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Jubilant PressCopyright © 2004 Karen Porter. All rights reserved. No portion of this book may be reproduced mechanically,e...
How to Use an E-BookOnce you know how to navigate, you’ll find an e-book to be one of thehandiest forms for reading materi...
Email AddressesWe have included some important email addresses in the text of this e-book. When you click on them, an emai...
Additional Tips for Using Adobe Acrobat ReaderYou may adjust the size of the pages to suit your reading preferences by:   ...
Secrets to Planning A Sucessful Big Event                                       By Karen Porter                           ...
30      Chapter Five: Scheduling the BIG EVENT                      30    A 2-Day Event? Or a 3-day event?                ...
Introduction                  A Big Event!Sounds wonderful, doesn’t it? Lots of activities, fun, food, fellowship, and spi...
“Goals. Write them down, hang them up,                    and with God’s help, watch them happen.”                        ...
ThemesA theme is a fresh approach to a spiritual need or truth.        Be creative as you put together the wording of the ...
Hearts are another favorite decoration. Buy heart decorations at discounts pricesafter Valentines Day. One of my favorite ...
Theme IdeasTheme ideas can be found in Bible verses, hobbies — even popular commercials. As youchoose a theme, consider th...
First Things First           Christ First, Priorities     Use the number ‘1’ in all     Matt 6:33                         ...
Holding Hands With God               Trusting God           Hands of all shapes/sizes               Is. 26:3        When y...
LocationWhere will you hold the event?       There are two basic choices: in town and out-of-town.In town, you can choose ...
One disadvantage of an in-town event is that ladies may not take a break from thepressures of home schedules and responsib...
Where love and skill work together, expect a masterpiece.                       — John Ruskin (1819-1900)                 ...
v Sign speaker’s contract – send deposit        v Set and monitor the budget        v Review and sign the hotel/conference...
v Set up room assignments and logistics       v Prepare registration packets and goody bags       v Name tags             ...
Door Prize Team        v Obtain donations from local businesses and individuals        v Wrap or bag items with festive pa...
Lack of money is no obstacle. Lack of an idea is an obstacle.                             — Ken Hakuta                    ...
group of less than 100 women can raise thousands of dollars with a well-run silentauction.v      Frequent Flier MilesAsk c...
v      Check out The Money Mission: How to Find Money For YourWomen’s Ministry by Pamela Christian (Jubilant Press) athttp...
In words are seen the state of mind and character                          and disposition of the speaker                 ...
v     Speaker’s bureaus are helpful too.If a speaker has taken the time, effort, and expense to be part of a speaker’s bur...
Speaker FeesNo speaker does what she does only for the money. She speaks and travels becauseGod has called her to do it an...
If the speaker travels with a companion, discuss who is responsible to pay theadditional expenses of the companion. If you...
v      And all importantly…Tell your speaker if you want her to present the Gospel and how you want tohandle responses — c...
what she does, and her area of expertise. A professional speaker will provide youwith an introduction sheet. Study it. If ...
A schedule defends from chaos and whim                                 — Annie Dillard                           Chapter F...
school classes, especially in the children’s area, may be a problem with all thewomen gone on Sunday morning. Fathers and ...
9:30 am          Begin with worship (lively and fun — with motions, rounds, etc)                 Have announcements and mo...
2:30-5:00     Free Time                     Organize hiking, shopping, games, rest, swimming, crafts, etc.5:30 pm.      Su...
Small Groups and WorkshopsSmall GroupsDivide the entire group into smaller groups of no more than 10 (smaller ifpossible)....
Ask a creative member of your team to plan a way   for the small group participants to introduce themselves and bond toget...
Make us one in you and just as we tied these flower bouquets together, bind us togetherin friendship.* Colorful silk flowe...
WorkshopsPlan workshop sessions to cover hot topics. See the list below for ideas. Chooseworkshop speakers from the church...
® Creative entertaining    ® Money management    ® Staying focused on the important not the urgent    ® Relating to your i...
FoodFor meals, light fare is best for women.Suggested food might be taco salads, grilled chicken, salad trio plates, Mexic...
AdvertisingGood attendance depends on publicity.Use the speaker’s press kit and photos to enhance the promotions. Create a...
13)    Public Service Announcements on local radio and TV stations14)    Newspaper advertisementsSecrets of Planning a Suc...
EvangelismUse a response card such as the sample below to determine whatdecisions are made during the event.        If you...
Prayer Request:Name_______________________________________Address _____________________________________City, _____________...
We all have the extraordinary coded within us waiting to be released.                            — Jean Houston           ...
can be borrowed from a nursery, especially if you put an acknowledgment in   the program.ß Decorate the entry hall.ß Set u...
EvaluationsPrepare an evaluation form such as the example in Appendix No. 4(page X).        Ask each participant to comple...
Follow Upß Send the speaker a thank you note. If you had some nice comments in the   evaluation sheets about her, pass the...
Appendix of Helpful Information                                            Appendix No 1          Conference/Retreat Sampl...
Decorations                                                         Costs      Possible Savings   Tables                  ...
Appendix No 2                   Tips for Small Group LeadersMany women are lonely, hurting, grieving and depressed. A good...
When you ask questions, carefully craft your words so that there is no exactanswer. Never let a woman think she has given ...
For those who talk too much or try to take over the small group:                 1)   Start your next question with “Let’s...
If someone seems concerned about a medical problem or shows signs ofdepression:              1)     Ask, “What has your do...
Appendix No 3   Vendors for Prizes and Goody Bag GiftsOriental Trading Co1-800-875-8480                         Eagle Spec...
Appendix No 4                    Sample Evaluation FormWhen you format this evaluation form, leave ample spaces between es...
Appendix No 5      Conference / Retreat Planning GuideEvent:______________________________________________________________...
q   Verify that all teams are in place       _________________   _________Two to Three Months Aheadq   Mail registration b...
q   Prepare registration goody bags   _________________          _________q   Prepare name tags                 __________...
About the AuthorKaren Porter is co-author of Bible Seeds, A Unique Bible Study Devotional and coauthor and compiler of Bib...
Karen serves on the teaching staff for Right to the Heart Ministry’s WomenWho Minister to Women Regional Conferences and o...
Jubilant Press                                                has brought to you:                      Planning a Successf...
organization.www.RightToTheHeart.org  Right to the Heart ministries sees thousands of depressed and hurting people come to...
