From Onilla May's monthly newsletter The Whole Hearted Woman

These next two month's articles are devoted to specifics of program planning with warm appreciation to all the wonderful women, who, over the years, have helped me to develop these suggestions:

1. First things: Start praying now! Meet with your committee to discuss plans and ideas for your next event. Check the church calendar and set the date for the program with approval of the women’s ministry leadership council. Consider any possible conflict of local activities (such as local sports games), notice holidays that may affect attendance, be aware of facility use immediately prior to and after your intended use. Finalize the date by placing it on the church calendar. If the program is to be at the church, complete any required form for reserving the room and equipment you will need.

2. Determine a general idea for a theme, without many details. If you choose a speaker she will have important input on this point.

3. Obtain the approval of the leadership council and the Pastor to invite a specific speaker. Try to obtain any books, articles, tapes, or biographical sketch for the Pastor.

4. Contact the speaker to check her availability on the desired date.

5. Follow up with a letter to the speaker. Do this several months or more in advance. Be ready to tell her your theme and what you want her to do (how many times to speak, how long each time, all details you have thought out). Find out if she has a set fee for speaking. If not, women’s ministry should have an established policy on honoraria. Be prepared to make travel plans, but allow her to make her own arrangements if she prefers. Determine with her how expenses will be handled. Offer to send payment for travel expenses in advance. Send her a copy of the program schedule as soon as you have it. If your first contact is a phone call, follow it up with a letter confirming the time, place, date, subject, any details you discussed, and the agreed upon amount of the honorarium. (The honorarium should be given to her privately after the meeting along with a note of appreciation.)

6. Secure the location for the meeting. Make sure the room has an adequate sound system, lighting, and piano, if needed. Put any agreement in writing when meeting anywhere outside the church. Make sure it is signed by the one in authority. Be firm about your requirements.

7. Recruit the people you will need to take part in the program or to handle the arrangements--music, skit, refreshments, decorations, greeters, games, nametags, sound, testimonies, nursery, registration, announcements, publicity, transportation for program participants, and introductions. Each program will have special considerations. You must have a checklist.

8. Determine the program content and schedule.

9. Determine who will be responsible for each aspect of the program and make a list of the responsibilities of each committee. Make sure everyone has a copy. Prepare a list of the equipment each committee will need. Everyone should be aware of what their budget limitations are.

10. Delegate responsibilities to capable people and support them well by letting them know exactly what they are expected to do. Check with them at frequent intervals to maintain communication and express appreciation for their work and for being faithfully accountable.

11. After your event, be sure that notes of appreciation are written to each committee chairman and each program participant for their particular part in creating a successful program.

"Commit to the LORD whatever you do, and your plans will succeed." Proverbs 16:3

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