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Event Planning & Coordination Tips

Event Planning & Coordination Tips

Coordinating and planning women's events requires courage and clarity. There are so many moving pieces (and people)! Here are some tips from a few of our featured speakers to keep you focused and moving forward! Godspeed! Marnie

Plan a God-Centric Event

Prepare before you start the event planning process. Take time to conduct a survey to determine the top-of-mind concerns of your target audience. Sit with their answers, put on the mind of Christ by meditating on Proverbs 3:5-6, and jot down whatever He highlights. Starting with these insights, you'll gain confidence and courage to host a successful Christ-centered event from His perspective, and for His glory. It is from this firm foundation you'll begin to plan your in-person or virtual event, all of which have the same basic tenets: 1) Identify the purpose and theme. 2) Establish the budget. 3) Invite the speakers. 4) Finalize the dates. 5) Secure your venue or determine which online platform to use. 6) Produce the announcements and tickets. 7) Start sharing as you complete all the steps to make God's idea your reality.

Treasure Your Women as You Plan Your Event

Women need to know that they are treasured. One thing I have found very important in coordinating women's conferences and retreats is always communicating the recipient's value to God and to me. I love putting personal-type comments into all my communications so they feel I am talking just to them. An example would be: “I was thinking about you today and praying that God shows his love for you in a special way.” "You" could be used singular or plural. In addition, using name tags and looking in their eyes further increases their sense of value and uniqueness. These are just a few ways we can be Jesus to the women God has assigned to us, our ministries, and our events.

Maximize Your Event Speaker Budget

If you’re wanting a high quality speaker, but you’re working on a limited budget, provide intangibles to go with your speaker fee. We all really want to come, to share God's love, and to do it in a way that doesn't break your budget. So, if you find yourself short-funded, consider the following as alternatives to additional fundraising. 1) Do you have a talented photographer in your group? Offer to provide photos of them speaking. 2) Are you set up for streaming? Offer a recording of their presentation that they can use for their speaker reel. 3) Ask if they’d like additional promotional activities like an interview on a local radio station or an appearance at a bookstore, then make the necessary arrangements. 4) Promote more to increase ticket sales or love offerings. Remember, the Christian women speakers listed at this site truly WANT to come share with your group.

Focus Your Leadership Team the Night Before

The night before your event, gather those who've worked on your event to encourage and inspire them. Using clear cups, colored stones, water and a clear vase, explain that if we know Jesus, we carry His presence. Pour water into each of the small cups and put a rock into the individual cups one by one representing each of your workers. (Leave extra stones to the side.) Explain that they each carry Jesus and will be bringing the presence of Jesus with them. One by one, pour the cups with rocks and water into the clear vase. Ask them if they notice what is happening. Wait for the answer. “The water level is rising.” Explain that the presence of Jesus in the conference location will rise as each of them arrive for the conference. Reach over to the dry stones and one by one drop them into the vase of water. These dry rocks represent attendees that may not know Jesus. The women attending your event will be walking straight into the presence of Jesus! We just have to get them to Jesus, and He will do the rest. As you organize your event, encourage each other and remember your purpose!

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