Women
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Women

  1. 1. Jubilant PressCopyright © 2004 Karen Porter. All rights reserved. No portion of this book may be reproduced mechanically,electronically, or by any other means including photocopying without written permission from the publisher exceptfor brief quotations in critical reviews or articles.The original purchaser is authorized to make one printed copy for his personal use.ISBN:Jubilant PressPost Office Box 6421Longmont, CO 80501 Jubilantpress@aol.comJubilant Press 2
  2. 2. How to Use an E-BookOnce you know how to navigate, you’ll find an e-book to be one of thehandiest forms for reading material. With a click, you can skip throughthe pages and find what you want! If you have never used an e-book,take a minute to acquaint yourself with these special features. Hyperlinks and ConnectionsThroughout this book, you will see items underlined in blue. These areaddresses on the World Wide Web. An example is:http://www.jubilantpress.comIf you are connected to the Internet, you will be able to click on the linkand go to that webpage. Depending upon your browser, it may take afew minutes, so be patient.To go back to this e-book, close your Internet browser or click on theAdobe Acrobat Reader icon on your computer desktop. To Find Information QuicklyOn the contents page(s), you will find small buttons surrounding thechapter names. By clicking the button, you will automatically go to thatchapter. To return to the contents page, click the back button on themenu bar of your Adobe Acrobat Reader.Secrets of Planning a Successful BIG EVENT 3By Karen Porter
  3. 3. Email AddressesWe have included some important email addresses in the text of this e-book. When you click on them, an email address form will open up andallow you to write an email. You do not have to be connected to theInternet to write the email, but you do have to be connected to send it. Bookmark the TextAdobe Acrobat Reader provides handy bookmarks showing you acomplete outline of the book on the left side of the screen. Click on thetopic you wish to read and you will be there instantly. If you prefer tohave more screen area, you may close the panel by clicking on the icon.It opens and shuts at your command.The bookmark panel can be resized to better fit your screen.Select the bookmark border; hold your mouse button down on the borderuntil it turns into a double arrow. Drag to fit.Jubilant Press 4
  4. 4. Additional Tips for Using Adobe Acrobat ReaderYou may adjust the size of the pages to suit your reading preferences by: Using the sizing icons at the top of the screenThe icons at the top of the screen make overall changes in the size of thepage. Try them all to see which creates the most comfortable reading foryou. The sizing bar at the bottom of the screenThe sizing bar at the bottom of the page allows you to set the page bypercentages. Click the arrow to the right of the percentage box. Turning PagesThere are four ways to turn pages in your e-book: 1. You can use the arrow keys located on your keyboard. 2. You can use the scroll bar at the right of the screen. Notice that when you move the scroll button, your page number appears. 3. Click on either arrow located on each side of the page number box at the bottom of your screen. 4. Click on the arrow icons at the top of the page. The single left and right arrows move you one page at a time. The left and right arrows with the vertical bar take you to the beginning or end of the book, respectively.Secrets of Planning a Successful BIG EVENT 5By Karen Porter
  5. 5. Secrets to Planning A Sucessful Big Event By Karen Porter Table of Contents 8 Introduction — A Big Event! 9 Chapter One: Let’s Get Started! 9 Pray! Pray! Pray! 10 Themes 12 Theme Ideas 15 Location 17 Chapter Two: Planning is a Team Event 1 7 The Steering Committee 18 Food Team 18 Registration Team 19 Publicity Team 19 Decoration Team 19 Music and Prayer Team 20 Door Prize Team 21 Fundraising Team 21 Chapter Three: Budgeting for the BIG EVENT 21 Need to Find More Money? 24 Chapter Four: The Speaker 24 Where to Find a Speaker 25 Before You Sign… 26 Speaker Fees 27 Be Professional 29 Discuss the Speaker’s Book TableJubilant Press 6
  6. 6. 30 Chapter Five: Scheduling the BIG EVENT 30 A 2-Day Event? Or a 3-day event? 31 Sample Schedule 34 Small Groups and Workshops 35 The Heart-of-Friendship Bouquet 37 Workshops & Ideas 39 Food 39 Saturday Morning 40 Advertising 42 Evangelism 44 Chapter Six: Details To Make Your BIG EVENT Special 46 Evaluations 46 When the Day Arrives 46 After the Event 47 Follow Up Appendix 1 Sample Budget 48 2 Tips for Small Group Leaders 50 3 Vendors for Prizes and Goody Bag Gifts 54 4 Evaluation 55 5 Conference Planning Guide 56 Extras Author’s Biography 59 Important Information 61Secrets of Planning a Successful BIG EVENT 7By Karen Porter
  7. 7. Introduction A Big Event!Sounds wonderful, doesn’t it? Lots of activities, fun, food, fellowship, and spiritualnourishment. Everyone enjoys it, but how is it done? What makes a big eventreally work?In recent years, women’s ministry groups enjoyed attending large-scale, arenaevents. The lure of popular speakers and musical artists brings thousands ofwomen together each year to grow spiritually and develop a sense of the overallmission of God. But more and more ministry leaders realize the value of planningan event, such as a retreat, for their local group.A local event changes lives, feeding needy souls, and putting many volunteers towork. It builds a sense of belonging and community, helps women’s friendships tobond, offers an opportunity for spiritual reflection, and presents Christ to non-believers. Whether you join with other area churches, want to emphasize Biblestudy or missions, or kick off a year of women’s ministry, a big event buildsexcitement and interest. Besides all that --- it’s fun!As we discuss how to plan a large event, we will work through the planning andbudget for a retreat or conference, but the principles will work for any kind ofevent you may decide to plan -- retreat, conference, seminar, banquet, brunch,girl’s night out, or slumber party.Jubilant Press 8
  8. 8. “Goals. Write them down, hang them up, and with God’s help, watch them happen.” — Unknown Chapter One Let’s Get Started! Planning a big event requires setting goals and organization. Include many workers and start early. And above all, prayer!Pray! Pray! Pray!The most important thing you can do for the event is pray. If you don’t have regularly scheduled, serious prayer sessions, then don’thave the event. (I’m not kidding!) For starters, pray with the planning teams andask prayer warriors in the church to pray. Continue to schedule a prayer segmentinto each planning meeting. The Bible says Devote yourselves to prayer, beingwatchful and thankful.iSecrets of Planning a Successful BIG EVENT 9By Karen Porter
  9. 9. ThemesA theme is a fresh approach to a spiritual need or truth. Be creative as you put together the wording of the theme. It should be like aheadline --- grabbing attention yet telling what the event is about. Pick one fromthe following list or develop an original idea. After you have decided on a themeand prayed about it thoroughly, find an appropriate verse that relates. Then, beginthinking about decorations and how the programs will look. Design a logo or usepretty paper from stationary stores. If you have an artist in the church, ask her topaint a special picture for the event. One church in San Antonio chose Becoming aWoman for All Seasons as the retreat theme. An artist painted a beautiful design offlowers in the four annual seasons. The group reproduced this lovely painting onprograms, name tags, cards, and posters.A good theme can last all year. One church chose “Year of the FROG (Fully RelyOn God)” as the theme for the kickoff retreat and then used the slogan all yearlong. Other ideas are R.O.S.E. (Reaching Other Sisters for Eternity) or Year of theBIBLE.Decorating for a theme can be inexpensive and easy. A garden theme, for example,utilizes items in home gardens, such as plants, pots, seed packets, baskets of freshvegetables, birdhouses, stone critter statues, garden carts, wheelbarrows, birdfeeders, coiled water hose (makes a darling wreath when covered in silk flowers),buckets, potted plants, garden tools, and gloves. Themes such as “Growing inHim”, “Blooming Where you Are Planted”, and “I am the Vine, You are theBranches” work well with garden decorations.Jubilant Press 10
