Scheduling Policy¶

Owner: Director

Purpose¶

Put the right people on the right services early enough to prepare well — including the rehearsal that belongs to that service.

Schedules are published ahead of time — normal weekends and special services (Good Friday, Christmas, conferences) each have a lead time set in Our Congregation (typical: 2–4 weeks; 6–8 weeks for specials).
A scheduled teammate is responsible for the slot until a confirmed swap or release.
Only qualified people may cover a role — listed for it on the active roster, or signed off by the Worship Lead / Tech Lead (see Definitions).
Minors serving on platform follow church protection + guardian rules (see Safety & Protection).
Rehearsal is part of the schedule for band and tech. Accepting a serve slot includes the prior group rehearsal for that service. Default: no prior rehearsal → do not serve; exceptions are granted in advance, not assumed (see Rehearsal Standards).
Media at rehearsal runs house/overhead and confidence — production path is practiced midweek, not invented Sunday.

Pull series themes / pastor notes if available.
Draft band + tech needs from set complexity (tech slots include midweek).
Honor stated availability and rest rhythms — availability means rehearsal and service unless noted (musicians and tech).
Avoid burning the same “always yes” people every week.
Publish in the official tool; announce notable gaps (including media/FOH holes at rehearsal).
When someone cannot make rehearsal, resolve before Sunday: release, swap, or simplify.

Target sustainable frequency per person (typical baseline 1–2× / month, with exceptions for leaders; the church’s number is in Our Congregation).
After heavy production weeks, intentionally lighten load.

https://theonize.github.io/petra/02-scheduling/scheduling-policy/