Making a Show - a workbook for Church Tents at County Shows

 

 

 

 

2.      If possible run a training session to help people to make the most out of the church’s presence there, engaging in conversations, working as a Team, sharing the faith, etc. At the very least Team members should be asked to consider good service in shops, pubs and restaurants. What helps them and makes them feel at ease and comfortable and that they are valued? These same principles should be applied to guests who come to the Church Tent.

3.      An executive group or designated site manager should have the final say on how much space/tables each organisation is allowed and if possible draw up a site plan beforehand. Everyone will want and think they have a right to more space and tables than is possible!

4.      Setting an overall theme can prove very useful and help to give a coordinated feel to a church tent rather than it being a mere jumble of various agencies or whatever. Most County Shows have a theme for the year and it may be helpful link in with that. Alternatively there may be an ‘International Year of…’ or some other topical theme. For example ‘International Year of the Child 2009’.

5.      The overall key is to be both engaged and yet distinctive.  People should be able to see that this is the Churches Together and feel comfortable about engaging with it.  This should be in an easy and non-threatening manner so those who do visit the Tent do not go away feeling ‘got at’ under the guise of being offered a cup of tea/coffee.

6.      Churches Together – people are aware of the different denominations and are sometimes confused and puzzled by them. Although not always easy it is worth making every effort to ensure that the church tent and its ministry is as representative of the churches working together as possible. Be aware, however, that there may be Christian groups who would want to distance themselves from the Churches Together Tent and may set up at a Show independently. Continue to keep open channels of communication with them and seek to allay their concerns with love and grace. There may also be non-orthodox ‘Christian’ groups there or these days, other faith groups. An agreed plan of approach is the wisest policy. Try not to get into arguments, but use love and courtesy.

7.      Chaplains (or Duty Ministers) and ‘team’ members – most church tents will have these two basic groups. Broadly speaking Chaplains/Duty Ministers are available to speak and engage with people at, in and around the church tent and across the Show Ground. The ‘team’ members would be those who provide the refreshments and floral displays, offer general help in running the church tent, maybe looking after games. This does not mean that Chaplains should not serve and help or that team members should not talk to people. However Chaplains/Duty Ministers will have the skills and training to converse with people and more particularly any ‘difficult’ conversation. Any team member engaged in conversation who finds they are getting out of their depth should refer on to a Chaplain/Duty Minister. It also needs to be borne in mind that Chaplains/Duty Ministers are part of the Team, by which we mean ‘everyone’ involved with the church tent. For clarification word Team (upper case T) is being used when referring to the full Team which includes everyone, and team (lower case) when referring to those whose role is described above, acting as general helpers in one kind of way or another. Similarly when ’Chaplain’ is used it is also to be assumed we mean Duty Minister or other agreed title.  

8.      Abide by the rules of the Show Committee which may restrict certain activities. For example giving balloons is now banned at most Shows as is the distribution of leaflets beyond a certain distance from the official church tent patch. It may be frustrating, but live with it and show good grace.

9.      A simple mission statement will help clarify why the church should be present at a Show. The Royal Cornwall Show Tent Committee has, as its mission statement, ‘to remind people of a past Christian inheritance, to display current engagement and to offer real hope for the future’.

10. The day before the show deliver a small flyer to all the stands if at all possible, ashappens at the Royal Norfolk Show .The flyergives basic, brief and relevant details about where the Church Tent isand some idea about what is on offer, for example free refreshments /a place to relax. This gives invaluable opportunity for contact with stallholders, however do be aware of how busy they may be and the pressure of time they may be under to get done.

11. Consider putting on a ‘special tea’ for a particular group at the Show, the Show Committee for example.

12. If taking photographs be aware of issues around taking pictures of children. If possible ask permission or post a notice asking to be notified if someone objects.  

13. There is a difference between a church tent at a County Show and a Church Fete! The primary role at Shows is never to make money, so playing on the Games, the Bouncy Castle or whatever is offered free. However, be sensitive to those around who might be asking people to pay for such activities as the Bouncy Castle, although opportunity could be given for donations or a notice posted outlining cost. Of course books for sale and other items from Fairtrade for example are a direct sale with cost. Try to avoid the white elephant stall and things like tombola and raffles! It is vital that personal are not overstretched and that only what can be managed and controlled is attempted. For example, at least two people dedicated to look after something like a bouncy castle are needed if it does not have its own operative.

14.  needs to be topical/relevant attention- grabbers .This should be outside the tent unless the weather or Show laws prevent this. For example you might be able to invite the Mission Aviation Fellowship with their Cessna plane, or perhaps a local Chapter of Christian Bikers, also a number of charities and organisations have dedicated and liveried buses. Try to draw in local talent but do not get stuck in a rut by having the same people year on year, ring the changes. For example a clown one year, a magician the next, face painting and power beads another year. Garden games work very well as a way of breaking the ice, allowing people space to play and giving openings for conversations. Chaplains/Duty Ministers and some team members need to know how to work such games and use them as a way of engaging with people. Games cannot simply be ‘dumped’ and expected to ‘work’.

15. If there is someone who runs a farm possibly arrange for some petting animals. But be aware of Health & Safety rules that must be complied with, for example where the animals are sited in relation to the refreshments, the availability of hand wipes or spray, etc.