  10. 10. Hearts are another favorite decoration. Buy heart decorations at discounts pricesafter Valentines Day. One of my favorite retreats is a “You Deserve a Break” dayat the spa. Work out a special menu of services at a day spa such as pedicure,manicure, stress massage, back and neck massage, or an eyebrow wax. Serveherbal teas and flavored coffees. Ask a speaker to discuss ways to refresh andrenew body and spirit.Secrets of Planning a Successful BIG EVENT 11By Karen Porter
  11. 11. Theme IdeasTheme ideas can be found in Bible verses, hobbies — even popular commercials. As youchoose a theme, consider the purpose you want to accomplish and match it to a Biblicalprinciple. Use one of the examples below or let the list get your creative juices flowing.. Title Purpose Decorations VerseHands for God Serving God Quilts, sewing items Ps 88:9bWoven Together Woven Together Rugs, tapestries Acts 1:14After The Rain Moving On After Tragedy Umbrellas, Raingear Ps 51:12Wonderfully Created Self Esteem Quilts, sewing items Ps 139:14If Teacups Could Talk Friendship Teacups, tea bags Prov 17:17aAmong Friends Friendship 50’s teenagers look Prov 27:9Hearts for God Learning to Serve Hearts; all sizes, shapes Deut 10:20Loving Hearts Reaching Out to Others Hearts, all sizes etc 3 John 5What’s Cooking? Recipes for Home & Spirit Kitchen utensils, aprons… Matt 22:37Up, Up, & Away Soaring With Jesus Balloons, hot air balloons Ps 145:14Re-connected Re-discovering Your Passion Electrical paraphernalia, etc. Jer 29:11Jubilant Press 12
  12. 12. First Things First Christ First, Priorities Use the number ‘1’ in all Matt 6:33 kinds of forms/shapesFill My Cup Lord Falling in Love with Jesus Teacups, tea bags Deut 6:5Becoming One Serving together Patriotic Theme Luke 4:8Climb Every Mountain Fulfilling dreams /calling Mountain scenes Prov 16:3Seasons of Life Dealing w/ Life’s Changes Photos of women Is 41:10God of All comfort How God Cares for Us Teddy Bears I Peter 5:7If Life Gives Lemons, Make Lemonade Dealing with Difficulties Daises & Jars of Lemons 1 Peter 4:13Secrets of the Vine Connecting with Jesus Topiaries with vines John 15:5Friendship in Blossom Bonding together as friends Flowers, flower pots Ps 133:1Heart & Home Becoming all we can be Hearts, dollhouses, Eph 1:17-19 treasure chestsApples of Gold Importance of Scripture Bibles of all kinds, apples 2 Tim 3:16Silver Threads/ Golden Needles Bridging the Generation Gap Sewing Items Titus 2:3-5Common Grounds Helping Each Other Coffee cups, pots, packages Ecc 4:10Secrets of Planning a Successful BIG EVENT 13By Karen Porter
  13. 13. Holding Hands With God Trusting God Hands of all shapes/sizes Is. 26:3 When you choose your theme, develop a logo design, carry the theme through everycommunication. Think of ways to call attention to the theme with nametags, decorations, brochures,and programs. While the decorations are important, the goal is to pick up a theme that willchange women’s lives and stir them up, challenging each one to be a better friend, better studentof the Bible, or one who serves God intensely.Jubilant Press 14
  14. 14. LocationWhere will you hold the event? There are two basic choices: in town and out-of-town.In town, you can choose the church facility, the local school, a nearby hotel or abed and breakfast. Holding the event at the church costs less and makes foodpreparation easier and cheaper than at a hotel or resort. If possible, choose alocation inside the church facility other than the sanctuary. When you decide whereto hold the sessions, get rid of extra chairs either by removing completely orsectioning off the back of the room with ribbons. Try to get attendees to sit as closeto the front as possible and as close to each other as possible. Sitting in aconcentrated group builds a sense of community and rapport.If there will be note taking or Bible studies, consider setting up tables. A seminarstyle set up functions best for note taking and hands-on projects. If you have longtables, set up rows and place chairs on one side only – facing the speaker. If thetables are round, place the chairs in a semi circle around one side of the table sothat everyone can see the speaker yet still have access to part of the table.For dinner, if you don’t have round tables, put two long tables together side by sideto form one large square table to facilitate intimate sharing during the meal.For small groups, use roundtables or a circle of chairs. In some retreat centers,parlors with sofas and plush chairs are perfect for small group sharing. Classroomsettings work best for workshops.Secrets of Planning a Successful BIG EVENT 15By Karen Porter
  15. 15. One disadvantage of an in-town event is that ladies may not take a break from thepressures of home schedules and responsibilities. Some will try to squeeze in thesoccer game, grocery shopping, and the retreat too.Having the event in the church lessens the SPECIAL feeling, too, although a gooddecorating team can change the perception with clever pizzazz.When you hold the event out of town, the group enjoys getting away. A resort orretreat center is fun and relaxing. A small group could meet at a member’s lakehouse or country home. Even a hotel in a nearby town gives the feeling of gettingaway. Consider conference centers, sports camps, and church camps near the areaas the destination.A hotel or resort center will require a signed contract. Read it carefully beforesigning. Look for hidden fees and charges. Understand what guarantees thecontract requires. Don’t be afraid to ask the hotel to waive money and attendeeguarantees, special management or handling fees, attrition clauses, etc. Hotelsmight be willing to strike or waive these extra costs in order to book the event.Hotels are often booked during the week with business travelers but lack businessduring the weekends. Use this need to your advantage to negotiate the best contractpossible. Ask for food costs to be all-inclusive – including all gratuities, taxes, andservice fees in the cost per person – so that you won’t have an unpleasant surprisewhen you pay the bill.Jubilant Press 16
  16. 16. Where love and skill work together, expect a masterpiece. — John Ruskin (1819-1900) Chapter Two Planning is a Team Event You cannot plan, organize, and execute the event alone. You need teams --- lots of teams.Begin by picking a steering committee that will direct the overall event. Enlistwomen from every age group. You will need a minimum of 6 workers for each 100ladies, but more is better. Teams Steering Committee v Determine date and place v Select theme v Select theme verse v Determine workshops v Obtain speaker bio sheets and tapes v Prayerfully select and book a keynote speaker (with women’s ministry director final approval) See www.AWSAwomen.com for a directory of wonderful and professional Christian women authors and speakers.Secrets of Planning a Successful BIG EVENT 17By Karen Porter
  17. 17. v Sign speaker’s contract – send deposit v Set and monitor the budget v Review and sign the hotel/conference center contract v Pray v Select workshop leaders and topics v Work with music team to select musicians v Select small group leaders v Develop agenda for small groups (questions/ice breakers/communion) v Train small group leaders v Prepare schedule v Print and assemble program booklets Food Team v Work with facility for food selection and service v Determine how to handle in-room snacks. v Plan special snacks for breaks v Purchase cups, napkins, paper towels, etc. v For an IN-HOUSE EVENT v Select menus for each meal v Enlist volunteers to prepare food v Provide recipes to volunteers v Clean up Registration Team v Prepare registration form v Set up system for receiving registrations and feesJubilant Press 18
