3. How to Use an E-Book
Once you know how to navigate, you’ll find an e-book to be one of the
handiest forms for reading material. With a click, you can skip through
the 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 Connections
Throughout this book, you will see items underlined in blue. These are
addresses on the World Wide Web. An example is:
http://www.jubilantpress.com
If you are connected to the Internet, you will be able to click on the link
and go to that webpage. Depending upon your browser, it may take a
few minutes, so be patient.
To go back to this e-book, close your Internet browser or click on the
Adobe Acrobat Reader icon on your computer desktop.
To Find Information Quickly
On the contents page(s), you will find small buttons surrounding the
chapter names. By clicking the button, you will automatically go to that
chapter. To return to the contents page, click the back button on the
menu bar of your Adobe Acrobat Reader.
Secrets of Planning a Successful BIG EVENT 3
By Karen Porter
4. Email Addresses
We 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 and
allow you to write an email. You do not have to be connected to the
Internet to write the email, but you do have to be connected to send it.
Bookmark the Text
Adobe Acrobat Reader provides handy bookmarks showing you a
complete outline of the book on the left side of the screen. Click on the
topic you wish to read and you will be there instantly. If you prefer to
have 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 border
until it turns into a double arrow. Drag to fit.
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5. Additional Tips for Using Adobe Acrobat Reader
You may adjust the size of the pages to suit your reading preferences by:
Using the sizing icons at the top of the screen
The icons at the top of the screen make overall changes in the size of the
page. Try them all to see which creates the most comfortable reading for
you.
The sizing bar at the bottom of the screen
The sizing bar at the bottom of the page allows you to set the page by
percentages. Click the arrow to the right of the percentage box.
Turning Pages
There 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 5
By Karen Porter
6. 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 Table
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7. 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 61
Secrets of Planning a Successful BIG EVENT 7
By Karen Porter
8. Introduction
A Big Event!
Sounds wonderful, doesn’t it? Lots of activities, fun, food, fellowship, and spiritual
nourishment. Everyone enjoys it, but how is it done? What makes a big event
really work?
In recent years, women’s ministry groups enjoyed attending large-scale, arena
events. The lure of popular speakers and musical artists brings thousands of
women together each year to grow spiritually and develop a sense of the overall
mission of God. But more and more ministry leaders realize the value of planning
an event, such as a retreat, for their local group.
A local event changes lives, feeding needy souls, and putting many volunteers to
work. It builds a sense of belonging and community, helps women’s friendships to
bond, offers an opportunity for spiritual reflection, and presents Christ to non-
believers. Whether you join with other area churches, want to emphasize Bible
study or missions, or kick off a year of women’s ministry, a big event builds
excitement and interest. Besides all that --- it’s fun!
As we discuss how to plan a large event, we will work through the planning and
budget for a retreat or conference, but the principles will work for any kind of
event you may decide to plan -- retreat, conference, seminar, banquet, brunch,
girl’s night out, or slumber party.
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9. “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’t
have the event. (I’m not kidding!) For starters, pray with the planning teams and
ask prayer warriors in the church to pray. Continue to schedule a prayer segment
into each planning meeting. The Bible says Devote yourselves to prayer, being
watchful and thankful.i
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By Karen Porter
10. Themes
A 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 a
headline --- grabbing attention yet telling what the event is about. Pick one from
the following list or develop an original idea. After you have decided on a theme
and prayed about it thoroughly, find an appropriate verse that relates. Then, begin
thinking about decorations and how the programs will look. Design a logo or use
pretty paper from stationary stores. If you have an artist in the church, ask her to
paint a special picture for the event. One church in San Antonio chose Becoming a
Woman for All Seasons as the retreat theme. An artist painted a beautiful design of
flowers in the four annual seasons. The group reproduced this lovely painting on
programs, name tags, cards, and posters.
A good theme can last all year. One church chose “Year of the FROG (Fully Rely
On God)” as the theme for the kickoff retreat and then used the slogan all year
long. Other ideas are R.O.S.E. (Reaching Other Sisters for Eternity) or Year of the
BIBLE.
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 fresh
vegetables, birdhouses, stone critter statues, garden carts, wheelbarrows, bird
feeders, coiled water hose (makes a darling wreath when covered in silk flowers),
buckets, potted plants, garden tools, and gloves. Themes such as “Growing in
Him”, “Blooming Where you Are Planted”, and “I am the Vine, You are the
Branches” work well with garden decorations.