16. Avoid aggressive evangelism. There should be every opportunity for people to ask questions, offer prayers, perhaps setting up a prayer tent area, whilst also ensuring that appropriate literature is available.  It is there on offer!

17. Age balance – the church tent offers an opportunity for all ages to get involved. However you do need to be aware of Child Protection issues, health and safety matters especially where there is hot water or drinks involved.

18. Structured Worship/Prayers – these could take place at certain given times during the day, possibly to start and to finish the day and/ or lunch time as well. Alternatively short prayers might be offered on the hour every hour. Some of the prayers from the prayer tent could be used, or about the displays in the church tent or indeed anything appropriate.  At the Royal Norfolk Show there is a tear off notepad on each table on which people can write their prayer requests which are included in the formal devotional times.  Try not to make these times overly complicated and, if this takes place in the main area, be aware that things may still be happening so it may not be easy to gain total silence and attention from everyone!  A whiteboard could be set up with the hours and Team members invited to put their name against a slot. Alternatively the pattern for the Suffolk and Royal Norfolk Shows is that this is arranged in advance. People need to be made aware of these times. It is good if someone is given the responsibility for this whole area of prayer. Be respectively bold and gracious. It does interrupt, and rightly so, for God is much bigger than any human agenda.

19. Some larger Shows have an opening act of worship on the night before the Show opens.  It is worth working towards this if it is not already part of the set up. It may be possible to see all the Chaplains ‘commissioned’ at any opening act of worship. At some Shows the Show Committee give membership tickets to the Chaplains because they value their ministry. Sometimes these acts of worship can become turgid and dull, so try to keep them lively and make use, if possible, of local talent- a local band, school choir, group, etc. Both the Devon County and Royal Cornwall Show follow this act of worship with a reception back at the church tent (with the bishop providing a barrel of beer!). This all helps the church tent feel lived in and ensures that by the night before the Show opens the tent is ready.  

20. Try to arrange for someone to stay on site.  You may be able to get permission to site a caravan as part of your pitch as at the Suffolk Show.  Or it might be that someone camps out in the marquee.  This is one way you can offer 24/7 chaplaincy cover during the whole time.

21. Chaplaincy Rotas. During show days it is a good pattern to have at least one Chaplain inside the tent and two out on the Showground.  Try and ensure you have as much cover as you can without overstretching people, perhaps setting times for Chaplains to be on duty, maybe at 1 or 2 hour blocks of time. It might be good to section off the site so the allocated Chaplains move around a particular patch and do not all cover the same ground or stall holders, as practised in the Royal Norfolk Show. Then a Chaplain is free to minister outside their designated area. If returning Chaplains are allocated the same area this can give them an opportunity to develop a relationship with stall holders year on year.  The Chaplains need to be clearly and easily identified and it is good if clergy are on duty that they wear their clerical collars or similar means of identification.  These rotas need to be posted so the Team know who is on duty and where. This could also include the use of mobile phones or the setting up of two-way radio links with Chaplains away from base to cover any emergencies.  An alternative to Chaplains or in support of them might be a ‘ministry team’ who could be responsible for the prayers (whilst getting others to contribute), be available, perhaps even prayer walking the site and giving prayer cover before, during and after the Show.  

22. Children – try to think of all ages and have something on offer but do not offer to run a crèche unless it is very clear what is being taking on. Again the garden games work well with children.  Also if there is the space put up another gazebo inside the church tent with a play parachute to make a dedicated children’s area.  If possible find some old but decent carpet to put down.  Babies and toddlers get fed up with being stuck in strollers all day and welcome a bit of space where they can safely crawl around for a while.

23. Schools usually visit the Shows on certain days, most often in a three- day Show this will be on the Friday. Is it possible to work with the schools in producing some kind of display? For example linking in with the theme they could write prayers and draw pictures for the church tent. When they come to visit they will be pleased to see their work on public display. And do remember that children and young people like to collect Goody Bags filled with small items and literature (no balloons) and stickers.

24. Refreshments – can form the backbone to any church tent but can also become the one dominant feature. Again it is important to ask why they are being offered.  Health and safety is very important and it is vital to keep up to speed with all the latest legislation.  For example it is not permissible to offer anything beyond wrapped biscuits. It may be possible to have a spray hand wash available for guests before they have their refreshments.  Try if at all possible to use real cups and saucers and maybe mugs.  Ensure fair-traded goods are used and advertise them.  Because of legislation a fixed charge cannot be made but donations can be accepted.  Thus be aware of security and if possible arrange for some on-site banking.  Think about washing up, tea towels and the myriad of other items that will be needed.  It is easy to slip into type here and so if possible ask a group of men to take on this task! A dedicated person with responsibility to oversee this area is crucial. A pattern that has developed at the South of England / Royal Norfolk Shows is that oneor morechurches takes on the responsibility for a day or half day. They sort out who is coming, how they will get there and some very often make it a kind of church day out. 

25.   If you have the space you might want to offer a ‘left items’ facility, but always clearly marked at their owners’ risk.  You can buy very simple large strong plastic shelving from DIY stores. Put it in a secure place and maybe offer a simple raffle ticket with a duplicated number.