  18. 18. v Set up room assignments and logistics v Prepare registration packets and goody bags v Name tags Publicity Team v Mail a minimum of two mailings v Prepare announcements for church bulletins v Posters v Promotions in church v Newspaper advertising / press releases Decorating Team v Table decorations v Stage decorations v Entry decorations Music and Prayer Team v Plan group praise and Worship v Prayerfully select musicians (work with program team) v Book musicians v Choose special music selections v Prepare handouts or slide show with words to music v Plan prayer sessions for the retreatSecrets of Planning a Successful BIG EVENT 19By Karen Porter
  19. 19. Door Prize Team v Obtain donations from local businesses and individuals v Wrap or bag items with festive paper and bows v Set up system to give away door prizes v Work with program team to determine when to give door prizes Fundraising Team v Bake sale v Silent auction v Garage sale v Donations v Scholarships v Love offeringsTo keep volunteers on tract and excited, hold frequent, short, fun meetings. Trymeeting at the local Starbucks around 8:00 p.m. after everyone’s children are inbed. Establish email loops to keep each person in touch with the progress of thegroup. Prepare regular updates on what each team has accomplished to encourageother teams to get busy. Meet with individuals and discuss the progress.Jubilant Press 20
  20. 20. Lack of money is no obstacle. Lack of an idea is an obstacle. — Ken Hakuta Chapter Three Budgeting for the BIG EVENT Planning expenditures allows you to set the retreat fee at a level that will payfor the event and keeps surprise expenditures at a minimum. Prepare a budgetlisting each expense. Use realistic amounts for each area. After listing everyexpense, divide the total by the number of attendees to determine the individualfee. Using the sample budget provided in Appendix No. 1, set spending limits foreach segment of the retreat. Need to find more money?Add $5 or $15 dollars to the registration fee helps pay expenses without adding anexcessive burden to each attendee.Here are a few more moneymaking suggestions:v Hold a Silent AuctionGet donated handcrafted or purchased items from attendees and local businesses.Display each item with a bidding sheet. Give ample opportunity to view and bidduring the event. When bidding ends (usually the last break), the person with thehighest entry on the bidding sheet wins the right to purchase the item. Even a smallSecrets of Planning a Successful BIG EVENT 21By Karen Porter
  21. 21. group of less than 100 women can raise thousands of dollars with a well-run silentauction.v Frequent Flier MilesAsk church members, who have frequent flier miles, to donate the miles for thespeaker’s airfare.v Take a Love OfferingTake an offering at the event to offset expenses. If the pastor agrees, receive aspecial offering during a church service prior to the event allowing churchmembers to help with funding.v Sell Advertising in the ProgramLocal businesses or people in the congregation (Tupperware, Mary Kay, insurance,real estate, etc) may buy enough small ads in the program booklet to pay forprinting costs.v Get DonationsPeople or businesses in the congregation may donate money for expenses,scholarships, or grants.v Buy One of the Speaker’s BooksThe speaker may be willing to sell one of her books at a deep discount to include ineach “goody bag”. You’ll get a good item for the ladies, and the amount you paycan be negotiated as part of the speaker’s compensation.Jubilant Press 22
  22. 22. v Check out The Money Mission: How to Find Money For YourWomen’s Ministry by Pamela Christian (Jubilant Press) athttp://www.jubilantpress.comSecrets of Planning a Successful BIG EVENT 23By Karen Porter
  23. 23. In words are seen the state of mind and character and disposition of the speaker — Plutarch 46-120 AD Chapter Four The Speaker Choosing the right speaker is critical to the success of the event. Your speaker can make the event memorable, and help everyone overlook problems with weather, lodging, or food. She will teach andchallenge each woman who attends. Pay careful attention to the choice. A popular speaker who has written book or appeared on television can helpboost attendance, but be sure that her message is right for your group. Sometimes,a less experienced, unpublished speaker may be just what you need. Read thecomments from her references. Above all, ask God to lead you to the speaker whowill motivate, encourage, and inspire.v Where to find a speaker.Most speakers have a bio-sheet — usually one page — which includes a picture,biographical information, and a list of topics. When you contact the speaker, askfor a sample audio or videotape. See www.AWSAwomen.com for a directory ofChristian women authors and speakers. You can also search the web by going tosearch engines and keying in terms like ‘Christian speaker.’ Web-savvy speakershave interesting and helpful sites.Jubilant Press 24
  24. 24. v Speaker’s bureaus are helpful too.If a speaker has taken the time, effort, and expense to be part of a speaker’s bureau,you know that she is serious about her calling and passion. A speaker’s bureaufocuses on speakers in your fee range as well as speakers who speaks on topicscomplimentary to the theme. Several great Christian speaker’s bureau’s include: v Speak Up Speaker Services. See www.speakupspeakerservices.com v CLASS (Christian Leaders and Speakers Seminar.) See www.classervices.com v Milk and Honey. See www.patsyclairmont.com/speakers.htmlOnline speaker’s bureaus’ and directories include: v www.Womensministry.net v www.Womenspeakers.net v www.AWSAwomen.comv Before you sign…Ask for a cassette tape or video of the speaker. Listen to the speaker’s message andpresentation style. Will she meet the needs of the group? Do her topics fit thetheme? Is she willing to adapt her topics to the theme and help you reach thegoals? Review her background.Secrets of Planning a Successful BIG EVENT 25By Karen Porter
  25. 25. Speaker FeesNo speaker does what she does only for the money. She speaks and travels becauseGod has called her to do it and because she has a heart for ministry and for women.So why do speakers charge? For some, the fee is part of the family’s income. Shetakes time away from her family to spend time with you. She left children andhusband at home and may miss family events during the weekend. She also incursexpenses such as a ministry assistant or other back-up staff. Her fee not onlyreflects the years spent in preparation, but wardrobe, travel time, and loss of otherincome, not to mention the time it takes to update, research, develop, andcustomize presentations.She may quote a fee or she may ask you to talk to the agent (bureau) or assistant.The last thing she wants to talk about is money. Her motivation is an urging fromGod that burns within her. She longs to share what she has learned and to helphurting women. She would much rather discuss the ministry and your vision, but itis important to make the fee question clear. vBe ProfessionalWhen you have decided on a speaker, handle the details in a professional manner.Follow up with a letter of confirmation. Sign her contract promptly. Read thedetails carefully. Be sure to cover the travel expenses and details (including whomakes the airline arrangements --- how and when you will pay and reimburse her.)Jubilant Press 26
  26. 26. If the speaker travels with a companion, discuss who is responsible to pay theadditional expenses of the companion. If you choose not to pay the expenses of thecompanion, consider providing complimentary conference fees including mealsand lodging. Discussing every detail at the beginning will avoid embarrassingsituations and extra costs.v Pay the SpeakerBe sure to pay the speaker at the event without her having to ask you. A card withthe check tucked in is a lovely way to do it. Please don’t forget to pay her.v Help the speaker be the best she can be.Tell her about the group, the size, and the demographics. Mail event updates to her.Keep her informed. It will help her understand the group and personalize thepresentation. Be sure you send her an event brochure, program, and map.v Give her a clue.Let her know what others will be presenting during devotionals, testimonies, andworkshops to avoid duplications. If she sings, coordinate any songs by members ofthe group. Clue her in on the event style and activities — casual, formal, a dress upevening, baseball in the afternoon, slumber party attire — so she will bringappropriate clothes.Secrets of Planning a Successful BIG EVENT 27By Karen Porter
