Vital Coordinator & Parish Resources database & Manual

PREPARATION & ADORATION MARKETING TOOLKIT

For Parish Priest or His Delegate(s)/Coordinator & Parish Secretary

Click here to download Zipfile of all documents (coming next week)

Suggested timeline: You can start forming a team and planning before this begins.  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.  Allow also 4-6 weeks (or longer) after the weekend for organization (before your new adoration expansion start-up date). If everything is ready and organized and adorers are scheduled, you could start your new adoration schedule earlier.

The following materials are for the parish leadership team preparing for sign-up weekend. If you have trouble printing in Firefox Internet browser, download them first or try a different browser. Some pages contain links which can be opened when viewed on computer.

• Cover page
• Commitment to Adoration
• Organizational Chart for Perpetual Adoration
• Instructions to Prepare for Sign-Up Weekend (Includes “Optional Additional Marketing Tools & Methods for Recruiting Adorers” in Endnote 3 below).
• Parish Clergy Guidelines for Location Preparation
• Sign-Up form version 1 – Invitation to a Weekly Holy Hour (2 on a page) See Endnote 1 if you prefer one that lists days and hours of the week (instead of just the four time divisions) or a customized form with specific days/hours only.
• Week 1 until campaign ends pray: Parish Prayer for Adoration (PDF | Cards in Shop | Stickers in Shop | Canva template)
  • Pray as a parish out-loud at Masses during announcement time or immediately after Final Blessing. Photocopy; publish in parish bulletin, social media; hand out or put cards in pews or hymnal racks etc.; or add stickers in hymnals.
  • Alternatives or additional prayers:
    • Prayer for Eucharistic Adoration and Frequent Communion (PDF |  Cards in Shop | Canva)
    • Parish Adoration Renewal Prayer (PDF | Cards in Shop | Canva)
    • Prayer of Consecration to Our Lady of the Blessed Sacrament
    • Prayer for Perpetual Adoration
• Homiletics and promotional inserts for bulletin, social media etc:
  • • • 1-2 Weeks before Sign-Up Weekend: Bulletin Pulpit Announcement
      • Week 1 Announcement Our Parish Has Launched Adoration Campaign
      • Week 2 What is the Eucharist? What is Adoration? (double-sided)
      • Week 3 Adoration A Call to Holiness & a Personal Relationship with Jesus (single-sided)
      • Week 3 He is Waiting for You in Eucharistic Adoration (single-sided)
      • Week 4 Twelve Biblical Reasons for Spending an Hour with Jesus  (single-sided)
      • Week 4 Twelve Church Teaching Reasons for Holy Hours (single-sided)
      • Week 5 PEA Call to Adoration Flyer (single-sided)
      • Week 6 How to Make a Holy Hour flyer (PDF single-sided | Shop 200-400 Holy Cards, Free ship, English, French, Spanish | Canva
      • Our New Adoration Schedule Begins this Week! (Editable Canva template) or in pdf format
      • Good insert for an adoration booster/renewal weekend:  The Value of Sacrifice
      • See Endnote 2 for additional and alternative pre-evangelization bulletin inserts/hand-outs, homiletics, and promotional flyers.
      • Flocknotes, e-messages or web-notices, sample promo messages
• Adoration Chapel Particulars template (so pastor knows what info is needed for the Adorer Welcome Information Packet)
• Sample sign-up sermons or lay presentation: 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 and head coordinator’s email, to receive Sample Adoration Sign-Up Sermons with Sign-Up Instructions which have the key preaching points (and text or video of lay personal sharing with the sign-up instructions to be delivered after Holy Communion during Mass).
• Marketing: Sermon Talking Points Promoting Eucharistic Adoration
• As mentioned above, “Additional Marketing Tools & Methods for Recruiting Adorers” are included in Endnote 3 below.