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11. Hearts are another favorite decoration. Buy heart decorations at discounts prices
after Valentines Day. One of my favorite retreats is a “You Deserve a Break” day
at 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. Serve
herbal teas and flavored coffees. Ask a speaker to discuss ways to refresh and
renew body and spirit.
Secrets of Planning a Successful BIG EVENT 11
By Karen Porter
12. Theme Ideas
Theme ideas can be found in Bible verses, hobbies — even popular commercials. As you
choose a theme, consider the purpose you want to accomplish and match it to a Biblical
principle. Use one of the examples below or let the list get your creative juices flowing..
Title Purpose Decorations Verse
Hands for God Serving God Quilts, sewing items Ps 88:9b
Woven Together Woven Together Rugs, tapestries Acts 1:14
After The Rain Moving On After Tragedy Umbrellas, Raingear Ps 51:12
Wonderfully Created Self Esteem Quilts, sewing items Ps 139:14
If Teacups Could Talk Friendship Teacups, tea bags Prov 17:17a
Among Friends Friendship 50’s teenagers look Prov 27:9
Hearts for God Learning to Serve Hearts; all sizes, shapes Deut 10:20
Loving Hearts Reaching Out to Others Hearts, all sizes etc 3 John 5
What’s Cooking? Recipes for Home & Spirit Kitchen utensils, aprons… Matt 22:37
Up, Up, & Away Soaring With Jesus Balloons, hot air balloons Ps 145:14
Re-connected Re-discovering Your Passion Electrical paraphernalia, etc. Jer 29:11
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13. First Things First Christ First, Priorities Use the number ‘1’ in all Matt 6:33
kinds of forms/shapes
Fill My Cup Lord Falling in Love with Jesus Teacups, tea bags Deut 6:5
Becoming One Serving together Patriotic Theme Luke 4:8
Climb Every Mountain Fulfilling dreams /calling Mountain scenes Prov 16:3
Seasons of Life Dealing w/ Life’s Changes Photos of women Is 41:10
God of All comfort How God Cares for Us Teddy Bears I Peter 5:7
If Life Gives Lemons,
Make Lemonade Dealing with Difficulties Daises & Jars of Lemons 1 Peter 4:13
Secrets of the Vine Connecting with Jesus Topiaries with vines John 15:5
Friendship in Blossom Bonding together as friends Flowers, flower pots Ps 133:1
Heart & Home Becoming all we can be Hearts, dollhouses, Eph 1:17-19
treasure chests
Apples of Gold Importance of Scripture Bibles of all kinds, apples 2 Tim 3:16
Silver Threads/
Golden Needles Bridging the Generation Gap Sewing Items Titus 2:3-5
Common Grounds Helping Each Other Coffee cups, pots, packages Ecc 4:10
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By Karen Porter
14. 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 every
communication. 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 will
change women’s lives and stir them up, challenging each one to be a better friend, better student
of the Bible, or one who serves God intensely.
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15. Location
Where 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 a
bed and breakfast. Holding the event at the church costs less and makes food
preparation easier and cheaper than at a hotel or resort. If possible, choose a
location inside the church facility other than the sanctuary. When you decide where
to hold the sessions, get rid of extra chairs either by removing completely or
sectioning off the back of the room with ribbons. Try to get attendees to sit as close
to the front as possible and as close to each other as possible. Sitting in a
concentrated group builds a sense of community and rapport.
If there will be note taking or Bible studies, consider setting up tables. A seminar
style set up functions best for note taking and hands-on projects. If you have long
tables, set up rows and place chairs on one side only – facing the speaker. If the
tables are round, place the chairs in a semi circle around one side of the table so
that 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 side
to 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. Classroom
settings work best for workshops.
Secrets of Planning a Successful BIG EVENT 15
By Karen Porter
16. One disadvantage of an in-town event is that ladies may not take a break from the
pressures of home schedules and responsibilities. Some will try to squeeze in the
soccer game, grocery shopping, and the retreat too.
Having the event in the church lessens the SPECIAL feeling, too, although a good
decorating team can change the perception with clever pizzazz.
