I certainly understand how you are feeling. I did NIB last year for my first time. I had no one to show me the ropes so I followed the manual fomr the kit. I began announcing it 3 weeks before our event. I had a censes taker( in costume with a big long scroll) run up on stage on a Sunday morning and announce that in three weeks everyone would be required to return to this, their, place of worship and register for the censes. He then explained that there would be tours of the Holy Land and all the details. We sent out posters and invites to the community. We then began to collect form the congregation items such as lanterns and white Christmas lights and other items for decorating. I purchased a lot of props from good will stores. We went to our local hardware store and asked them to donate the large pieces of foam and we we cut out stone like doorways and painted them and covered all the classroom doors. We made shop signs out of the foam as well.
I had a local costume shop give us a deal on costumes for guards who walked around the streets moving people along and demanding money from shop keepers. I had a volunteer make very simple robes for a handful of children who played roles of towns people.
We had a local farmer donate 80 bails of straw and lines the hallways with it and turned one of the classrooms into a stable with the walls lines with bails and this is where we created the nativity scene. We have a local farm ministry for kids nearby and they brought animals into our stable. We had 2 lama's, a donkey, fainting goats, bunnies, a baby calf and used a real people to play the holy family.
There is a CD that has the song's with vocals and just the music. We played just the music throughout as well as had it playing outside in teh parking lot for when people arrived. Our guests were met in the foyer by the censes taker and registered ( a mailing list to receive updates etc.) Then they were assigned a shepperd tour guide who took them through the town. The entire town was lit by White Christmas lights ,lantern and candles( secured safely and out of reach)
For the crafts we did:
The wooden driedel ( blocks were donated from the hardware store)
clay pots
hebrew necklaces ( made with wodden beads from Michaels and silver washers from hardware store)
We also did the Herbs & Spice and bakery Shops.
We had a begger on the corner with a tin cup and something we did not plan on...but over the two nights we brought in over $350 in donations.
We welcomed everyone who attended back the following Sunday for Our Behtlehem Sunday where the kids did a concert singing the song's from NIB with the various characters from the Event speaking in between.
This year we decided to add something new. After people of done the tour we will invite them into the sanctuary for some hot cider and treats and every family will get a brown sac tied with rope with a NIB family devotional, 2 Tim Horton Coffee, hot chocolate or tea coupons, a scroll with the invitation to join us For our Christmas Pageant and a candy cane with the story of the candy cane on it.
We will have people in the sanctuary who will be available to talk to the guests about their tour experience and offer to pray or answer any questions.
I would really encourage you to do this event. It truly is wonderful and your church family will have a wonderful time doing it.
It really is quite simple once you get started. First off you should make a list of the shops you want to do and then pray about who you want to work those shops. It is important tat you have key people playing up their role well. It makes the evening more authentic.
I hope some of this was helpful...if you have any questions I would love to chat with you and share more ideas that might best suit your church.