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Oops! The Speaker Went Over… (Part 2)

Posted by Debby on August 17, 2011

So, you are encountering some problems in your schedule. The retreat coordinator is well aware of the issue, and may be adjusting the schedule accordingly. But the attendees do not need to be aware that you are not right on schedule. All of us get antsy when we know things are not on schedule, when an event starts late or a speaker is going over their time allotment.

The original working schedule should have every event timed down to the minute, and those giving announcements, doing worship, giving a testimony or doing a book review should be made aware of exactly how much time is allotted to them. It doesn’t hurt to have a copy of that master schedule at the podium; timers can be useful, too.

However, the program given to general attendees should list only crucial times (when the session starts, lunch time, etc.). Everything else should just be an order of events. Those women who watch the time will have no idea when the speaker was supposed to start and end, eliminating any possible time-related stress on their part. Easy fix!

Posted in: Lessons Learned, Little Things Make a Big Difference!, Retreat and Event Planning

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Oops! The Speaker Went Over… (Part I)

Posted by Debby on August 10, 2011

It happens. Speakers, whether professional or non-professional, have all been known to exceed their time allotment. It can simply be that they were not watching the time, or they got on a roll and forgot their time limit. Or there can be an equipment malfunction or an outside distraction that delays or interrupts a session. It may not even be the speaker’s fault–earlier scheduled events on the agenda (worship, a testimony, a book review) may have gone over their time limit, and she gets a late start. Errors like these can put the session 10 or 15 minutes behind schedule…and put the retreat coordinator in a tizzy. How do you make up the time?

Pastor Chuck Smith is credited with this beatitude: “Blessed are the flexible.” We can get stressed out from delays and kinks in our schedules, or we can roll with the punches, and expect that there will always be something that interferes with your smooth-running schedule. One of the easiest and least stressful ways to deal with this inevitability is to build some flexibility into your schedule. For instance, if a speaker is scheduled to speak right right before you break for a meal, build into your schedule a 15-20 minute break before the meal. That way, if the session goes longer than anticipated, your women are still not late for the meal. You need to put plenty of breaks into your schedule anyway–this is an event for women, after all. Breaks can give your schedule some flexibility. And the retreat coordinator can relax.

Posted in: Retreat and Event Planning, Your Guest Speaker

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Using the One God Brings

Posted by Debby on August 1, 2011

If I were an employer, planning a women’s event, I would naturally want to hire those who have training and experience in the various areas of need. I would choose someone who came highly recommended. In the world, that would be the wise plan of action. It’s just common sense to use those best qualified for the job!

However, as we plan a retreat or women’s event, God always reminds us that His ways are not our ways. His ways are often the opposite of the ways of the world. We don’t get to hire those most suited and gifted for each particular job. We primarily rely on volunteers to fill positions and do the work. And while churches may be fortunate to have talented and experienced people within their membership, the truth is that those people whom we might choose in the flesh are not always those who volunteer. We may initially be disappointed or tempted to look elsewhere for help. But God often chooses the one who is willing and available to be used by God, rather than the one most qualified (by worldly standards) for the job. “But God has chosen the foolish things of the world to put to shame the wise, and God has chosen the weak things of the world to put to shame the things which are mighty; (I Cor. 1:27). He uses the ordinary to accomplish the extraordinary!

Of course we want to use people as much as possible with regard to the gifts God has given them. But often, opportunities to serve are the vehicle God uses to reveals His gifting.

Posted in: Retreat and Event Planning

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Announcements

Posted by Debby on July 27, 2011

There are always announcements to be made at the beginning of a retreat. While many of your women may have heard these announcements repeated over the years, or they seem “obvious” and unnecessary to most, they are particularly important to “retreat rookies”–those who have never been to a retreat before. While there may be some adjustments or changes every year, the basic list remains the same. So we keep our list of announcements from year to year, to be adjusted as needed.

Here is a sampling some of our regular announcements:

Put your name and room number on your booklet;
Write your promise verse in your booklet;
Wear your name tags;
Any procedures or amenities specific to your retreat locations (i.e. where they can buy coffee or snacks, pool/spa, walking trails, fitness centers);
Don’t use the TV in your room–instead, allow this to truly be a “retreat” from worldly distractions;
Silence your phones;
Don’t make charges to your room (phone calls, room service); if you do, know that you will be asked to “settle up” before you leave the retreat;
Call attention to the contents of their retreat booklet or program (i.e. schedule, evening devotions, order forms, book lists, etc.);
Call attention to where the bathrooms are located, and note the scheduled breaks on your order of events;
Call attention to the hospitality table, if you have one;
If there is a problem, how should they deal with it? Introduce the authorized person (or persons) that the women should contact (coordinator, hotel liaison) for resolution of any issue.
Fire alarm procedures (for some reason, our retreats have been prone to having fire alarms in the late night!)

Posted in: Lessons Learned, Retreat and Event Planning

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Welcome

Posted by Debby on July 20, 2011

It goes without saying that you should start your retreat with a welcome to the ladies. For many, getting to the retreat has been a battle in itself. Some women have had to overcome many adversities just to get to the retreat. Others have traveled a long distance. Begin with a “Welcome, we’re glad you’re here!” Assure them that God has a purpose for them being at the retreat, even if they don’t know what it is at this point.

The welcome actually can begin at the registration table, and continue at the door, where our “greeter” welcomes each woman as she arrives. Then, the first session always begins with a welcome. (Sometimes, since our retreat starts on Friday night, and some women don’t arrive until Saturday morning, we add a welcome at the first session on Saturday morning, too.) We always make sure to welcome and recognize visitors, other churches and pastor’s wives who are in attendance. A “meet and greet” time might be appropriate,if your schedule allows for it. If time is limited, we do some group ice breaker questions, such as “Who has never been to a retreat before?” or “Who has traveled the furthest to be at this retreat?” A warm, receptive welcome will be a good start to your event!

Posted in: Little Things Make a Big Difference!, Retreat and Event Planning

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