  27. 27. v And all importantly…Tell your speaker if you want her to present the Gospel and how you want tohandle responses — cards, show of hands, invitation, altar call, or opportunities tomeet with pre-selected counselors.v Provide your speaker with a shepherd.Choose a friendly, helpful lady to shepherd the speaker. The shepherd confirmsthat the hotel room is in order, provides transportation to and from the airport, ifneeded, and helps set up the book table. She will escort the speaker to the meetingrooms, introduce her during free times (especially at the beginning), and get her setup with the sound technicians. The shepherd helps with emergency items likeruined panty hose, aspirins, or Band-Aids and provides water, tea, or mints.Choose a shepherd with a servant’s heart. A sanguine personality who really longsto be back at the party is not the best choice for a shepherd.v Discuss her presentation style.Does your speaker have any special needs? Does she need a lapel microphone orspecial podium or table? Would she prefer to walk around on stage? Will she wantto come into the audience? Will she have visual aids such as video, overhead,power point, charts, etc.? Before you arrange the room, discuss her needs.v Do a great introduction.Your introduction can help or hinder the speaker. Sell her to the group! Make eachwoman excited to hear her. The speaker’s bio sheet will give you all theinformation you need. Keep it simple and short. Tell who she is, where she is from,Jubilant Press 28
  28. 28. what she does, and her area of expertise. A professional speaker will provide youwith an introduction sheet. Study it. If you know the speaker’s whole story, don’tgive away her punch line in the introduction or pre-publicity. v Discuss the speaker’s book tableWill the speaker have specific needs for a book table? Provide a large table so shecan display her items well. Put it in a place with good traffic and space for peopleto browse. Provide a place for her to stand or sit to sign books. Provide volunteersto make change and operate the table so that she will be free to minister. Schedulea time on the program for her or her assistant to mention the book table products.This usually works best after the first keynote. After the speaker is finished, make arrangements for her to come back up tothe platform and briefly introduce the ministry of her books to the group. This willhelp prevent the published speaker from making her presentations a commercialfor her writings.Secrets of Planning a Successful BIG EVENT 29By Karen Porter
  29. 29. A schedule defends from chaos and whim — Annie Dillard Chapter Five Scheduling the BIG EVENT Carefully plan the schedule to include Bible study reflection, fun worship, small groups, and down time. Begin planning the program by determining how long the event will last.A two-day event? Or a 3-day event?The two-day event (typically Friday night and Saturday) time frame is easier onfamilies because mama comes home on Saturday afternoon or evening. Somewomen will embrace this short block of time but hesitate if the event is longer. Atwo-day schedule moves fast because there is less time to work everything in.Some excited-to-have-a girls’-night-out gals will probably stay up most of thenight on Friday night and be exhausted by Saturday afternoon. With this fast, shortschedule, there is little time for bonding or mingling with anyone other than awoman’s usual friends.A full weekend or three-day event (typically Friday night, Saturday, and Sunday)allows a more relaxed schedule and ample time for bonding. Saturday afternooncan be blocked off for shopping or games. Sunday morning worship is often aspiritual highlight of the year. However, a three-day/all weekend schedule stressesfamilies left at home because Mom is gone. In smaller churches, covering SundayJubilant Press 30
  30. 30. school classes, especially in the children’s area, may be a problem with all thewomen gone on Sunday morning. Fathers and husbands must fully commit andagree that the women need this extra time for spiritual renewal. Strangely, themothers of the youngest children are the first ones to sign up for the extra day.Probably these young moms need time away. Note however, some speakers charge more for an extra day and very busyspeakers may request they leave the event by Saturday evening so they can gohome to their families. If this is the case, you may want Sunday to be a testimonialtime of sharing within your own group. Sample ScheduleFriday night:Dinner on your own7:00 pm Welcome Door Prizes Worship (Be sensitive to the speaker. If the worship service is reverent and moving, don’t interrupt the mood with door prizes or funny skits before the message. If the speaker is a comedian, lead into her message with upbeat music.)7:45 pm Speaker (up to one hour)9:00 pm. Dismiss for a light dessert and relaxationLate Night Plan an old-fashioned pajama party complete with junk food, a Doris Day movie, sleeping bags, and of course, CHOCOLATE!Saturday Morning:Secrets of Planning a Successful BIG EVENT 31By Karen Porter
  31. 31. 9:30 am Begin with worship (lively and fun — with motions, rounds, etc) Have announcements and more door prizes Perform a skit related to the theme9:50 am Introduce the speaker. Give her up to 1 hour.10:50 am Coffee Break — provide juice, cokes, water, simple snacks like M&M’s (Suggestion: Have a new snack item each break displayed in unusual containers, such as jewelry boxes or mason jars. Make each snack break a surprise)11:00 am Workshops12:00 am Small Groups12:30 am LunchAFTER LUNCH:If the event ends on Saturday Afternoon1:30 pm Door Prizes Skit Worship2:00 pm Speaker2:45 pm Workshops3:30 pm Final group session4:00 DismissAFTER LUNCH:If the event ends on Sunday Morning1:30 pm WorkshopsJubilant Press 32
  32. 32. 2:30-5:00 Free Time Organize hiking, shopping, games, rest, swimming, crafts, etc.5:30 pm. Supper6:15 pm Small Groups7:00 pm Skit Door Prizes Worship7:30 pm Speaker8:30 pm Sharing / Testimonies / Prayer Time9:30 pm Dismiss Free TimeSunday Morning:9:00 am Worship (Include testimony or devotional)9:30 am Speaker10:15 am Small Groups / Communion11:00 am Worship12:00 am Lunch / Pack up / LeaveSecrets of Planning a Successful BIG EVENT 33By Karen Porter
  33. 33. Small Groups and WorkshopsSmall GroupsDivide the entire group into smaller groups of no more than 10 (smaller ifpossible). Choose leaders and train each one using Appendix No 2, Tips For SmallGroup Leaders, on page 50. A well-trained, compassionate, focused leader is thekey to small group success.In advance, ask the speaker for questions related to her presentations. Use thesequestions in the small group discussions.Plan a Communion service for the small group to share in the last session. Using asmall bread loaf and one glass of juice in each small group, dip the bread in thejuice for communion. Teach the leaders how to lead the Communion using NewTestament verses.Jubilant Press 34
  34. 34. Ask a creative member of your team to plan a way for the small group participants to introduce themselves and bond together. Use ribbons, yarn, or other materials as tools to help them get comfortable and open up to each other. The following is one such example using flowers. The Heart-of-Friendship Bouquet Purpose: To allow small groups to bond and build a sense of unity. Method:ß Give each woman a bouquet of small flowers* all one color. (There should be as many flowers in each bouquet as there are in the group.ß Ask each woman to describe true meaning of friendship.ß After her answer, she gives one of her flowers to each person.ß When all have described friendship and handed out their flowers, each one now holds a multi-colored bouquet.ß Give each person two leaves and a strip of floral tape. The leaves stand for joy and laughter (which every friendship needs) and the tape stands for the Holy Spirit who binds us together.ß Each woman makes a corsage of her multi-colored flowers and wears it throughout the retreat to represent the different friendship needs of her group.Prayer: Lord, help us become friends to each other and meet each other’s needs in allthese different ways and as we do, help us to understand the true heart of friendship.Secrets of Planning a Successful BIG EVENT 35By Karen Porter
