Block Party Trailer Operation and Procedure Manual

It is extremely important that all equipment is secured properly with bungee cords in the trailer. Follow the trailer diagram for a view of equipment placement. Please load carefully to prevent equipment damage. Here are a few guidelines for loading:

1) First load the hotdog machine into the back right corner.

2) Replace the popcorn machine in its proper place.

3) Replace the wooden shelf above the popcorn machine.

4) Put the two tents in next.

NOTE:

5) Follow the place diagram on the BPT door to replace the remaining items.

6) Check to make sure that all the lids and caps are secured before loading.

7) Everything on the shelves MUST be secured by bungee cords.

NOTE:

8) Next, put in the tables, followed by the green cooler, the game boxes, the generator, basket of electrical cords and gas can.

IMPORTANT: Make sure the gas can is empty and secured.

There are several advantages to having access to the portable block part trailer and being involved in this kind of ministry. Once you become familiar with utilizing the block party concept for outreach, new works, or church growth, then opportunities will present themselves at every turn.

Outreach in apartment complexes

Outreach in manufactured homes complexes

New subdivisions within a church field

Inner city ministries

VBS preparation day or parent’s night

Preparation for revivals

New work starts

Fairs and festivals, and the list goes on…..

A Block Party Trailer affords the opportunity for conducting Evangelistic Block Parties for groups who might not otherwise be able to afford one. Since the trailer is mobile, it will also provide the opportunity to have more block parties than otherwise could be held.

All scheduling for the Block Party Trailer is done through the Association Ministry Assistant. The trailer will come to you equipped with the following:

Snow Cone Machine

Cotton Candy Machine

Popcorn Machine

Hot dog Machine

Inflatable

PA System

Radio/CD Player

Four Pop-Up Tents

Four 8’ Tables

Generator

First Aid Kit

Four Extension Cords

Various Coolers

Since there is considerable investment in the trailer and its contents, users are asked to take the greatest precautions and their care and use. The trailer should be secured from the time it is picked up until the time it is returned.

Churches should contact the Miami Valley Baptist Association Ministry Assistant for availability at mvbaohio@yahoo.com. If the requested date is available, the church’s name will be listed on the calendar. Requests are honored on a first come first served basis. It is the requesting church’s responsibility to make sure that their request gets into the MVBA office as soon as possible. It is recommended that reservations be made at least one month in advance of any planned evangelistic outreach.

Please keep in mind that when you reserve your dates, transportation needs to be included when booking the trailer. Use:

Priority will be given first to evangelistic efforts and then to church planting efforts. The trailer is intended to be used as a packaged resource. Equipment will not be booked separately or removed from the unit. Churches using the equipment are RESPONSIBLE FOR CLEANING AND REPLACING THE EQUIPMENT IN ITS PROPER PLACE. Churches should notify the Association Ministry Assistant at once of any malfunctioning or missing equipment.

The churches are expected to pay for their own food supplies (popcorn, snow cone syrup, cotton candy sugar, etc.) and paper products (snow cone cups, popcorn bags, etc.) If you prefer to order your own supplies they can be ordered from Gold Medal Products, (513) 769-7676.

Churches are required to secure any permits or licenses required for their area.

The trailer is provided as a free service to churches within the Miami Valley Baptist Association. There is no fee or charge involved.

There will be a fee for non-MVBA churches

There is a statistical report in the trailer that each church must to complete at the conclusion of their event. This is critical information and allows us to evaluate the effectiveness of the ministry as well as keep up with equipment maintenance.

There is also be an incident report available in the trailer that MUST be filled out if anything happens that the association needs to be aware of. If any injuries were incurred which required the usage of the first-aid kit they must be listed on this report regardless of how minor they may appear.

We would also ask that you send us written testimonies to tell us how God used the trailer to advance kingdom work through your ministry.

PREPARATIONS

Listed below are some things that are essential to a successful Block Party. Again, the following is not an inclusive list, but will cover most of the crucial areas.

Selecting a date that is allows for the greatest number of people to attend is very important. For example, in the summer, children are out of school; in the late evening, families can attend. Also, you need to take into account other events such as Little League playoffs, fairs, Vacation Bible Schools, church events, etc. These all must be considered when planning the date of a Block Party.

Most believe that weekday late afternoons and evenings work best. Saturdays are often good. As a rule, anytime between 11:00 a.m. and 6:00 p.m. is considered acceptable. You need to be conscious of the culture in your community.

Announcements in community calendar programs, local radio stations, cable access, and trader magazines are all free.

Announcements in local newspapers may have some effect, but a door-to-door blitz/canvassing is often the most effective. The first blitz of your community should be two weeks in advance of the evangelistic event. Housing projects, trailer parks and housing complexes normally have a monthly newsletter of which you would want to take advantage. Advance planning is the key to a successful event!

