From Onilla May's monthly newsletter The Whole Hearted Woman

This is more "nuts and bolts" help for your event planning. I hope you find this helpful!

NAMETAGS
Nametags should be simple and EASY TO READ AT A DISTANCE. The peel-off or clip-on kind eliminates pins. If the pin-on kind is used, don't forget the pins. The nametags should be printed ahead of the program to keep it moving on time. Alphabetize and organize them in the greeting area. Arrange for greeters to help people find their nametags. Have extra nametags and someone present who can print them well, as needed.

GREETERS
Those who greet should be the type of people who are warm and outgoing by nature. It helps if they know many people and can introduce newcomers as they arrive to at least one other person.

MUSIC & MUSICIANS
Musicians from outside the church may need approval. See your pastoral advisor for this purpose. Usually, unbelievers are not asked to perform. If a group from your church provides music for an event, make sure that they understand in advance who will purchase their ticket, pay for the meal, or whatever applies. It is advisable to consult pastoral leadership and have a policy in place for such occasions.

THE SPEAKER
It is advisable to have someone other than the program chairman appointed to assist a speaker who is not a member of your church. That person should meet the speaker at the airport, arrange for lodging, transportation, any special needs, answer any questions, and introduce her to the program chairman and the other program participants. Arrange for lodging at a hotel or in the home of someone other than the person responsible for the program.

HONORARIA
The agreed upon amount should be presented in an envelope accompanied by a note of appreciation from the Program Chairman or President of women’s ministries. The treasurer should be informed ahead of time so that the check can be written. Use your special ministry stationery for notes if you have it. Most churches do not to give honoraria to speakers or musicians who are members of the church. Other speak­ers may receive a fee per presentation unless otherwise agreed upon and approved by the leadership. Payment should be approved by the leadership council and its pastoral advisor.

CLEAN UP
A special and separate committee for clean up should be selected by the Program Chairman or her delegate. A leader should be appointed to direct the effort and see that all equipment is washed and returned to proper storage.

USE OF CHURCH EQUIPMENT
The Program Chairman must coordinate with the Church Hostess or other person responsible if dishes, coffee pots, centerpieces, tablecloths, or other equipment is to be used.

RESERVATION
Reservations for programs may be the mail-in type provided for in the publicity for the program. Reservations (whether there is a fee or not) help to prepare for the number who will attend. A small charge helps people to take their reservation more seriously. Even a $1.00 fee might be used. Reservations may be made at any regular meetings of women (such as Bible Study) or on Sundays.

COSTS
Try to anticipate the cost of decorations, advertising, printed programs, nametags, honoraria, food, etc. and cover these in the registration fee. Expenses should be covered by the registrations unless the leadership council has created a budget for it.

NURSERY PROVISIONS
It is difficult to anticipate the number of children you will have in the nursery for an evening program. Some of the time you can offer a nursery, but some events can be publicized well in advance specifically to allow mothers to plan for a sitter. It is the responsibility of the chairman of the program to see that arrange­ments are made with the Nursery Director.

DECORATIONS
Try to use creativity in keeping the expense of decorations as reasonable as possible. Check for decorations that may already be on hand and can be reused or changed in some way.

REIMBURSEMENT
Check with the women's ministry Treasurer for approval of expenditures before they are incurred. Usually, reimbursements can only be made if receipts are presented to the treasurer.

PUBLICITY
Coordinate with the Publicity Chairman or her delegate for the program publicity. Give as much advance notice and as many details as possible to the publicity person. This is CRUCIAL to the success of any program or event. (More about publicity later.)

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

May God bless all your efforts and give you good success!

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