  35. 35. Make us one in you and just as we tied these flower bouquets together, bind us togetherin friendship.* Colorful silk flowers are sold in craft shops such as Michael’s and Hobby Lobby for50 cents per bunch (1 dozen). Look in the wedding department.Jubilant Press 36
  36. 36. WorkshopsPlan workshop sessions to cover hot topics. See the list below for ideas. Chooseworkshop speakers from the church or community. Workshop Ideas: ® Flower Arranging ® How to Garden ® Taming the Tongue ® Time Management ® Vegetable Gardening ® Seasonal Decorating ® Evangelism – Leading others to Christ ® Growing Kids who stand for Right ® How to have a Great Quiet Time ® Discipline for Kids 1-6 ® Discipline for Kids 7-13 ® Discipline for Kids 14 and up ® Family Devotions ® Weight Loss ® Developing Character in your kids ® Being a stepmother ® Scrap booking ® Becoming a parent to your parents ® Cooking on a budget ® Cooking when you don’t have timeSecrets of Planning a Successful BIG EVENT 37By Karen Porter
  37. 37. ® Creative entertaining ® Money management ® Staying focused on the important not the urgent ® Relating to your in-laws ® Health issues — infertility, menopause, PMS, HRT ® Summer fun with your kids — a focus on inexpensive fun ® Making Christ Lord of your life ® Scripture memory and how to do it ® How to date your husband ® The blended family ® Difficulties with teens — what to do when they rebel or go astray ® The joys of scripture study and how to apply it to your life. ® Building a strong marriage ® Building intimacy ® What if we have no kids? ® Women in the workplace ® Helping your kids develop manners (table manners, telephone manners, thank you notes, how to make introductions, etc.) ® Organization ® Getting out of debt ® Praying for your childrenJubilant Press 38
  38. 38. FoodFor meals, light fare is best for women.Suggested food might be taco salads, grilled chicken, salad trio plates, Mexicanfood, nachos, ect. Make the food light and the desserts sumptuous.For snacks, make an original party mix from nuts, cereals, pretzels, M&M’s, driedfruit, and small crackers. Combine these in a punch bowl and provide small cupsfor each woman to fill. Provide juice, flavored coffee and teas or do a make-your-own-sundae break. Saturday MorningBreakfast can be something as simple as bagels, muffins, fruit, and coffee. If youare at a hotel or resort where the rooms have kitchenettes, you can save money byhaving the attendees bring breakfast goodies. If you are providing food, add someprotein items, such as boiled eggs, peanut butter, and cheese.Start breakfast around 9:00 or 9:30 a.m. Those who stayed awake into the morninghours will appreciate the extra time. Everyone will love having a leisurely wakeup. If some early birds want to have early prayer and devotions together, enlist anearly-bird lady to lead it. Make it optional to the attendees. If the grounds of theretreat facility are beautiful, this early morning event can be held outside by thelake or in a garden.Secrets of Planning a Successful BIG EVENT 39By Karen Porter
  39. 39. AdvertisingGood attendance depends on publicity.Use the speaker’s press kit and photos to enhance the promotions. Create a buzzabout the event through diverse communications. Encourage everyone to invitesomeone. Ninety-five percent of women attend because someone invited them.The top 14 ways to communicate:1) Make an announcement at Sunday morning worship service.2) Present a slide show at Sunday morning worship service.3) Hand out flyers.4) Send out a mailing to all women in church and/or community.5) Perform a skit.6) Send individuals into the Bible Study Classes to announce the event.7) Tape announcements of the event on the inside door of the bathroom stalls. (Men’s bathrooms too – some husband may buy his wife’s registration as a gift)8) Bulletin inserts9) Posters10) Banners11) Personal contacts12) Send notes home from Sunday School. (pinned to the children’s shirts)Jubilant Press 40
  40. 40. 13) Public Service Announcements on local radio and TV stations14) Newspaper advertisementsSecrets of Planning a Successful BIG EVENT 41By Karen Porter
  41. 41. EvangelismUse a response card such as the sample below to determine whatdecisions are made during the event. If you prefer an invitation or altar call, train experienced, mature counselorsto use scriptures or tracts to the ones who respond. Overly emotional and troubledwomen should be guided to the most mature and discerning counselors. Discusswith the speaker how to call for a response. Sample Response Card (Best when printed on postcard-size cardstock)Comments:q Please add me to the mailing list for church women’s events.q I would like to help with the next event.q I would like to know more about the church.q I would like to talk to someone about some spiritual questions.q I would like to talk to someone about knowing Jesus personally.q Today, I asked Jesus to be my Lord and Savior.q Today, I recommitted my life to Christ.Jubilant Press 42
  42. 42. Prayer Request:Name_______________________________________Address _____________________________________City, ___________________ State __________ Zip ____________Phone Number ________________________________E-Mail _______________________________________Secrets of Planning a Successful BIG EVENT 43By Karen Porter
  43. 43. We all have the extraordinary coded within us waiting to be released. — Jean Houston Chapter Six Details To Make Your BIG EVENT Special Put pizzazz into your event by including details, details, details. Sometimesa gift of a funny pair of socks or photos on the wall will trigger a delightfulresponse and make memories.Following are random ideas to add zing and flavor to the event:ß Use colorful slides for songs.ß Show a slide show prior to each session with photos of church activities, children, the planning teams, or obtain baby photos of women in the group.ß Show slides of funny or cute sayings, jokes, or trivia — like at the theater before the movie starts.ß Make or buy a great banner for the front.ß Give door prizes — fun, pretty, enticing packages.ß Designate the team members with a silk flower, shirts that are alike, or ribbons.ß Decorate the stage with large and dramatic quilts, a whole a kitchen set, trellises fabric, picket fence, balloon arch, paper palm trees, large potted plants. TheseJubilant Press 44
  44. 44. can be borrowed from a nursery, especially if you put an acknowledgment in the program.ß Decorate the entry hall.ß Set up a place to take photos.ß Smiling faces to welcome, guide, and give out nametags.ß Goody bags with lotion, pad of paper, pen, soap, T-shirt, Bible booklet. Ask the speaker if she will donate a bookmark or business card to put in the bag. See Appendix No. 3 (page X) for a list of vendors for goody bag stuffers.ß Have a fun hairdos party complete with braiding and pigtails.ß Give prizes for funniest house shoes.ß Have a pajama beauty pageant.ß Have an indoor beach party.ß Have a western party.ß Dress in a 50’s theme.ß Ask everyone to wear pink.ß Wear hats for one session and give prizes for the zaniest, prettiest, ect.Secrets of Planning a Successful BIG EVENT 45By Karen Porter
