Holiness & Personal Relationship with Jesus (1 side of a page)
  • Prayer of Consecration to Our Lady of the Blessed Sacrament (1 side of a page)
  • PEA Manual – _Call to Adoration_ Flyer (single-sided)
  • Twelve Biblical Reasons for Spending an Hour With Jesus in the Blessed Sacrament (1 side of a page)
  • Twelve Reasons from Church Teachings to Spend Hour with Jesus in Blessed Sacrament (1 side of a page)
  • How to Make a Holy Hour (1 side of a page)
  • Ushers Instructions (for 15 minutes before sign-up weekend Masses)
  • Bulletin & Pulpit Announcement (for 1-2 weekends before the sign-up)

Endnote 2: Additional optional prayer, pre-evangelization bulletin inserts, homiletics, promo flyers

Other sample prayers that can be recited at Masses before your sign-up or used as bulletin inserts:

• Prayer for the Spread of Perpetual Adoration
• Prayer card for the Spread of Adoration version 2
• Prayer for an Adoration Renewal Revival Boost or anniversary
• Prayer to Our Lady of the Blessed Sacrament
• Prayer for Victory

Alternative bulletin inserts – permission is granted to print/use anything in the Real Presence PEA Manual such as:

Note:  Double-sided bulletin inserts can be made using two pages.

Promotional Flyers (not included in our Pastors kit above):

• Promo EAC – 12 Biblical Reasons to Make a Holy Hour flyer
• Promo – 2 page folded – Come Let Us Adore Him
• Promo – Monstrance flyer
• Promo – The Importance of a Specific Hour flyer
• Carlo Acutis – His Life and Legacy – pamphlet format
• Eucharistic Miracles of the World – one page
• What is Adoration – Why is it Important? – pamphlet format
• Benefits of Nocturnal Adoration – pamphlet format
• Welcome to Adoration flyer
• Eucharistic Adoration – parish brochure template

Endnote 3: Optional social media graphics (not in any of the materials above)

Canva – adoration posters, graphics, images, pamphlets, post cards etc. that you can use and edit for free:

• Canva materials – O Come let us adore Him flyer
• Canva Pro is available to nonprofits for FREE! – eventually you may want to start a Canva design account and make your own. Canva basic is available to others for free. Learn more here: https://www.canva.com/help/canva-for-nonprofits/
• New to Canva? Check out these quick overview videos (especially the Easy Editing video if using one of the templates provided below): https://www.canva.com/designschool/tutorials/getting-started/
• Canva materials – pew postcards
• A few sample screenshots of the editable materials at this link HERE are below:

 

Other Graphics:

• • Catholic Link – 8 ways to Pray during adoration
  •  Steps for Eucharistic Adoration

• More links for graphics are on this page: True and perpetual Eucharistic revival – EUCHARISTIC ADORATION
• Sample Marketing Toolkit used by one diocese to promote to all parishes. Note: we would add the efficient method of having a paper and pencil sign-up which should be completed DURING all of the sign-up weekend Masses to maximize number of parishioners that sign-up for a weekly holy hour.

• • Canva materials  – Eucharistic Adoration graphic with Monstrance
  • The Eucharist – USCCB Infographic

Endnote 4: Other information

• A brief general guideline on How to Start Eucharistic Adoration – overview of the traditional method
• Some materials from the Real Presence Eucharistic Education and Adoration Association were included above from their PEA Manual.

In closing, our goal is to promote or provide effective and orthodox resources that are faithful to the authentic teachings of Jesus Christ.  We thank and give credit to everyone who helped prepare or shared materials. We are open to suggestions for improvement. Thank you for your efforts!