When you hold the event out of town, the group enjoys getting away. A resort or
retreat center is fun and relaxing. A small group could meet at a member’s lake
house or country home. Even a hotel in a nearby town gives the feeling of getting
away. Consider conference centers, sports camps, and church camps near the area
as the destination.
A hotel or resort center will require a signed contract. Read it carefully before
signing. Look for hidden fees and charges. Understand what guarantees the
contract requires. Don’t be afraid to ask the hotel to waive money and attendee
guarantees, special management or handling fees, attrition clauses, etc. Hotels
might 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 business
during the weekends. Use this need to your advantage to negotiate the best contract
possible. Ask for food costs to be all-inclusive – including all gratuities, taxes, and
service fees in the cost per person – so that you won’t have an unpleasant surprise
when you pay the bill.
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17. 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. Enlist
women from every age group. You will need a minimum of 6 workers for each 100
ladies, 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 17
By Karen Porter
18. 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 fees
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19. 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 retreat
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By Karen Porter
20. 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 offerings
To keep volunteers on tract and excited, hold frequent, short, fun meetings. Try
meeting at the local Starbucks around 8:00 p.m. after everyone’s children are in
bed. Establish email loops to keep each person in touch with the progress of the
group. Prepare regular updates on what each team has accomplished to encourage
other teams to get busy. Meet with individuals and discuss the progress.
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21. 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 pay
for the event and keeps surprise expenditures at a minimum. Prepare a budget
listing each expense. Use realistic amounts for each area. After listing every
expense, divide the total by the number of attendees to determine the individual
fee.
Using the sample budget provided in Appendix No. 1, set spending limits for
each segment of the retreat.
Need to find more money?
Add $5 or $15 dollars to the registration fee helps pay expenses without adding an
excessive burden to each attendee.
Here are a few more moneymaking suggestions:
v Hold a Silent Auction
Get donated handcrafted or purchased items from attendees and local businesses.
Display each item with a bidding sheet. Give ample opportunity to view and bid
during the event. When bidding ends (usually the last break), the person with the
highest entry on the bidding sheet wins the right to purchase the item. Even a small
Secrets of Planning a Successful BIG EVENT 21
By Karen Porter
22. group of less than 100 women can raise thousands of dollars with a well-run silent
auction.
v Frequent Flier Miles
Ask church members, who have frequent flier miles, to donate the miles for the
speaker’s airfare.
v Take a Love Offering
Take an offering at the event to offset expenses. If the pastor agrees, receive a
special offering during a church service prior to the event allowing church
members to help with funding.
v Sell Advertising in the Program
Local businesses or people in the congregation (Tupperware, Mary Kay, insurance,
real estate, etc) may buy enough small ads in the program booklet to pay for
printing costs.
v Get Donations
People or businesses in the congregation may donate money for expenses,
scholarships, or grants.
v Buy One of the Speaker’s Books
The speaker may be willing to sell one of her books at a deep discount to include in
each “goody bag”. You’ll get a good item for the ladies, and the amount you pay
can be negotiated as part of the speaker’s compensation.
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23. v Check out The Money Mission: How to Find Money For Your
Women’s Ministry by Pamela Christian (Jubilant Press) at
http://www.jubilantpress.com
Secrets of Planning a Successful BIG EVENT 23
By Karen Porter
24. 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 and
challenge each woman who attends. Pay careful attention to the choice.
A popular speaker who has written book or appeared on television can help
boost 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 the
comments from her references. Above all, ask God to lead you to the speaker who
will 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, ask
for a sample audio or videotape. See www.AWSAwomen.com for a directory of
Christian women authors and speakers. You can also search the web by going to
search engines and keying in terms like ‘Christian speaker.’ Web-savvy speakers
have interesting and helpful sites.
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25. 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 bureau
focuses on speakers in your fee range as well as speakers who speaks on topics
complimentary 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.html
Online speaker’s bureaus’ and directories include:
v www.Womensministry.net
v www.Womenspeakers.net
v www.AWSAwomen.com
v Before you sign…
Ask for a cassette tape or video of the speaker. Listen to the speaker’s message and
presentation style. Will she meet the needs of the group? Do her topics fit the
theme? Is she willing to adapt her topics to the theme and help you reach the
goals? Review her background.
