We are a ministry rooted in the reformed faith that offers resources on grief, autism, alcoholism, terminal illness and life crises, as well as hope and help for daily life.

To Help You Get Where You're Going!

Establish Your Budget

1. Down Payment for Facility
2. Postage for mailings
3. Long Distance Phone Calls
4. Speaker - Honorarium/travel expenses/lodging/welcome gift
5. Special Music - Honorarium/registration cost
6. Gifts - thank you, treats/favors
7. Decorations
8. Refreshments
9. Name Tags
10. Programs/Handout Duplication
11. ETC.!!!!

Divide the total of these costs (eliminate #1 - Down payment for facility since this will be covered in cost of rooms) by the number of women you expect to attend. Then add cost of room per woman to that number. You may want to add several dollars per woman to cover any unexpected costs.

Evaluate Your Itinerary

1. Will the program achieve your objectives?

2. Does the established budget look reasonable?

3. How many people/churches will have responsibilities?

4. Will women leave knowing someone from another church?

5. Will women be spectators or participators in the meeting?

6. Will the vision of WIC as an exciting opportunity for collective growth andministry be presented?

7. Will women know at least one specific PC need (ministry opportunity)they can become involve din?

8. How long before the meeting will the date be announced?

9. How many notices will go out about the meeting? (Minimum of three - first notice should give date a year in advance for planning purposes of the invited groups. This takes organization!)

Brochure Checklist

Include in Brochure:
Day of week, Date, Year, Times
Who is Invited
Location
Address
Directions
Title
Sponsored by
Theme for Artwork/Name Tags
Summary about the Speaker(s) (Quotes about the speaker and/or topic)
Cost (Will there be an offering in addition to registration fees?)
Meals
Child Care
Registration Deadline
Questions? Contact Person and Phone Number

Program Planning Checklist

Goal of Program:

Type of Program and Format:

Theme:

Speaker:

Speaker "Caretaker"_________________

Date, Time, Place:___________________________________

# of People Expected:___________

Committees Involved: Responsibilities:

Samples of Possible Committees: PRAYER, Music, Refreshments/Meals, Centerpieces, Favors, Publicity

Set-Up Required: (Show Diagram) Notify Sexton at least 1 week prior for set-up.

# of Tables____________ #of Chairs:_______________

Microphones (Kinds): _________________Will messages be taped?_______________

Sound Person to Contact for set up and put away): ___________________

Music: Equipment Needed? Words to Songs -in program or on slides?

Video equipment (Kinds):___________________

Person to contact for set up and put away:____________________

Rooms needs (diagram set up in each room):________________________

Follow-up:

Thank you note to speaker/volunteers:____________________

Monetary Gift for Speakers(s):___________________________

Evaluate!!

Establish a Reference Folder for the Next Committee Chairman! Carry through the spiritual mothering philosophy by "mothering" the next chairman with good notes! Include:
Committee members and their responsibility/title
Minutes
Copies of Personal Testimonies used in the Program
Number and List of People who attended
Copies of all minutes, letters, final budget, programs, etc.
Evaluate the event and place in file all suggestions for the next event
Evaluation Comments by Attendees

Evaluation Sample Form

How did you hear about this event?

What prompted you to register?

Were adequate opportunities given to meet and interact with women who m you did not already know?

Did you feel welcome and comfortable throughout the event? If so, why? If not, please elaborate_______________________________________________

Did seating arrangements help or hinder your enjoyment? Explain.

Was the content of material offered relevant and practical? Give an example of one point or one thing that happened at this event that met a need in your life ________________________________________________________________

________________________________________________________________

Comments on food and accommodations:

Did this event meet your expectations? If not, why not? ________________________________________________________________

Additional Comments:

Would you like to help plan this event for next year? If so, please add your name, address, phone number, and church you attend.

More Tips

If you are having seminars, be sure to have a "runner" assigned to each room in case the leader needs something. Also be sure to have signs on doors so that women don’t get confused.

Use men's rooms as ladies rooms. (Be sure there are no men in the building or at least reserve one rest room for them!)

The Importance of an Agenda
A meeting agenda in the hands of your committee members at least a week before the meeting gives committee members an opportunity to pray through the meeting and come prepared to contribute. Attach any items that need to be proof-read or reviewed.

An Easy Way to Take Minutes
Have committee members hand in a written copy of their report. If you are following an agenda, simple notes can be taken and a formal page of minutes attached to the agenda for the next meeting. Minutes should be distributed to committee members as sson as possible after each meeting.

Program
Time Everything - songs, testimonies, announcements - look for time leaks - especially if you are on a tight schedule.
People in the program need to sit up front and move into place immediately - no dead time! If the program has numerous people involved, have a stage manager whose job it is it get them on stage at the right time.