Any promo should emphasize that everything is free and is sponsored by a church (name of your church). Either on the day of the block party, or the day before, the final blitz should be made. This should be an extensive campaign, paying special attention to those areas that have been previously canvassed. A positive church attitude is vital to the evangelistic block party. A close check insuring that all equipment is available and in working condition before the event is also very important. TRANSPORTATION

Transporting the trailer requires a hitch with two-inch ball and electrical connections. The overall dimensions of the Block Party Trailer are: 7’ x 6 ½’ x 14’. The total weight of the trailer is approximately 2,000 lbs.

The church using the Block Party Trailer is responsible for pick-up and return of the Block Party Trailer from Calvary Baptist Church (1601 Jackson Lane, Middletown, OH 45044, (937) 302-6698.

SET-UP

In order to insure that you will be serving safe and non-contaminated food, please clean the equipment before using it.

1) Upon opening the trailer, note the arrangement of the contents. It will help you later when packing (page 10).

2) Find a level spot to set up so that the machines function properly.

3) The tents are inside long black bags located on the right shelf of the trailer. Both tents will be needed if using all four machines. These are pop-up tents, and will require four people to set up. It takes only a minute. When removing the tents from the bags, be careful not to lose the stakes. Hold tent upright, each person holding a corner pole. Walk away from the center, each person pulling out their corner. Be careful that hands are not caught by the sliding metal bar. Place foot on the bottom ledge of the pole, and pull up until the center and top supports each click into place (push until you see and hear both supports click). If, during the setup of the tent, something seems to catch, do not force it. Instead, re-check to make sure all four corners are at the same point of setup. Position tent in desired area.

4) Unload and position desired number of tables. All tables that will be used for the machines must be placed under a tent. Tables should be arranged so that workers stand under the tent and lines may form outside. Only one machine may be used on a table.

Generator – the generator is gas-powered and will ONLY provide 19 amps of power. If you use all four machines, you must find a secondary power source (i.e. from church building or alternate two machines at a time). #14 extension cords are located on the wagon in a green basket. The power usage of each machine is as follows:

Snow Cone 7 amps

Hot Dog 8 amps

Cotton Candy 9 amps

Popcorn 10 amps

It is a good idea to plug the hot dog and popcorn machines into the secondary power source and use the generator for the cotton candy and snow cone machines. Often a building can provide enough power for all four machines provided you get power from different rooms and only two machines are run from each room.

To turn on generator, follow these steps:

1) Turn the metal gasoline valve clockwise to open the gas lines.

2) Click the "Choke-Run" switch on the opposite side left to "choke" which resembles "N".

3) Twist the ON/OFF dial to ON.

4) Check to see if the oil light is on and oil is needed.

5) Pull the string to crank engine.

6) Immediately click "Choke/Run" switch right to "Run".

7) Wait five minutes and then plug in extension cords on left-hand side of outlet face.

To turn off the generator, follow these steps:

1) Unplug all extension cords from outlet face

2) Twist the ON/OFF dial to OFF

3) Turn the metal gasoline valve counter-clockwise to close off gas line.

EQUIPMENT SETUP, USE, CLEAN-UP

Cleaning the equipment is very important and must be done immediately after use. If the equipment was not cleaned properly by the person using it before you, you must clean it before you use it (please let the Association Ministry Assistant know if the previous user did not properly clean the equipment). Some of the machines have special instructions regarding water, etc. Please follow these guidelines carefully. As the equipment is electrical, please unplug the machines before cleaning. NOTE: Do not use any bleach products to clean the machines; use soapy water and rags or sponges. Do not immerse ANY of the machines in water.

Wipe down all tables with soapy water, dry.

Before repacking the BPT, be sure to return all scoops, ladles, etc. to their proper places. The snow cone and popcorn machines both have equipment of this nature, so please make sure it all returns to the BPT.

It is extremely important that all equipment is secured properly with bungee cords in the trailer. Follow the trailer diagram for a view of equipment placement. Please load carefully to prevent equipment damage. Here are a few guidelines for loading:

1) First load the hotdog machine into the back right corner.

2) Replace the popcorn machine in its proper place.

3) Replace the wooden shelf above the popcorn machine.

4) Put the two tents in next.

NOTE:

5) Follow the place diagram on the BPT door to replace the remaining items.

6) Check to make sure that all the lids and caps are secured before loading.

7) Everything on the shelves MUST be secured by bungee cords.

NOTE:

8) Next, put in the tables, followed by the green cooler, the game boxes, the generator, basket of electrical cords and gas can.

IMPORTANT: Make sure the gas can is empty and secured.