  45. 45. EvaluationsPrepare an evaluation form such as the example in Appendix No. 4(page X). Ask each participant to complete the form. The answers will encourage youand show you how God worked during the event as well as give a starting point fornext year’s event.When the Day ArrivesThe motto for the hours prior to the event should be R P P — Rest,Play, and Pray. Get a good night’s sleep and begin the day early with some fun. Get amassage. Have a special party for the workers. Then spend at least one hour inprayer.After the Event Lives have been changed! Women have been blessed andrejuvenated. But dont relax yet.ß Get the speaker to her flight on time or help her load her car (The shepherd is in charge of this). Be sure her hotel bill is paid. Tell her what she said or did that helped the women. Encourage her in the Lord!ß Encourage the workers with abundant hugs and kind words.Jubilant Press 46
  46. 46. Follow Upß Send the speaker a thank you note. If you had some nice comments in the evaluation sheets about her, pass them along. Write a letter of recommendation on the church’s stationaryß Ship leftover books back to the speaker.ß Thank the hotel staff and planners.ß Send thank you notes to all volunteers and teams.ß Write a note to the pastor thanking him for his support and telling him the results of the event.ß Read the evaluation sheets and make a notebook of suggestions and comments for the next event.ß Relax and praise God for a wonderful event!ß Leave the results of the event in the hands of God.ß Begin planning for next year.Secrets of Planning a Successful BIG EVENT 47By Karen Porter
  47. 47. Appendix of Helpful Information Appendix No 1 Conference/Retreat Sample BudgetDescription: 300 women, rented retreat center, one keynote speaker, four workshopleaders, guest musiciansFacilities and Food Costs Possible Savings Retreat Center/Hotel $70 per person 300 $21,000 Meet at church Lodging for speakers/musicians 10 $700 Lodge in homes Scholarships 5 $350 Obtain donations Food for team meetings $200 Donated food Snacks at Retreat $200 Donated food Equipment rental $500 Use church equipment _______________ $22,950Registration Costs Possible Savings Packets/goodie bags $10 each 315 $3,150 Use freebies Program booklets Printing / Assembling 400 $ $3 $1,200 Sell advertising Photography Film / Processing $100 Request donations Name Tags $100 Miscellaneous $300 __________________ $4,850Guest Speakers / Musicians Costs Possible Savings Honorarium (Musicians) $2,500 Use in-house musicians Honorarium (Speakers) $5,000 Transportation and lodging for guest leaders $3,000 Obtain flight miles _________________ $10,500Publicity Costs Possible Savings Newspaper advertisements $100 Issue press releases Radio advertisements $200 Use radio calendars Transportation and lodging for guest leaders $500 Obtain flight miles Printed Materials $500 _________________ $1,300Jubilant Press 48
  48. 48. Decorations Costs Possible Savings Tables $500 Borrow decorations Entry $200 Borrow decorations Stage $500 Borrow decorations _________________ $1,200 GRAND TOTAL $40,800 Total Expense $40,800 $40,800 Fundraiser income ($2,500) Women’s Ministry Budget ($3,500) _______________________________________ TOTAL $40,800 $34,800 300 women $136 per person $116 per person Includes lodging and mealsSecrets of Planning a Successful BIG EVENT 49By Karen Porter
  49. 49. Appendix No 2 Tips for Small Group LeadersMany women are lonely, hurting, grieving and depressed. A good small groupleader empathizes, encourages and supports with love and prayers but doesn’tencourage the pain or worsen the depression. Always point to Jesus and offer hope.A Small Group Leader should:• Be warm and welcoming.• Keep in mind that her purpose is to build friendships and help the women get to know each other.• Be aware that the level of openness and friendliness of the group depends on you, the leader.• Smile a lot!• Remember Psalms 68:6. “God sets the lonely in families…” It is often in church families that He sets us. Make your group a family.• Learn the names. Saying each woman’s name often helps you remember.• Be an encourager.• Find out about each woman’s situation by talking with her privately when small group is not in session.Jubilant Press 50
  50. 50. When you ask questions, carefully craft your words so that there is no exactanswer. Never let a woman think she has given a wrong answer.Phrase your questions with: “What do you think…?” “What do you suppose…?” “What might we conclude from this…?”These types of questions allow women to have different answers and evendisagree, but no one can be wrong when asked, “What do you think?”Instead of asking “why”, ask: “Can you tell me more?” “Does anyone else feel the same way?” “Can anyone think of a Bible verse that fits that thought?” “That’s interesting. Can you talk about how you came to realize that?”For those who are shy and don’t participate: 1) Call her by name and ask her a question. 2) Sit with her between small group sessions and get to know her. 3) Make her comfortable with you. Ask about her kids and family. 4) Introduce her to others in the group.Secrets of Planning a Successful BIG EVENT 51By Karen Porter
  51. 51. For those who talk too much or try to take over the small group: 1) Start your next question with “Let’s hear from someone who hasn’t talked yet.” 2) Start your next question by saying someone else’s name. 3) If she persists, talk to her privately and ask her for help. Tell her you feel that you are not meeting your objectives for the group. Ask her how she thinks you can engage more ladies in the group. When you make her your partner, you get her help, not her interference.If someone begins to share a very intimate part of her life and you think she mightbe embarrassed tomorrow, interrupt her as quickly and gently as you can and then: 1) Look at her with caring loving facial expressions and ask if you can pray for her. Pray right then and there. 2) Interrupt her gently and ask if she’d like to meet with you privately later. 3) Get up from your chair and go put your arm around her shoulders. Ask the others to join you in prayer for her. 4) Say, “I can see that this topic has really touched you tonight. I promise that I’ll pray for you in the coming weeks.”Jubilant Press 52
  52. 52. If someone seems concerned about a medical problem or shows signs ofdepression: 1) Ask, “What has your doctor said?”, implying that she needs a medical professional 2) Ask: Have you talked to your Sunday school teacher or Pastor or Christian Counselor? (In this way, you will set some boundaries in her expectations of you.) Note: It is not your job to fix women. It is your job to point them to Jesus. Be compassionate. Leave each woman with hope. One of the greatest gifts a small group leader can give any woman in her group is the feeling of self-esteem that comes when she realizes that her leader thinks she is important and worthy. When her leader is willing to pray for her, she feels worthy.Secrets of Planning a Successful BIG EVENT 53By Karen Porter
  53. 53. Appendix No 3 Vendors for Prizes and Goody Bag GiftsOriental Trading Co1-800-875-8480 Eagle Specialty and Advertising Co.www.orientaltrading.com 9030 Frey Road Houston, Texas 77034Lillian Vernon Online 281-448-9600www.lillianvernon.com Donna BlackmonSpecialty Shop @LA Donna’s Printingwww.at-la.com/biz/@la-promo.htm 1719 Sungail Dr Spring, Texas 77387ABC Distributing Company 281-367-0659www.abcdistributing.comJubilant Press 54
  54. 54. Appendix No 4 Sample Evaluation FormWhen you format this evaluation form, leave ample spaces between essayquestions for response.Be sure you let attendees know how important their opinions are, too. Take a fewmoments in the closing sessions to let them fill out the evaluation form and foryour committee to collect them.1. What is your overall evaluation of this event? q What I expected q Better than I expected q Less than I expected2) What was your favorite part of the event?3) What can we do to improve?4) Which workshop was most helpful to you?5) What did you enjoy about the speaker(s)?6) Write a sentence describing your small group7) Did this event help you grow spiritually? How?8) CommentsOptional:Name: ________________________________Phone _________________________________Secrets of Planning a Successful BIG EVENT 55By Karen Porter