Secrets of Planning a Successful BIG EVENT 25
By Karen Porter
26. Speaker Fees
No speaker does what she does only for the money. She speaks and travels because
God 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. She
takes time away from her family to spend time with you. She left children and
husband at home and may miss family events during the weekend. She also incurs
expenses such as a ministry assistant or other back-up staff. Her fee not only
reflects the years spent in preparation, but wardrobe, travel time, and loss of other
income, not to mention the time it takes to update, research, develop, and
customize 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 from
God that burns within her. She longs to share what she has learned and to help
hurting women. She would much rather discuss the ministry and your vision, but it
is important to make the fee question clear.
vBe Professional
When 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 the
details carefully. Be sure to cover the travel expenses and details (including who
makes the airline arrangements --- how and when you will pay and reimburse her.)
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27. If the speaker travels with a companion, discuss who is responsible to pay the
additional expenses of the companion. If you choose not to pay the expenses of the
companion, consider providing complimentary conference fees including meals
and lodging. Discussing every detail at the beginning will avoid embarrassing
situations and extra costs.
v Pay the Speaker
Be sure to pay the speaker at the event without her having to ask you. A card with
the 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 the
presentation. 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, and
workshops to avoid duplications. If she sings, coordinate any songs by members of
the group. Clue her in on the event style and activities — casual, formal, a dress up
evening, baseball in the afternoon, slumber party attire — so she will bring
appropriate clothes.
Secrets of Planning a Successful BIG EVENT 27
By Karen Porter
28. v And all importantly…
Tell your speaker if you want her to present the Gospel and how you want to
handle responses — cards, show of hands, invitation, altar call, or opportunities to
meet with pre-selected counselors.
v Provide your speaker with a shepherd.
Choose a friendly, helpful lady to shepherd the speaker. The shepherd confirms
that the hotel room is in order, provides transportation to and from the airport, if
needed, and helps set up the book table. She will escort the speaker to the meeting
rooms, introduce her during free times (especially at the beginning), and get her set
up with the sound technicians. The shepherd helps with emergency items like
ruined 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 longs
to 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 or
special podium or table? Would she prefer to walk around on stage? Will she want
to 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 each
woman excited to hear her. The speaker’s bio sheet will give you all the
information you need. Keep it simple and short. Tell who she is, where she is from,
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29. what she does, and her area of expertise. A professional speaker will provide you
with an introduction sheet. Study it. If you know the speaker’s whole story, don’t
give away her punch line in the introduction or pre-publicity.
v Discuss the speaker’s book table
Will the speaker have specific needs for a book table? Provide a large table so she
can display her items well. Put it in a place with good traffic and space for people
to browse. Provide a place for her to stand or sit to sign books. Provide volunteers
to make change and operate the table so that she will be free to minister. Schedule
a 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 to
the platform and briefly introduce the ministry of her books to the group. This will
help prevent the published speaker from making her presentations a commercial
for her writings.
Secrets of Planning a Successful BIG EVENT 29
By Karen Porter
30. 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 on
families because mama comes home on Saturday afternoon or evening. Some
women will embrace this short block of time but hesitate if the event is longer. A
two-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 the
night on Friday night and be exhausted by Saturday afternoon. With this fast, short
schedule, there is little time for bonding or mingling with anyone other than a
woman’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 afternoon
can be blocked off for shopping or games. Sunday morning worship is often a
spiritual highlight of the year. However, a three-day/all weekend schedule stresses
families left at home because Mom is gone. In smaller churches, covering Sunday
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31. school classes, especially in the children’s area, may be a problem with all the
women gone on Sunday morning. Fathers and husbands must fully commit and
agree that the women need this extra time for spiritual renewal. Strangely, the
mothers 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 busy
speakers may request they leave the event by Saturday evening so they can go
home to their families. If this is the case, you may want Sunday to be a testimonial
time of sharing within your own group.
Sample Schedule
Friday night:
Dinner on your own
7:00 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 relaxation
Late 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 31
By Karen Porter
32. 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 theme
9:50 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 Workshops
12:00 am Small Groups
12:30 am Lunch
AFTER LUNCH:
If the event ends on Saturday Afternoon
1:30 pm Door Prizes
Skit
Worship
2:00 pm Speaker
2:45 pm Workshops
3:30 pm Final group session
4:00 Dismiss
AFTER LUNCH:
If the event ends on Sunday Morning
1:30 pm Workshops
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33. 2:30-5:00 Free Time
Organize hiking, shopping, games, rest, swimming, crafts, etc.
