Ministry Events

Planning a ministry event can be quite overwhelming - even if you have years of experience. There are so many things to coordinate. So many details to remember. I want this to be a "one-stop" resource for all of your planning needs. A resource that will help you put all the pieces together smoothly and confidently whether you are an old hand at this or this is your very first event.

Each step of the planning process has been broken into categories and referenced by title in the column on the right for easy access. I have tried to think through every step and remember as many situations and details as possible. If you have a question that I haven't covered, please email me and let me know. If I don't have the answer... I'll find someone who does!

Happy Planning!
LeAnn
ShePlans@Proverbs31.org

In the Beginning

In the beginning...

There are a few considerations in planning any event that should always remain the same. Whether you are planning a small luncheon, an outreach event, a weekend retreat, or a large conference, the first steps are the same:

1. Pray

Any event should be bathed in prayer. Pray as you put your planning committee together. Pray for the attendees. Pray for the logistics. Have someone put together a prayer team to pray for your planning committee. Pray for God's direction as you put all the pieces together. PRAY-PRAY-PRAY!

2. Select a Team

"When He said, 'Follow Me and I will make you fishers of men,' Jesus transformed the disciples from people who worked for themselves to people who were part of a larger team." (Laurie Beth Jones)

It is important to put together a team that combines a variety of gifts, personalities, and working styles. You may have to "tweak" your team once planning has begun if you find that no one on your team is gifted administratively or creatively, etc. Your team will really depend on the type and purpose of the event you are planning and it is OK to change members of the committee once you have begun the planning process if you feel it is necessary for the success of the event.

3. Determine the Purpose of the Event

Before you can begin planning an event, it is important to determine the purpose of the event. Are you planning a women's retreat at a remote location? Is rest and renewal the purpose of the retreat or is the purpose to challenge the women to dig deeper in their faith? Will your event be for members of your church or is the purpose to reach out to the community? Knowing the ultimate purpose of the event will help you make appropriate decisions during the entire planning process.

Choosing a Date

When choosing a date for your event, keep in mind the type of event that you are planning and make sure it is seasonally appropriate. Do you want to hold a "Spring Renewal" retreat in August? Probably not. You also need to consider the weather. If you plan a winter event at a remote mountain location, is there a chance that the roads will be icy in that area of the country?

In addition to seasonal/climate concerns, watch for holidays as well as local and regional events. If your town has an annual Fall Festival that is very popular, you don't want to plan an event over the same dates. As you look over the calendar to see where the holidays fall, also look at your local calendar of events to make sure there won't be any conflicts. You can usually find these in your local newspapers as well as through your chamber of commerce.

Also consider your church calendar and available resources. Are there any conflicts? Is there already a similar type of event around that time? Is there a men's retreat scheduled for the dates you were considering for the women's retreat? Is there a piece of equipment that is necessary for your event? Is anyone else in the church using it over the dates you are considering?

Establish Your Budget

It is important to establish a budget for your event before continuing the planning process. If your event will be held outside of the church, the budget will help you determine what type of location you can afford as well as the food, speakers, decorations, etc. Will you be charging a fee for your event or is the church funding the event? You typically charge a registration fee for retreats and conferences. However, if you are planning an outreach event, you want to keep any fee to a minimum.

Select a Location

There are several options for planning an event outside of your church. There are hotels, conference centers, retreat centers, schools and universities, convention centers and arenas (hey - you might as well think big). And, if your church is too small or doesn't have the facilities you need for the event you are planning, consider area churches. Many churches have a life center building or fellowship hall that they "rent out" as a source of income to help support the church. This option is usually cost-effective.

An advantage of holding an event at a hotel is that everything is usually provided for you... for a cost. You have sleeping rooms, meeting rooms, and meals all in one location. (And, someone else will make your bed!) If you are thinking about holding your event at a hotel, consider the type and locations of the hotels in your area. A downtown hotel is typically a business hotel. They will be busier during the work week therefore, their prices will be higher during the week and lower on the weekends. Tourist hotels are usually higher during the weekends. If you are planning a weekend retreat, you may want to consider a downtown hotel for your event. They are usually willing to negotiate on rates so they can fill rooms on the weekends.

Other things to consider when planning an event in a hotel:

• Parking - Is there parking available and, if so, at what cost?

• Meeting room rental fees - the hotel makes money from food. If you are providing a meal for your guests, ask to have the meeting room rental waived. 99% of the time, the hotel will waive the room rental fee if they are providing a meal in the room. You just have to ask.

• Audio/Visual and other Equipment - a hotel can add on a rental fee for every piece of equipment you use during your event, including extension cords! This is a service that they provide and using their equipment can be very convenient. Just don't forget to ask about the all-inclusive cost of using this equipment!

• Taxes, Service Fees, and Gratuities - when putting your budget together or when determining the registration fee for your event, make sure you ask the hotel to give you the all-inclusive fees for every service (sleeping rooms, meeting room rentals, equipment rentals, meals, etc.). The rates that they quote you will not include the taxes and gratuities that are typically 30% and higher on top of the quote. This difference can spell disaster if not accounted for in advance.