  55. 55. Appendix No 5 Conference / Retreat Planning GuideEvent:__________________________________________________________________Purpose:________________________________________________________________ Person Responsible CompletedOne to Two Years Aheadq Set date _________________ _________q Find and reserve location _________________ _________q Book keynote speaker _________________ _________q Book musicians _________________ _________q Set up budget _________________ _________q Establish team leaders _________________ _________Four to Six Months Aheadq Select theme _________________ _________q Select theme verse _________________ _________q Choose workshop subjects _________________ _________q Choose workshop leaders _________________ _________q Prepare a first announcement _________________ _________q Send confirmation to the keynote speaker_________________ _________Jubilant Press 56
  56. 56. q Verify that all teams are in place _________________ _________Two to Three Months Aheadq Mail registration brochures _________________ _________q Begin meeting with teams _________________ _________q Ask speaker for listening guides _________________ _________q Arrange travel/lodging for speakers_________________ _________q Finalize program and schedule _________________ _________q Hold team meetings _________________ _________One Month Aheadq Contact musicians, provide schedule_________________ _________q Contact speakers, provide schedule _________________ _________q Hold pre-event reception/prayer time_________________ _________q Second mailing _________________ _________q Announcement in church bulletin _________________ _________q Continue team meetings _________________ _________Two Weeks Aheadq Confirm reservations for speakers _________________ _________q Confirm reservations for musicians_________________ _________q Complete and assemble programs _________________ _________q Request checks for honorariums _________________ _________q Send program to speaker/musicians_________________ _________q Prepare registration goody bags _________________ _________Secrets of Planning a Successful BIG EVENT 57By Karen Porter
  57. 57. q Prepare registration goody bags _________________ _________q Prepare name tags _________________ _________q Meet with teams for prayer _________________ _________Day of the Eventq Relaxq Prayq EnjoyAfter the Eventq Send thank-you notes to teams _________________ _________q Send thank-you notes to donors _________________ _________q Send thank-you notes to church staff_________________ _________q Send thank-you notes to speakers _________________ _________q Send thank-you notes to musicians_________________ _________q Tell God “thank You” _________________ _________q Complete evaluation of speaker for agent _________________ _________q Compile results of evaluations _________________ _________q Begin planning for next event _________________ _________Jubilant Press 58
  58. 58. About the AuthorKaren Porter is co-author of Bible Seeds, A Unique Bible Study Devotional and coauthor and compiler of Bible Seeds For Enriching YourCharacter (Starburst Publishers). Her work is featured inIntimate Moments with God and Intimate Encounters withGod (Honor Books). She contributes to numerous nationalmagazines such as Focus on the Family, Discipleship Journal,and Godly Business Woman and curriculum for LifewayResources.Karen is vice president of International Marketing of a major food company inTexas and has traveled extensively worldwide.Karen is a popular national retreat and seminar speaker represented by Classervices,Inc. She teaches an Explore the Bible class at Stonebridge Church in The Woodlands,Texas where she also serves as special advisor to women’s ministries.Karen is a graduate of C.L.A.S.S. (Christian Leaders Authors Speakers Seminar)and Upper Class and is a Certified Personality Trainer. In addition to college atTexas A&M University where she majored in music education, Karen hasattended highly acclaimed training courses with Dun and Bradstreet and RiceUniversity Jones School of Management.Secrets of Planning a Successful BIG EVENT 59By Karen Porter
  59. 59. Karen serves on the teaching staff for Right to the Heart Ministry’s WomenWho Minister to Women Regional Conferences and on the steering committeefor AWSA (Advanced Writers and Speakers Association). She works with UpperClass, a speaker’s coaching program through Florence Littauer.The new “Dare to Dream God’s Dream” conference, developed this year byKaren, teaches Christians how to discover how God has designed each person for aunique ministry.Her marriage to George is her greatest achievement. Her greatest joy is herchildren: Cherry, Craig, Brett, and Kathryn. Their love for God and zest for lifebrings Karen the joy that only a mother could understand. Karen’s joy over herchildren is only surpassed by her outrageous love for her grandchildren Ashton,Garrett, and Gracen.i Col 4:2 NIVJubilant Press 60
  60. 60. Jubilant Press has brought to you: Planning a Successful Big Event By Karen Porter Please visit our site soon for more titles: www.JubilantPress.com Need a writing tutor? Jubilant Press has a new mentoring program for beginning and established writers. This program includes one-on-one mentoring from a published author, editing helps, published materials and lessons regarding the different aspects of writing and the writing business as well as telephone conferences on the craft and business of writing. See: www.Be-A-Writer.com for details. Coming soon from Jubilant Press! Plan That Big Event For Your Womens Ministry The Money Mission: How to Find $$$ for Your Women’s Ministry http://www.jubilantpress.com/ebooks/ebook_moneymission.htm Growing Your Womens Ministry From the Ground Up http://www.jubilantpress.com/ebooks/ebook_womenministrygroundup.htm Professional Writing http://www.jubilantpress.com/ebooks/ebook_writing.htm Professional Speaking http://www.jubilantpress.com/speaking.htm Your Adoption Coach Coming Soon! The Wedding Cake Coach Coming Soon! Cake Decorating Coach Coming Soon! Wedding Reception Coach Coming Soon! Great Parenting Coach Coming Soon! Great Dating Coach Coming Soon! Great Marriage Coach Coming Soon! Great Chicken Recipes Coming Soon! The Truth About Weight Loss Surgery — Before & After Coming Soon! See www.RecipeCoach.com for additional e-recipe books such as: Great Cookie Coach Crock Pot Recipe Coach Great Chicken Recipes See www.JubilantPress.com or www.Great-Christian-Ebooks.com for additional inspirational e-report titles. Jubilant Press was founded by Linda Evans Shepherd (www.InspiredSpeaker.com) and Rebekah Montgomery (www.rebekahmontomery.com) as a way to help sponsor Right to the Heart Ministries, a 501 (c) 3Secrets of Planning a Successful BIG EVENT 61By Karen Porter
  61. 61. organization.www.RightToTheHeart.org Right to the Heart ministries sees thousands of depressed and hurting people come to faith, every month, on their gospel interaction web site, www.GodTest.com In addition, Right to the Heart Radio is heard on over 150 stations around the country. Also, Right to the Heart Ministries is on a mission to encourage, equip and inspire the women of the church. This help happens through their free online ezine, Right to the Heart of Women, as well as their national seminar Right to the Heart of Womens Ministry, Write Away Weekend, and their national conference, Right to the Heart of Women Conference held annually at Cornerstone University. See: www.RightToTheHeartOfWomen.com for details To sign up for the free Right to the Heart of Women ezine, follow this link: http://lb.bcentral.com/ex/manage/subscriberprefs?customerid=16934 or click on subscribe at www.RighttotheHeartofWomen.com Right to the Heart also sponsors a ministry to the top Christian women communicators of the church, Advanced Writers and Speakers Association (AWSA). For information about AWSA, go to www.AWSAwomen.com Thank you for purchasing this electronic e-report. If you have additional questions or comments, please write: JubilantPress@aol.com for more information. THANK YOU! Linda Evans Shepherd & Rebekah Montgomery; Co-publishers for Christ Jubilant Press P.O. Box 6421 Longmont, CO 80501 How well do you know God? www.GodTest.comJubilant Press 62

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