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!
• For those who prefer to lead the meeting themselves or for the do-it-yourself option: How to lead the coordinating team organizational meeting or contact us for more detailed guidelines.
• As outlined above already in the Instructions to Prepare for Sign-Up Weekend in the Preparation & Adoration Marketing Toolkit, if we arenotsending someone in person to your parish to lead your organizational meeting, print from this kit and bring to the meeting:
  • Up to 30 copies of pages 1-7 stapled together (sticky note: one for every person who will attend meeting)
  • 7 copies of pages 8-14 stapled together (sticky note: for clergy, 1-2 Head Coordinators, 4 Division Leaders)
  • 2 copies (sticky note: 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 (sticky note: 1 for each Division Leader, 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 1 copy (sticky note: for Head Coordinator and team): Attracting New or More Adorers
  • 1 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).
  • At least 1 copy (sticky note: for Head Coordinator) of Outreach calling script  – 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
  • 1 copy (sticky note: Head Coordinator) –  Agenda for 2nd Meeting for Core Team after calls are made
  • 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 the meeting.)
  • 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
  • Document on how to use AdorationPro scheduling system if you want to consider trying it.
  • Other organizational materials (copies not needed for the first meeting) are included in Endnote 5 below.

Adoration Scheduling System Options

Choose one scheduling options  as mentioned in the instructions to prepare for sign-up:

• 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.
• 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
• 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.
• AdorationPro:  Otherwise, for a significant amount of scheduled adoration, if you want to run adoration with fewer coordinators, and/or want more automation, we recommend trying  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.

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.
• Add this page or 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
• For small parishes, with few hours or if you prefer to give adorers a List of all Adorers, you can use this and delete hours: Master List of Adorers

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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: Alternative Sign-Up Invitation forms (only if needed)

Ensure sign-up sermon (lay appeal)sign-up instructions match chosen form:

• • Version 1 – Invitation to a Weekly Holy Hour – 2 on a page (same link given above)
  • 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.

Endnote 2: Optional additional or alternative prayers, bulletin inserts, homiletics, promo flyers, posters 

Prayers:

• 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

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

Permission is granted to print/use anything in the Real Presence Perpetual Eucharistic Adoration Manual such as these bulletin inserts or homiletics:

Promotional Flyers:

• 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

• Attracting New or More Adorers
• Goals for Parish Adoration checklist
• As outlined in our preparation kit above, if possible, have a paper/pencil (card/pen) sign-up weekend since it has been a most efficient and effective which is completed during all of the sign-up weekend Masses to maximize number of parishioners that sign-up for a weekly holy hour. 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 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 parishioner is a neat idea if you have the time and prefer this over paper and pencil sign-up.
• Send regular mail 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 (Canva template) – Endnote 3 below has more info/samples
• 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.
• Lead a guided holy hour to invite/introduce newcomers to adoration. Provide copies so people will pray along such as: Eucharistic Holy Hour with Imprimatur.  Sample format a coordinator used – Introduction to Adoration – Guided Holy Hour. She published this 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 is invited to attend a Holy Hour guided by X.”
• Use videos as part of your pre-evangelization and catechesis: Adoration Videos
• Personal Testimonials:
  • • Invite your parishioners to submit brief written or adoration testimonial videos (i.e. 1-2 mins) and promote them on your social media accounts.
    • 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.
    • Eucharistic Adoration Testimonial Template
    • Promote Adoration Testimonials & Videos
    • Testimonials
    • 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 also testimonials. 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 inauguration launch date.
• Have your adoration ministry coordinating team wear and offer parish adoration merchandise while promoting at Masses and events.
• Consider giving free promotional products, such as t-shirts or something lower cost, to all who sign-up as an incentive or sell them.
• Contact a local Catholic radio or tv station and do an interview
• Use signage – some low cost custom banners and flags can be ordered online or locally 
• Install 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 (a pot-luck social is one option) and promote adoration at this event e.g. Adoration Videos
• Coronavirus Adapted Sign-up methods – used when paper/pencils were banned (or call everyone on parish telephone lists)
• Posters: Eternal Life Catechetical Materials by Fr. John A. Hardon, SJ. Catholic Teachings Roman Catholic Church

Endnote 5: Other Organizational Materials (copies not needed for the first meeting)

• 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 to put in the binder at the chapel entrance with the daily adorer sign-in sheets:  
  • Testimonial of graces granted form
  • Prayer Petition 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

Endnote 6: 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!