Women's Ministries

2. Set the date and get the word out early. Use email, hard copy, fax Showcase your event so people can secure the date. Your event should not conflict with other state/regional dates. Use every occasion, state paper, etc. to personally promote the event.

3. Choose a catchy theme or name for your event.

4. Play up the benefits of attending your function.

5. Know your crowd. Prepare accordingly.

6. Keep a database of registrants. Use it to advertise your next event.

7. Make the event as cost effective as possible. Carefully plan budget. Prepare for the "unexpected” expenses.

8. Plan commensurate honoraria for any speaker plus travel.

9. Customize hospitality baskets for guest speakers, etc.
It always adds an extra touch to include their favorites.

10. Put a prayer force in place for your event.

11. Should your event require securing a hotel site, please consider:

A. Room Block: this is your commitment for the number of rooms you think you will need. The danger area here is the fact you will be liable for all unsold rooms. You will probably be required to pay the hotel attrition (the penalty you will pay if you do not meet the committed room block and food functions. Penalties are sometimes imposed for meeting space that would have been complimentary otherwise.)

B. Establish a workable date by which time you can reduce your room block by a certain percentage without penalty. Establish and publicize your registration cut off date. Notify your attendees that after the cut off date they will pay the regular hotel rate rather than a discounted rate that you have offered them.

C. Contract: They are intricate documents so read the fine print! If you have to make changes to the contract, be sure that the hotel’s salesperson initial and date all your changes or have the contract rewritten for both your signatures.

D. Complimentary rooms: Normally, you will receive one complimentary room for every 50 room nights blocked. However, in some instances you can nudge that number up considerably. It depends how "hungry” the hotel is for business! Request staff rooms for your conference staff at a discounted rate from the regular group rate.

E. Registration: If you need the registration area more than one day, keep the space on a 24 hour hold to avoid having to reset. Also, determine if your registrants will register directly through your office or at the hotel.

F. Conflict Avoidance: A hotel is required to make you aware of any competing group that will hold a meeting at the venue at the same time as you. Ask the hotel to not assign you to another meeting space unless you give written approval.

G. Sinage: Before you spend a fortune on signs, make sure it is okay with the hotel for you to bring your own. This goes for banners, etc.

H. Audio-Visual: Be sure that you are not charged audio-visual services if you plan to bring in your own. Here again, check to make sure that the hotel will release you from using the in-house equipment.

If you plan to book an audiovisual contractor, make sure he has a proven reputation, that equipment is sufficient, his availability of deliveries etc. after normal business hours, his cell phone number so he can be contacted quickly, his total charge for delivery, setup and pickup. What are his charges for backup emergency equipment? Does he require deposits? If part of the equipment order is not needed and needs to be cancelled at the last minute, will part of the deposit be refunded? What are his labor charges?

I. Master Billing. Before the event, establish who will be authorized to sign any on-site orders for food and other services. The management will remove any food/beverage incidentals that can be charged to the room, if you request. Clarify with the hotel for whom you will pay incidentals.

J. Establish up front your "rights of cancellation.”

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