Event Tips
Dear Meeting Planner,
There's so much to plan, so much to do, it makes you feel like a juggler. But let me help!
Scroll down to find some planning tips along as well as some ebooks you can instantly download.
AND - if you are looking for the perfect event favor, may I suggest my books. Many are available on deep discount to groups.
Also, if you'd like me to see if I have an opening in my schedule for your event, please email me a Speaker Request Form and I'll get right back to you.
ENJOY!
Linda
Downloadable Helps:
Secrets to Planning That Big Event
The Money Mission, How to Find Money for Your Women's Ministry
Secrets of a Successful Meeting
"Looking Good as the Program Chair"
By Marita Littauer with Linda Evans Shepherd
Select a Theme.
A good theme can last throughout the year. Do your women have a favorite topic from the past that can be revisited with a new spin? Is there a topic that occurs naturally in your group? Query individuals in your group for ideas, pick the best then make it fresh. For example, if you pick the theme "God’s Comfort," consider decorating with quilts and/or teddy bears. This is your chance to be creative!
Choose a speaker.
A good speaker can make your event memorable and even serve to help participants forget cold chicken and bad weather. A professional, or semi-professional speaker can bring the experience and message you need Plus, she can offer support as you plan your meeting. A speaker’s bureau may be able to help you in your search for the ‘right’ speaker.
Before you sign on the dotted line, ask for and call her references, listen to her on cassette, or watch her video. Pay close attention to her message. Will it meet the needs of your group?
Has your speaker written a book or been on TV? A popular speaker can help boost your attendance.
Carefully go through your speaker’s topics. Do they meet your theme and reach your goals to motivate, encourage, and inspire you women?
Speaker Request Form
What about fees?
"You get what you pay for" is advice that still runs true. The better a speaker is at her craft, the more in demand she becomes. The more costs she has and the more backup staff she will need. Her fee reflects not only the years spent in preparation, but her wardrobe, travel time, and loss of income, not to mention the time it takes to update, research, and customize her talk.
You made up your mind!
Work out the details and follow up with a letter of confirmation and/or a contract that spells out the details. Again, a speaker’s bureau can help in this regard. Details to check are 1. Airline arrangements, with enough time factored in to counter canceled flights. 2. Determine if you are responsible to pay for plane tickets, meals, and hotel expenses. 3. If your speaker arrives early to visit friends, know when your obligation to her begins and ends. 4. If she travels with a companion, discuss who is responsible for the additional travel arrangements. This will help you avoid embarrassing situations and extra costs.
Get the speaker’s press kit and photos ahead of time to ensure effective publicity.
Someone in your group may need to help the speaker run her book table so she is free to minister before and after she speaks.
Fill the speaker in.
Tell your speaker about the size and demographics of your group. Put her on your mailing list and keep her informed. This way, she can understand your group and can personalize her presentation. To avoid duplication, let her know what others are doing. Tell her what kind of clothes are appropriate for the different meetings and functions she will attend.
Before the event.
Provide your speaker with a "shepherd" to welcome her. The "shepherd’s" job is to check with the hotel to make sure the room is in order and the reservation is right. The speaker may need the "shepherd" to take her to and from the airport. The "shepherd" should also know where the speaker’s books and tapes are if she shipped them ahead of time. The "shepherd" should also act as an escort to the speaker to help her find the meeting room and to help her test the equipment. She can also help with emergency needs such as ruined pantyhose, aspirin, or missing items. She can provide water for the speaker and help with handouts.
See if the speaker has any special needs or requests before you set up the room. In most cases, the presentation will go better if the meeting is held somewhere other than the sanctuary. Put away the extra chairs! The dynamics are best when attendees are close to one another. If more women show up, set up more chairs. This makes people feel they came to the right place. If the session is geared for teaching and note-taking, consider seating everyone on one side of 6 or 8-foot tables, classroom style. Plan to keep the food service and the book tables all in the same room. This helps build rapport.
The value of a good introduction.
The intro should help sell a speaker to an audience and make them want to know more. Professional speakers should be able to provide you with an introduction which you should read as written. Keep it short! If you know the speaker’s whole story, don’t give away the punch line in the intro or pre-publicity. If you have any questions, check with the speaker.
If you have to write the intro yourself, keep it simple and short. You may want to tell who the speaker is, where she is from, what she does, and her area of expertise.
It’s all over!
Lives have been changed! But don’t relax, yet! This is where your "shepherd" can make sure the speaker gets to the airport in time for her flight. Be sure these arrangements are made ahead of time and be sure the speaker’s hotel bill has been paid.
Let your speaker know how she helped your women. Send her a thank you note and consider writing her a letter of reference on your church stationery. It’s over, you did a great job! RELAX!
Click Here to see what Meeting Planners Say about Linda:
Speaker Request Form