5:30 pm. Supper
6:15 pm Small Groups
7:00 pm Skit
Door Prizes
Worship
7:30 pm Speaker
8:30 pm Sharing / Testimonies / Prayer Time
9:30 pm Dismiss
Free Time
Sunday Morning:
9:00 am Worship (Include testimony or devotional)
9:30 am Speaker
10:15 am Small Groups / Communion
11:00 am Worship
12:00 am Lunch / Pack up / Leave
Secrets of Planning a Successful BIG EVENT 33
By Karen Porter
34. Small Groups and Workshops
Small Groups
Divide the entire group into smaller groups of no more than 10 (smaller if
possible). Choose leaders and train each one using Appendix No 2, Tips For Small
Group Leaders, on page 50. A well-trained, compassionate, focused leader is the
key to small group success.
In advance, ask the speaker for questions related to her presentations. Use these
questions in the small group discussions.
Plan a Communion service for the small group to share in the last session. Using a
small bread loaf and one glass of juice in each small group, dip the bread in the
juice for communion. Teach the leaders how to lead the Communion using New
Testament verses.
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35. 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 all
these different ways and as we do, help us to understand the true heart of friendship.
Secrets of Planning a Successful BIG EVENT 35
By Karen Porter
36. Make us one in you and just as we tied these flower bouquets together, bind us together
in friendship.
* Colorful silk flowers are sold in craft shops such as Michael’s and Hobby Lobby for
50 cents per bunch (1 dozen). Look in the wedding department.
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37. Workshops
Plan workshop sessions to cover hot topics. See the list below for ideas. Choose
workshop 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 time
Secrets of Planning a Successful BIG EVENT 37
By Karen Porter
38. ® 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 children
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39. Food
For meals, light fare is best for women.
Suggested food might be taco salads, grilled chicken, salad trio plates, Mexican
food, nachos, ect. Make the food light and the desserts sumptuous.
For snacks, make an original party mix from nuts, cereals, pretzels, M&M’s, dried
fruit, and small crackers. Combine these in a punch bowl and provide small cups
for each woman to fill. Provide juice, flavored coffee and teas or do a make-your-
own-sundae break.
Saturday Morning
Breakfast can be something as simple as bagels, muffins, fruit, and coffee. If you
are at a hotel or resort where the rooms have kitchenettes, you can save money by
having the attendees bring breakfast goodies. If you are providing food, add some
protein 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 morning
hours will appreciate the extra time. Everyone will love having a leisurely wake
up. If some early birds want to have early prayer and devotions together, enlist an
early-bird lady to lead it. Make it optional to the attendees. If the grounds of the
retreat facility are beautiful, this early morning event can be held outside by the
lake or in a garden.
Secrets of Planning a Successful BIG EVENT 39
By Karen Porter
40. Advertising
Good attendance depends on publicity.
Use the speaker’s press kit and photos to enhance the promotions. Create a buzz
about the event through diverse communications. Encourage everyone to invite
someone. 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 inserts
9) Posters
10) Banners
11) Personal contacts
12) Send notes home from Sunday School. (pinned to the children’s shirts)
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41. 13) Public Service Announcements on local radio and TV stations
14) Newspaper advertisements
Secrets of Planning a Successful BIG EVENT 41
By Karen Porter
42. Evangelism
Use a response card such as the sample below to determine what
decisions are made during the event.
If you prefer an invitation or altar call, train experienced, mature counselors
to use scriptures or tracts to the ones who respond. Overly emotional and troubled
women should be guided to the most mature and discerning counselors. Discuss
with 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.
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44. 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. Sometimes
a gift of a funny pair of socks or photos on the wall will trigger a delightful
response 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. These
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45. 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 45
By Karen Porter
46. Evaluations
Prepare an evaluation form such as the example in Appendix No. 4
(page X).
Ask each participant to complete the form. The answers will encourage you
and show you how God worked during the event as well as give a starting point for
next year’s event.
When the Day Arrives
The 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 a
massage. Have a special party for the workers. Then spend at least one hour in
prayer.
