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Issue 357, sent to over 25,000 wm leaders and
friends
Greetings!
This week we bring you Planning an Event Part
2 and take a look at planning areas, a team
leader job description and a basic meeting
agenda. We also share an example of an Event
Planning Timeline and a fun Icebreaker Idea
called My Mug.
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This week we will take a second look at
event planning and explore areas that need
to be covered when planning an event, a team
leader job description, and basic agenda for
team meetings. Not all of the areas below
will be applicable to every event, neither
will each of the items listed in each area,
but they are all included for you to pick
and choose what you will need in planning
your event.
Timeline - Set a timeline of when
various things need to be accomplished
before your event. Start with long range
tasks and then narrow down to finishing
tasks. (See our sample in the next
article)
Branding - Choose a theme, logo and
colors for your event that will be used on
everything.
Publicity - Create eye catching
flyers, posters, announcements, ads, and
registration forms to get the word out
about your event.
Registration - It is best to have one
point of contact to collect registration
and money. Make deposits promptly and keep
good records.
Setup/Decoration - Whatever your event
or location, you will need to allow
adequate time to setup and decorate.
Figure out approximately how much time you
need and then add 50% more to allow for
the unexpected. If you think it will take
two hours to setup and decorate, budget
three hours.
Food - From potluck to caterer, there
are many ways to provide food for an
event. Be sure to calculate any costs
incurred into the event fee.
Program - Plan a rough idea of what
the event will include and then fine tune
the details. Icebreakers, door prizes,
music, skits, small groups, testimonies,
speakers, etc.
Childcare - Determine ahead of time if
you will provide childcare for an event
and include it on your publications.
Clean-up - Whatever facility you use,
know what type of clean-up is expected. My
rule of thumb... Leave it the way you
found it or cleaner. Recruit a clean-up
team before the event and ask twice as
many women as you will need. This will
ensure you have enough help and many hands
make light work! (It is also a good time
to hear what women thought about the
event.)
Follow-up and Feedback - If women are
encouraged to make a decision of salvation
or rededication, have some type of
follow-up plan in place to encourage them
in their decision. This can be
incorporated into a feedback form where
participants share their thoughts about
the event. (Feedback is a great tool for
future planning.)
Event Team Leader
Okay, you have a purpose and a general idea
of what you need to prepare for your event.
Now you need to find someone to chair the
event. Following is a basic job description
for an Event Team Leader.
Event Team Leader General Ministry Task
- oversee all plans for this special event.
Specific Tasks
Review needs and wants of people
invited and any tips from past
coordinators who planned similar events.
Recruit the Planning Team
(coordinators of various areas or
committees).
Lead Planning Team Meeting (see sample
agenda below)
Delegate and follow-up on tasks
assigned to team members.
Pray for each member of ever
committee.
Act as liaison between church
leadership and the Planning Team.
Coordinate and assist team members at
the event.
Lead a follow-up evaluation meeting.
Prepare a report of successes,
challenges, and recommendations for future
events to share with the church leaders
and future coordinators.
Train someone for future leadership.
Gifts and Abilities Needed
Spiritual maturity.
Commitment to prayer and service.
Leadership ability.
Organizational and time-management
skills.
Sense of being called by God for the
position.
Ability to delegate tasks while being
sensitive, encouraging, and supportive.
Helpful Hints
Keep a sense of humor.
Delegate to coordinators/committees as
often as possible.
Keep in touch with the Planning Team
members by phone or mail at least once a
week.
Encourage Planning Team members to use
a calendar in scheduling tasks to be done.
Don't act as emcee at the special
event; be available behind the scenes to
encourage and trouble-shoot.
Planning Team Meeting Agenda
1st meeting:
Welcome and prayer.
Finalize event name.
Discussion of event purpose and write
a purpose statement.
Set a date, time and location for the
next meeting.
Follow-up meetings should include updates
and progress reports from each
committee/task leader, time to adjust the
overall plan, troubleshooting and prayer.
