Women

Jubilant Press 2

Jubilant Press

Copyright © 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

[email protected]

Secrets of Planning a Successful BIG EVENTBy Karen Porter

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Secrets to Planning A Sucessful Big EventBy 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 Ideas15 Location

17 Chapter Two: Planning is a Team Event1 7 The Steering Committee

18 Food Team18 Registration Team

19 Publicity Team19 Decoration Team

19 Music and Prayer Team20 Door Prize Team21 Fundraising Team

21 Chapter Three: Budgeting for the BIG EVENT21 Need to Find More Money?

24 Chapter Four: The Speaker24 Where to Find a Speaker

25 Before You Sign…26 Speaker Fees

27 Be Professional29 Discuss the Speaker’s Book Table


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30 Chapter Five: Scheduling the BIG EVENT30 A 2-Day Event? Or a 3-day event?

31 Sample Schedule34 Small Groups and Workshops

35 The Heart-of-Friendship Bouquet37 Workshops & Ideas

39 Food39 Saturday Morning

40 Advertising42 Evangelism

44 Chapter Six: Details To Make Your BIG EVENT Special46 Evaluations

46 When the Day Arrives46 After the Event

47 Follow Up

Appendix

1 Sample Budget 4 82 Tips for Small Group Leaders 5 03 Vendors for Prizes and Goody Bag Gifts 5 44 Evaluat ion 5 55 Conference Planning Guide 5 6

Extras

Author’s Biography 5 9Important Information 6 1

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Introduct ion

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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“Goals. Write them down, hang them up,and with God’s help, watch them happen.”

— Unknown

Chapter OneLet’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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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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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.

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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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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 1:17-19treasure 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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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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Locat ion

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.

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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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Where love and skill work together, expect a masterpiece.— John Ruskin (1819-1900)

Chapter TwoPlanning 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 Committeev 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.

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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 Teamv 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 Teamv Prepare registration form

v Set up system for receiving registrations and fees


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v Set up room assignments and logistics

v Prepare registration packets and goody bags

v Name tags

Publicity Teamv Mail a minimum of two mailings

v Prepare announcements for church bulletins

v Posters

v Promotions in church

v Newspaper advertising / press releases

Decorating Teamv Table decorations

v Stage decorations

v Entry decorations

Music and Prayer Teamv 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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Door Prize Teamv 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 Teamv 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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Lack of money is no obstacle. Lack of an idea is an obstacle.— Ken Hakuta

Chapter ThreeBudgeting 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

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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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v Check out The Money Mission: How to Find Money For Your

Women’s Ministry by Pamela Christian (Jubilant Press) at

http ://www.jubi lantpress .com

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In words are seen the state of mind and characterand disposition of the speaker

— Plutarch 46-120 AD

Chapter FourThe 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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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.

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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.

v Be 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 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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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.

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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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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 tableWill 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.

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A schedule defends from chaos and whim

— Annie Dillard

Chapter FiveScheduling 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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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 ScheduleFriday 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:

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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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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

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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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Ask a creative member of your team to plan a wayfor the small group participants to introduce

themselves and bond together. Use ribbons, yarn,or other materials as tools to help them getcomfortable and open up to each other. Thefollowing 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.

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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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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

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® 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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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.

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Advert i s ing

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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13) Public Service Announcements on local radio and TV stations

14) Newspaper advertisements

Jubilant Press 42

Evangel i sm

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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Prayer Request:

Name_______________________________________

Address _____________________________________

City, ___________________ State __________ Zip ____________

Phone Number ________________________________

E-Mail _______________________________________

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We all have the extraordinary coded within us waiting to be released.— Jean Houston

Chapter SixDetails To Make YourBIG 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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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.

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Evaluat ions

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 andrejuvenated. 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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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.

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Appendix of Helpful InformationAppendix No 1

Conference/Retreat Sample Budget

Description: 300 women, rented retreat center, one keynote speaker, four workshopleaders, guest musicians

Facilities and Food Costs Possible SavingsRetreat Center/Hotel $70 per person 300 $21,000 Meet at churchLodging for speakers/musicians 10 $700 Lodge in homesScholarships 5 $350 Obtain donationsFood for team meetings $200 Donated foodSnacks at Retreat $200 Donated foodEquipment rental $500 Use church equipment

_______________$22,950

Registration Costs Possible SavingsPackets/goodie bags $10 each 315 $3,150 Use freebiesProgram booklets Printing / Assembling 400 $ $3 $1,200 Sell advertisingPhotography Film / Processing $100 Request donationsName Tags $100Miscellaneous $300

__________________$4,850

Guest Speakers / Musicians Costs Possible SavingsHonorarium (Musicians) $2,500 Use in-house musiciansHonorarium (Speakers) $5,000Transportation and lodging for guest leaders $3,000 Obtain flight miles

_________________$10,500

Publicity Costs Possible SavingsNewspaper advertisements $100 Issue press releasesRadio advertisements $200 Use radio calendarsTransportation and lodging for guest leaders $500 Obtain flight milesPrinted Materials $500

_________________$1,300


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Decorations Costs Possible SavingsTables $500 Borrow decorationsEntry $200 Borrow decorationsStage $500 Borrow decorations

_________________$1,200

GRAND TOTAL $40,800

Total Expense $40,800 $40,800Fundraiser income ($2,500)Women’s Ministry Budget ($3,500)

_______________________________________

TOTAL $40,800 $34 ,800300 women $136 per person $116 per person

Includes lodging and meals

Jubilant Press 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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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.

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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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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 giveany woman in her group is the feeling of self-esteem that

comes when she realizes that her leaderthinks she is important and worthy.

When her leader is willing to pray for her,she feels worthy.

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Appendix No 3

Vendors for Prizes and Goody Bag Gifts

Oriental Trading Co

1-800-875-8480

www.orientaltrading.com

Lillian Vernon Online

www.lillianvernon.com

Specialty Shop @LA

www.at-la.com/biz/@la-promo.htm

ABC Distributing Company

www.abcdistributing.com

Eagle Specialty and Advertising Co.

9030 Frey Road

Houston, Texas 77034

281-448-9600

Donna Blackmon

Donna’s Printing

1719 Sungail Dr

Spring, Texas 77387

281-367-0659


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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 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 _________________________________

Jubilant Press 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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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 _________________ _________

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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 _________________ _________


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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.

Jubilant Press 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


61

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organization.www.RightToTheHeart.org Right to the Heart ministries sees thousands of depressed and hurting people come to faith, every month, on theirgospel 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. Thishelp happens through their free online ezine, Right to the Heart of Women, as well as their national seminar Rightto the Heart of Women's Ministry, Write Away Weekend, and their national conference, Right to the Heart ofWomen 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=16934or click on subscribe at www.RighttotheHeartofWomen.com Right to the Heart also sponsors a ministry to the top Christian women communicators of the church, AdvancedWriters 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: [email protected] for more information. THANK YOU! Linda Evans Shepherd & Rebekah Montgomery; Co-publishers for ChristJubilant PressP.O. Box 6421Longmont, CO 80501 How well do you know God?www.GodTest.com

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