Many retreat centers provide the same amenities as a hotel but at a lower cost. However, retreat centers are usually at more remote locations and may not be as convenient as a hotel. Consider the driving distance and possible weather-related travel concerns when looking at possible retreat center locations. You may find the perfect retreat center - one that provides you with the perfect atmosphere for your event - but it is a four hour drive away. If this is a weekend retreat or conference and you want to begin on Friday afternoon, keep in mind that many people have to work and wouldn't arrive until very late and... they will be exhausted from the drive. My general rule of thumb is that a retreat location shouldn't be more than a two hour drive. This allows you to begin early enough on Friday evening to make that Friday night cost-effective. You don't want to pay for a night that you really aren't using.

Other things to consider when looking at retreat centers are their specific usage policies. Many retreat centers have church affiliations and are governed by church policies. For example, I recently booked a women's retreat at a Baptist retreat center. They do not allow alcohol on the premises therefore, unless they give us permission, we cannot use wine for communion on Sunday morning. We will use grape juice.

When looking at potential retreat centers, or other off-site facilities, consider the actual layout of the location. Is everything in one building or is it spread out? If the areas that you will use are located on more than one floor, is there an elevator? Basically, you want every aspect of your event to be convenient for everyone. If you know that you will have someone attending who is confined to a wheelchair or has difficulties walking, you do not want to choose a location that will leave them out. You do not want buildings divided by rough walking trails. you do not want meals on one floor and meeting rooms on another if there is no elevator. Try to think of every possible scenario. If anyone would be excluded based on the location, you need to choose another location.

Other location options include schools and universities. Many times they are willing to rent classrooms and dorm rooms as a source of income for the school. Research local Christian colleges as they are most likely to offer this type of set up.

Don't rule out members of your church. You may have members that own cabins in the mountains or homes at the beach. If you are planning a small weekend retreat, these may be good options for your group.

Selecting a location may go hand-in-hand with determining the size of the event. If your location is not a choice and is already determined (perhaps you are using your churches Fellowship Hall) then you already know the number of people you can hold. If not, then you need to consider the expected number of attendees when selecting your location.

Decide on a Theme

Decide on a theme or a "look" for your event and incorporate elements of the theme into every aspect of the event. Choose a verse, significant event, message, song, a book, graphic design or image, a season, holiday or special occasion, or even a unique centerpiece as your inspiration. You can design an entire event around any of these things and so much more. You are only limited by your own creativity. It could be as simple as a greeting card you received that just jumped out at you. Carrying an element of your theme throughout the event is what takes your event to the next level. The invitations, flyers, brochures, decorations, handouts, take-aways and giveaways, schedules, etc. should all contain an element of your theme to tie everything together.

When deciding on a theme, you need to go back to the purpose of the event. If your goal is to provide a relaxing environment, you probably shouldn't decorate with neon colors! If your goal is to raise funding for the addition of a new Family Life Center, you probably don't want calm, soothing music and running water. Get the idea... :)

Also, think about your "audience." Will there be men and women? Children? All ages or a specific age group? You probably don't want to go with a tea party theme if your event is for couples. Think about the colors and themes that would be appealing to your target audience.

What are the current design trends? Perhaps "retro" is in. Think outside the box. Be different than everyone else. Look at different craft and decorating magazines for inspiration. I find great ideas in wedding, paper crafts, scrapbooking, and home decorating magazines. You might be surprised by what will inspire you. You may see a piece of scrapbook paper or a ribbon with a unique design and suddenly you have something to build on.

If you are planning a large event, make sure your theme will be of interest to many and not be limited to a small group of people.

Once you decide on a theme or a design, be consistent in all areas. Carry the look through every detail.

Booking a Speaker

Do you need a speaker for your event? If you are planning a luncheon for the women in your church and history shows that you already have a high rate of attendance, you probably do not need a speaker. You may have a gifted speaker in your church who can share a short message or a devotion before lunch.

If you are planning an annual retreat and, again, everyone always attends, you may not need to go outside the church to find a speaker. However, if you don't have anyone within your congregation that can fill this role, consider hiring a speaker for your event. There are several sources for finding good speakers. You can first check with your denomination. They may have a list of speakers available at no cost. You can also check with publishing houses. Many times authors are available to speak as they need to promote their new book! This may save you money as well. You will probably need to have some sort of promotion for the book but that can be OK as long as the book is one that you would recommend.

You can also check with speakers bureaus. Of course, I am promoting the Proverbs 31 Ministries awesome speaker team! These ladies are all friends of mine and I recommend any of them without hesitation. For a list of the P31 speakers and their topics, click here.

For your convenience, I have also provided a list of speakers bureaus on the resources page of this site. I do not have first hand working experience with them, but here are some things to consider when booking a speaker:

• Word of mouth! The best recommendation is always from someone you know and trust. If this person recommends a speaker, you can probably count on their referral.