Events can be overwhelming when looked at
as a whole, but a wise woman once told me
that planning events is like eating an
elephant - you do it one bite at a time. An
event can be broken down into smaller tasks
and pieces making it much easier to "chew!"
Most events will require a minimum of 2-4
months of detailed planning.
Small churches may accomplish the entire
planning process and the actual event in a
matter of six to eight weeks, but large or
mega-churches will need to get events on the
church calendar months a year, if not more,
in advance. Often a large church will have a
basic idea of what each event will entail
and the actual planning period will happen
as the event date draws near.
Retreats usually need 6-12 months (or more),
especially if you are wanting a speaker who
is in great demand. The timeline below is
for a 6-12 month planning period, you can
adjust it for various events by removing
what you don't need or adding the projects
you do need to complete for your event. (If
you are a small church the first two groups
of planning steps will most likely be done
at once.)
SIX TO TWELVE MONTHS IN ADVANCE
Begin to pray for the overall event,
chair, planning team, attendees, location
staff, catering staff, etc.
Select a planning team.
Select committee chair/s.
Establish expectations and ground
rules.
Decide on event type and length.
Decide on a date.
Select a location.
Make reservations with location and,
if needed, a caterer.
Find a speaker, if you have not
already booked one in advance (visit our
speaker
directory).
Determine focus/theme.
Develop a budget and select a
registrar/treasurer.
FOUR TO SIX MONTHS
Continue to pray.
Select or create a logo.
Create registration flyer,
advertisements, posters, etc.
Send a confirmation letter to speaker,
let her know you are praying for her, ask
about any special needs she may have and
any suggestions she may have for the book
table.
Select a worship leader and special
musicians or vocalists.
Make arrangements with a local
Christian bookstore or supplier to provide
the book table.
12-13 WEEKS
Continue to pray.
Confirm with speaker via phone or
email.
Confirm details - printing of
handouts, door prizes, etc.
Begin advertising/registration.
Determine and delegate remaining tasks
and responsibilities
Create a countdown calendar with
deadlines for tasks.
Select someone to MC the event -
preferably not someone on the committee
who could be distracted by behind the
scenes work.
TEN - EIGHT WEEKS
Continue to pray.
Make any necessary revisions to your
schedule, program and handouts.
Confirm with caterer and location.
Tie up loose ends. Go over your plans
with a fine tooth comb. The better you
plan, the less likely you will have any
last minute difficulties.
SIX WEEKS
Continue to pray.
Step up publicity. Fax press release
to local media for coverage on community
calendars.
Confirm advertising in all church
publications.
FIVE WEEKS
Collect door prizes (optional).
Finish participant and facilitator
materials.
Begin to assemble goodie bags and
handouts.
FOUR WEEKS
Hold training for "encouragers," women who
will pray with others during invitation.
THREE WEEKS
Have a time of prayer with your leadership
team, thank them for their help and spend
time praying for the event, the speaker and
the women who will be attending.
TWO WEEKS
Make contact with speaker via phone or
email.
Confirm and print program.
Determine any supplies that you will
need to bring (flip charts, markers,
overheads, laptop, projectors, etc.)
Write introductions and closure for MC
- or have them do so.
ONE WEEK
Have prayer time with leadership team
and encouragers.
End registration.
Get all supplies.
Pick-up books and misc. for book table
or confirm with provider.
Complete any last minute additions to
printed materials/handouts.
Finish assembly of goodie bags and
handouts.
AT THE EVENT - Have fun!
ONE WEEK AFTER
Send thank you notes to speaker/s,
facilitators, team members, door prize
providers, book table vendor, etc.
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Objective: To help the ladies 'break the
ice' and get acquainted the first night of a
weekend retreat.
Materials: Each lady brings one favorite
tea cup or coffee mug.
Procedure: Each attendee stands up,
introduces herself, and shares a little
story or anecdote about why her cup or mug
is special to her. A fun, non-threatening
way for women to get to know one another.
Cups are then used for drinks.
Submitted by: Karen O'Connor
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