After the Event
Lives have been changed! Women have been blessed and
rejuvenated. But don't 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.
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47. Follow Up
ß 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 stationary
ß 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 47
By Karen Porter
48. Appendix of Helpful Information
Appendix No 1
Conference/Retreat Sample Budget
Description: 300 women, rented retreat center, one keynote speaker, four workshop
leaders, guest musicians
Facilities 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
_______________
$22,950
Registration 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
__________________
$4,850
Guest 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
_________________
$10,500
Publicity 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
_________________
$1,300
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49. 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 meals
Secrets of Planning a Successful BIG EVENT 49
By Karen Porter
50. Appendix No 2
Tips for Small Group Leaders
Many women are lonely, hurting, grieving and depressed. A good small group
leader empathizes, encourages and supports with love and prayers but doesn’t
encourage 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.
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51. When you ask questions, carefully craft your words so that there is no exact
answer. 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 even
disagree, 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 51
By Karen Porter
52. 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 might
be 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.”
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53. If someone seems concerned about a medical problem or shows signs of
depression:
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 53
By Karen Porter
54. Appendix No 3
Vendors for Prizes and Goody Bag Gifts
Oriental Trading Co
1-800-875-8480 Eagle Specialty and Advertising Co.
www.orientaltrading.com 9030 Frey Road
Houston, Texas 77034
Lillian Vernon Online 281-448-9600
www.lillianvernon.com
Donna Blackmon
Specialty Shop @LA Donna’s Printing
www.at-la.com/biz/@la-promo.htm 1719 Sungail Dr
Spring, Texas 77387
ABC Distributing Company 281-367-0659
www.abcdistributing.com
Jubilant Press 54
55. Appendix No 4
Sample Evaluation Form
When you format this evaluation form, leave ample spaces between essay
questions for response.
Be sure you let attendees know how important their opinions are, too. Take a few
moments in the closing sessions to let them fill out the evaluation form and for
your 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 expected
2) 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 group
7) Did this event help you grow spiritually? How?
8) Comments
Optional:
Name: ________________________________
Phone _________________________________
Secrets of Planning a Successful BIG EVENT 55
By Karen Porter
56. Appendix No 5
Conference / Retreat Planning Guide
Event:
__________________________________________________________________
Purpose:
________________________________________________________________
Person Responsible Completed
One to Two Years Ahead
q 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 Ahead
q 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_________________ _________
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57. q Verify that all teams are in place _________________ _________
Two to Three Months Ahead
q 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 Ahead
q 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 Ahead
q 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 57
By Karen Porter
58. q Prepare registration goody bags _________________ _________
q Prepare name tags _________________ _________
q Meet with teams for prayer _________________ _________
Day of the Event
q Relax
q Pray
q Enjoy
After the Event
q 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
59. About the Author
Karen Porter is co-author of Bible Seeds, A Unique Bible Study Devotional and co
author and compiler of Bible Seeds For Enriching Your
Character (Starburst Publishers). Her work is featured in
Intimate Moments with God and Intimate Encounters with
God (Honor Books). She contributes to numerous national
magazines such as Focus on the Family, Discipleship Journal,
and Godly Business Woman and curriculum for Lifeway
Resources.
Karen is vice president of International Marketing of a major food company in
Texas 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 at
Texas A&M University where she majored in music education, Karen has
attended highly acclaimed training courses with Dun and Bradstreet and Rice
University Jones School of Management.
Secrets of Planning a Successful BIG EVENT 59
By Karen Porter
60. Karen serves on the teaching staff for Right to the Heart Ministry’s Women
Who Minister to Women Regional Conferences and on the steering committee
for AWSA (Advanced Writers and Speakers Association). She works with Upper
Class, a speaker’s coaching program through Florence Littauer.
The new “Dare to Dream God’s Dream” conference, developed this year by
Karen, teaches Christians how to discover how God has designed each person for a
unique ministry.
Her marriage to George is her greatest achievement. Her greatest joy is her
children: Cherry, Craig, Brett, and Kathryn. Their love for God and zest for life
brings Karen the joy that only a mother could understand. Karen’s joy over her
children is only surpassed by her outrageous love for her grandchildren Ashton,
Garrett, and Gracen.
i
Col 4:2 NIV
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