• Request a tape or CD of the speaker and listen to the full talk. Most people can speak well for five minutes but... can they carry it through 30-60 minutes. Invest in the time to listen to a complete talk. If you are looking for a comedienne, make sure they are funny throughout and not just a joke or two... unless that is what you were looking for.

• Check their doctrine! Many speakers say that they are "inspirational." Make sure you know exactly what that means. It is perfectly OK, and recommended, that you ask them what their personal beliefs are. You do not want your speaker sharing that crystals can heal you if you only believe... unless, of course, you are still looking for a comedienne!

• If your event is an outreach event, you want a speaker who is gifted in evangelism. Some speakers are very gifted in this area. They share the difference God has made in their own life, introducing the attendees to a very real Jesus, showing them the NEED for Jesus in their own lives. If you are booking a speaker through a bureau, ask the coordinator to send you tapes of speakers who are gifted in evangelism. There a lots of amazing speakers available but not all of them are gifted in evangelism. If this is the primary goal of your event, you really need to have a speaker with this specific area of giftedness in order to have a "successful" event.

• Do you need a "name" to draw people to your event? A speaker's fee can vary from $50 to well over $10,000. You will need to take this into consideration when establishing your budget. A "name" will definitely be more than $1000 for a key note speech. Break down the cost to a per person rate and add it to the registration fee to cover the speaker fee.

• If you determine that you need to have a well-known speaker for your event, you need to secure them at least one year in advance.

Make sure you read the speakers contract carefully and have another member of your planning committee read the contract as well. The speaker may have stipulations in the contract that you are not comfortable with. Or, it may be that a simple request for having water at the podium was missed. Addressing these issues in advance will save a lot of embarrassment as well as unmet expectations later.

Your Speakers' Needs

What Your Speaker Needs from You

First, please have an assistant for your speaker. If they are coming from out of town, they are completely lost without an assistant. They don't know their way around so they really need someone dependable to "take care of them" and make them feel welcome. The assistant should be available for transportation to and from the airport, the hotel, the event, etc. They should also make sure the speaker has anything she needs, like meals at the appropriate times, water at the podium, etc.

Here is some feedback from the Proverbs 31 Ministries Speaker Team:

• If you booked a female speaker, please do not send an unaccompanied male to pick her up from the airport.

• Make sure you tell your speaker the type of audience they will be speaking to so that they can prepare a message that is appropriate for the audience. If you tell the speaker that they will be speaking to a group of young moms and then invite teens or grandparents or men to join the audience, the speaker will not be prepared and will have to adjust his/her talk on very short notice. This can cause undue stress.

• Don't book a hotel for your speaker that you would not be comfortable in. And, make sure your speaker has their own room. They need quiet time to prepare before speaking.

• It is difficult to speak on a full stomach and on an empty stomach. A light meal or snack about an hour before speaking, with plenty of time for a bathroom break, makes speaking much more comfortable. There are no tummy pains or growls to distract from the message!

• Don't overload their schedule. It is easy to plan lots of activities with the planning committee but please check with the speaker before making lots of extra plans. Be considerate of their time and their need for some down time. They love to socialize with the team and the attendees but, they also need some quiet time.

• Have a prayer team in place that prays specifically for the speaker. Ask the speaker if he or she has any prayer requests. Introduce the speaker to his or her prayer team as soon as possible. Have them all pray together before the event and before the speaker walks up to the podium.

• Communication before the event is essential. The more you can tell the speaker about the audience, the agenda, music, dramas, expectations, attire, audio/visual capabilities, etc. the better for you, the event, and the speaker.

• Make sure you tell the speaker which translation of the Bible the church uses. It will be very distracting to the audience if the speaker is teaching from one version and they are using another.

• If you will have a worship leader at the event, consider connecting the worship leader and the speaker ahead of time so that they can work out a few details between them. This will provide a very smooth transition from music to message and it will ensure that the music and message are in sync. Worship music prepares the heart so that the message can be received.

• Clearly communicate to your speaker what your desired outcome is for the event. Is it outreach with a large non-Christian attendance? Is it to encourage? Are you looking for something more practical, instructional, inspirational, or a combination.

• Everyone love to be spoiled. Find out as much as you can about your speaker in advance. If you book them through a speakers bureau, contact them and ask what kinds of treats the speaker likes. It may seem silly but, there is a big difference between a diet coke and a diet pepsi :) Also consider that the speaker is traveling. It's very thoughtful to leave a big gift basket in the room but remember that he or she has to travel. Water, fresh fruit, snacks, and a favorite beverage is probably plenty.

• If your speaker is traveling with an assistant, please do not ignore them. Many times we have watched as a speaker is offered water or coffee or tea while the assistant stood at their side and was completely ignored. I have personally traveled with speakers and been asked, "who are you" in a very rude tone of voice, when I tried to eat in the speakers lounge between sets (after being invited to eat with them by the event coordinator). You are not "responsible" for feeding and caring for a speakers assistant unless it is written in the contract. However, it is simply common courtesy to care for each other in all circumstances. A simple, "can I get you anything" will go along way to make both your speaker and their assistant feel welcome and appreciated.