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Role-Aids by Rhonda
Helpful Tips and Ideas to make the Role of Event Planner a little easier to swallow!
Ready, Set, PLAN
THAT SPECTACULAR WOMEN’S EVENT!
By Rhonda Rhea
Thinking about organizing a women’s conference, retreat or other special event? What ministers more to the collective hearts of women? We women love getting together, learning, fellowshipping—and maybe downing a handful or two of something semi-scandalously chocolate!
Get Ready to CONNECT
A women’s event is a powerful tool for helping women make those oh so needed connections. And do we need those connections? Yes, we do! Girlfriends are mentors and mentorees. Girlfriends are found on both ends of counsel, prayer support or a friendly ear when there are questions and concerns about marriage, child-rearing, job issues, heartaches, issues from the past, Bible questions and more. We need each other. Think about it: without good, godly girlfriends, who’s going to tell us that we should never wear those certain pants without a long jacket?
Get Ready, Get Set, But DON’T STRESS
Sometimes women simply need a conference or retreat break to set the blender of a calendar aside to laugh and learn together. A women’s event can do that for you and for the women in your church or community. It can be a day or two of sweet relief from the stress-grind.
A conference or retreat can also be a great day of equipping. We love learning more about our walk with Christ and concrete ways we can draw closer to him. We love offering an outreach to those who don’t know him yet.
Oh, and we love the food—boy, do we love the food. Haven’t we all heard that chocolate is a great stress-reliever? A women’s event can be a day or two in a delicious no-stress zone!
Commit to Gathering Capable Committees
Speaking of a no-stress zone, as you’re thinking about event preps, don’t try to do it all yourself. Now that would be stressful! Not only can you totally burn yourself out trying to run the entire show, but the more women you can involve in the planning and carrying out of an event, the more women you’ll have present at the event. It’s the girl-math of connecting and networking. Each woman has her own connections—people she’s more likely to invite if she’s invested in the event. Trade the mega-stress for the fun of working together with a capable team of women. Every planning meeting can be a party!
Here are some suggested “party” committees you can consider gathering, according to what kind of committee combo might be needed for your particular event:
Prayer Team
Coordinates corporate prayer for all committees
Enlists prayer support outside the committee members
Each member commits to inordinate, special times of seeking God regarding the event (some pray through the names of those registered)
Each member understand the power behind a function that’s covered in prayer
Planning Committee
Chooses dates, times, locations, themes, program schedule and other core details
Researches and contracts speakers, musicians, etc.
Takes care of budget details and other duties of overseeing event planning
Publicity/Promo Committee
Makes announcements in churches/community
Organizes production of flyers and other print media
Mailing or designation to mailing company
Oversees production of any promo video or audio media
Design and production of ad flyers, postcards, registration forms, etc.
Radio, TV, newspapers and other media contacts
Secures photographer to photograph event for use in promo for future events
Hospitality Committee
Takes care of the various needs of the speakers/musicians for the event (transportation to and from hotel, as well as food, water and other needs)
Takes care of the various needs of the conferees
Registration Committee
Organizes sign up
Keeps records of payment of conferees
Organizes registration table at the event (might also be in charge of creating and distributing nametags)
Decorating Committee
Organizes, acquires and assembles decorations in main meeting area according to the theme of the function
Organizes, acquires and assembles decorations for any other areas as needed (ladies’ rooms, eating areas, etc.)
Food Committee
Organizes catering needs or meal preps
Makes coffee/snacks available at appropriate times
Organizes food clean-up sub-committee
Gift Bag/Door Prize Committee (if offered)
Contacts businesses and ministries for donations or purchases items (according to budget)
Takes care of making all door prizes appealing in their presentation (gathering into gift baskets and decorating, finding appropriate gift bags for door prizes, etc.)
Gathers the gift bags and gift bag contents for the bags offered to each conferee (tissues, pens, notepads, lotions, applicable books, etc.)
Audio/Visual Tech Committee
Secures sound technician(s) for event
Secures technician(s) for visual or other technical needs (acquires and presents any PowerPoint or other presentations from speakers/musicians)
Asks speakers/musicians if recording is possible
Organizes recording distribution as needed
Cleanup Committee
Organizes removal and return/storage of decorations
Takes care of all other cleanup needs not designated to another committee or sub-committee
Follow-up Committee
Develops, distributes and collects evaluation forms
Reports evaluations to the Planning Committee and any others related to comments (such as the speakers or musicians)
Sends thank you notes or gifts to all planners/helpers
Within each committee, sub-committees may be especially helpful, depending on the size of the event. For instance, your Registration Committee may want to enlist a Name Tag Committee to purchase, design or create the name tags. Each committee should have a chair person and each chair should report in at designated intervals to the lead person on the planning committee.
A boatload of work? You betcha! But the impact of the ministry of a women’s event can’t begin to even be measured this side of Glory. Who can measure a changed life? Who can measure a soul touched? Who can measure a woman refreshed?
And, okay, who can measure the collective thighs after all that chocolate?
That’s okay. Let’s lay our thighs on the altar, as it were. Let’s sacrifice our thighs for the sake of ministry.
Ready, set, INVEST IN THE LIVES OF WOMEN IN THE NAME OF JESUS!
