First-Aid Issues
Maintain a stocked first-aid kit in a central location. You may also want to provide a place for guests to lie down if they feel ill.

You'll be distributing food, so be sure your publicity materials make this clear. You won't know what food allergies guests might have -- to nuts, to gluten (found in wheat, rye, barley, or oats, and certainly in the bread you'll have guests create), or to other foods.

Post allergy alert signs at the Registration Station. If you're able to have real animals at your Barnyard, be sure to mention this in case guests are allergic to animal dander.

Insurance: Make Sure You're Covered
Your church probably already has an insurance policy or policies that are intended to protect you from loss as a result of fire, theft, injury, or lawsuits. Your event is probably covered by your regular insurance, but double-check with your insurance agent to be sure. It's unlikely you'll have serious injuries, but be prepared just in case.

Facilities: Keep Your Village Safe
Most accidents can be prevented with forethought. Be sure that all electrical cords are taped down and secure. Remove any extraneous materials so excited children don't trip over boxes or containers. Lock storage areas that contain chemicals, cleaning solutions, or other toxic materials.

If a fire should break out in the kitchen, if a tornado alarm should sound in the neighborhood, if an electrical circuit should trip and the Marketplace area suddenly goes dark, if a guest should have a seizure and you have to call 911, decide now how you'll handle these unlikely events. As the Director, people will look to you for guidance.

If your event is after dark, light the parking area if possible, and have your Parking Patrol Team help guests avoid encountering traffic.

Child Abuse: Keep Kids Safe
Regular volunteers in your church's children's ministry have probably been screened for possible abuse issues, but at A Night in Bethlehem, you may have new volunteers.

Arrange for screening of all your volunteers, or at minimum provide training and accountability so no volunteers are alone with children.

Talk with your volunteers about how to handle any issues that might arise. Discuss appropriate and inappropriate responses to situations that require discipline. Remind volunteers that you expect them to model God's love in all they say and do. Also, when it comes to hugs and other touching, instruct volunteers to remember this guideline: Never touch a child in any place his or her bathing suit would cover.

• Shop projects don't rely on reading skills. The Bible Connects are verbal. The Bible Memory Makers require reading but can be read later by the child or a helper.

• The event doesn't require children to think sequentially. Shops and activities can be accessed in any order.

• Collect an offering to cover expenses. Many churches take up a supplies offering, asking for specific (consumable) supplies such as frozen bread dough, spices, or glue. Within two weeks you'll have many of your supplies in hand!

• Ask for donations of hammers, blankets, pottery, or canopies. These are household items that many people will be happy to loan. Just be sure each item is clearly marked with the person's name so you can return items after your event.

• Charge a per-child registration fee. Give discounts to families that register more than one child.

• Invite church members to sponsor shops by contributing a per-guest amount or paying for specific supplies.

• Hold a creative fundraiser! Have a hammy church leader dressed up in a Bible-times costume play the role of a “tax collector.” He or she can visit the congregation or stroll the halls, requesting “taxes” as donations for your program. Or insert stars (cut from shiny paper) into your church bulletins. Include a note asking families to return the star to you (designate a place), along with a suggested donation. When the stars are returned to you, write the family's name on the back of the star and hang the stars from the ceiling.