Planning Tips

TIPS FOR PLANNING YOUR NEXT CHRISTIAN, INSPIRATIONAL OR MOTIVATIONAL CONFERENCE, RETREAT OR SPECIAL EVENT WITH EXCELLENCE.

 

WRITE THE VISION

Before you do anything, develop your goals and objectives concerning your event. It is a great idea to come up with a MISSION STATEMENT and/or VISION STATEMENT for your group.   

ORGANIZE A TEAM

Next, organize your team! It is a good idea to have one key manager, many chairpersons and a team of volunteers. Present your vision and mission to your team at scheduled meetings, assign responsibilities, create deadlines and track progress. Create excitement at your team meetings with applause, announcements, awards, and recognition. Team players love to be recognized for their efforts.

PICK A DATE

Be sure that your date does not conflict with other church/community events, school/vacation holidays, or other special occassions that might draw particpants away from your planned conference or retreat.

FUNDING YOUR EVENT

Create a plan for budgeting your event. Will you hold ticket sales, fund raisers, get sponsorships or are you funded by your church or organization? Decide on how much money you will need to put on the event you are planning. Be sure to leave yourself a cushion for unexpected expenses.  

Some things to figure into your budget are:

  • Venue
  • Decorations
  • Food
  • Marketing
  • Technicians
  • Speaker(s)
  • Door Prizes
  • Etc.

VENDORS

Will your event have VENDOR TABLES? It is good practice to always offer a FREE vendor table for your speaker/talent. And, did you know that you can raise money for your event by selling vendor tables to other home based business leaders, crafters, ministries, and leaders in the community? In addition to raising the extra funds needed for your event, vendor tables create larger attendance by association. Create excitement, offer value, and boost your profits by selling vendor tables for a nominal fee.

BRANDING / TAGLINE / LOGO / THEME

Make sure that your event gets the attention it deserves. Your marketing efforts will bring greater rewards if you plan your branding stradegy BEFORE you begin marketing your event.

MARKETING

Marketing, Marketing, Marketing... If you want to have a successful event, you've got to get the word out!  Begin your marketing campaign 3-6 months in advance.  

Ideas for " How to Get the Word Out":

  • Fliers & Posters
  • Video announcements on the screen at the end of church services.
  • Social Media
  • Create a Website For Your Event
  • Radio/ TV
  • Newspaper
  • Press Release
  • Blog Post

TICKET SALES

1)  There are many online sites that offer payment portals for your event. Here are some ideas:

  • PayPal
  • Eventbrite

2)  Require your TEAM OF VOLUNTEERS to sell a certain amount of tickets (10-20). 

DATA

Keep track of all guest information by using an EXCEL SPREADSHEET. Work smarter and not harder.

EMERGENCY KITS

Be prepared for ANYTHING from scenery fixes to minor emergencies at your event. Be sure to have the following items with you:

  • Bandaides
  • Asprin
  • Safety Pins
  • Bobby Pins
  • Mascine Tape
  • Scotch Tape
  • Water Bottles
  • Contact Cell Phone (on vibrate)
  • Cleenex Tissues
  • Paper Towels
  • Table Clothes (extra)
  • Ink Pens
  • Pencils
  • Hair Spray & Brush Set
  • Toilet Paper
  • Worship Music CD
  • Laptop
  • etc.

BE TECH SAAVY

In today's world, it is imperative that your event be up-to-date with technology. Below are some things you should plan to have at your event... AND... be sure you have a skilled technician or two available to run things. Hiring a professional technician is a wise investment.

  • Speaker Podium
  • Microphone(s) & Stands
  • Projector
  • Video Camera
  • Ligthing
  • Professional Sound System
  • Computer that is hooked to your sound system, projector and lighting.
  • etc.

FOR MORE INFORMATION ON HOW TO PLAN YOUR EVENT...

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