The Sharpening Project

Event SOPs &
Scheduling Guide

Standard Operating Procedures for All Program Events

1

Kickoff Event SOP

To introduce students, parents, and mentors to The Sharpening Project, establish relational warmth, set expectations, and cast vision for the program year.

Schedule

  • Leadership arrival — 30 min early
  • Greeting & check-in (10–15 min)
  • Hangout with games, snacks & connection
  • Welcome message
  • Program explanation (Why, Goals, Expectations)
  • Mentor introductions
  • Closing prayer
  • Cleanup

Required Items

  • Snacks & drinks
  • Outdoor games (Football, Frisbee, Spikeball, Cornhole)
  • Tables for check-in
  • Printed waivers & info sheets
  • Trash bags
  • Portable speaker

Leadership Roles

Program Director
Leads communication & flow
Mentor Coordinator
Manages mentor introductions & logistics
Media / Liaison
Communication with families
Head Advisor
Spiritual covering & guidance
2

Weekly 1-on-1 Meeting SOP

To build consistent, intentional discipleship between mentor and student in weekly sessions.

Meeting Structure

  • Minimum 2 hours
  • Meet in public or parent-approved locations
  • Use program Bible study material
  • Prayer, accountability, and encouragement
  • Communicate with Mentor Coordinator weekly

Safety Requirements

  • Parents must know meeting location & time
  • Meetings must be public or explicitly parent-approved
  • Students must have active communication access
3

Monthly Large-Group Meeting SOP

To build community, allow natural mentor–student bonding, evaluate leadership health, and provide a Christ-centered devotional.

Event Timeline

00:00
Hangout & Fellowship — Games, snacks, conversation, natural bonding
1:40
Leadership Evaluation — Quiet observational evaluation; no interruptions
1:50
Devotional — Short teaching, prayer, announcements
2:10
Wrap Up — Close out, cleanup, final conversations
4

Event Preparation Checklist

Reserve location or confirm park availability
Confirm backup plan for weather
Prepare group message announcement
Send RSVP at beginning of month
Prepare snacks & drinks
Bring game equipment
Leadership arrives 30 minutes early
5

Communication Protocols

  • Monthly RSVP sent at beginning of each month
  • Weekly reminders until all respond
  • Weather updates sent 3+ hours before event
  • Media/Liaison Coordinator handles all messaging
6

Safety & Environment Protocols

  • No private indoor meetings
  • All meetings must be public or parent-approved
  • Parents must know meeting time & location
  • Emergency info available during events
  • Photos only taken with parental consent
7

Supply Lists

Football
Frisbee
Spikeball
Cornhole
Soccer Ball
Snacks for entire group
Water bottles
Trash bags & napkins
Portable speaker
8

Leadership Roles During Events

Program Director
Oversees event flow & leadership
Mentor Coordinator
Tracks mentors & weekly updates
Media / Liaison
Handles communication & RSVPs
Head Advisor
Spiritual covering & guidance