|  | HOW
TO PLAN DIOCESAN, PROVINCIAL AND NATIONAL BROTHERHOOD CONFERENCES, CONVENTIONS
AND WORKSHOPS GENERAL
DESCRIPTION | While this
“HOW-TO” may not be helpful to Chapter Directors and members in general,
it can be invaluable to Assembly, Provincial and National leaders responsible
for planning “wider area” gatherings. It attempts to outline the things
that need to be considered and possible places to get help. It does not seek to
cover all details or make decisions which can only be made for specific events. |
BACKGROUND
INFORMATION | Many details need
to be taken into consideration when planning a large meeting, especially those
involving meals, lodging and a large number (say over 12) of people coming from
some distance. While the Lord will help work out unplanned, forgotten and fouled
up details, it is much easier on everyone to work them out in advance. Experience
in planning conferences help greatly but for those who are inexperienced, this
“HOW-TO” offers suggestions that can be of great help and avoid much
heartache when people begin to gather. Do not pass over any item lightly. Think
and pray about them all. |
BASIC
PLANNING CONSIDERATIONS | Objectives
and Purpose: Select Theme and plan around it. | | Dates and Length:
Try to suit the majority. Consult several people | | Location, Food
and Lodging: Schools and conference centers are usually less expensive - don’
t overlook other denominations. One year advance planning is advisable. Ask commercial
places for reduced rates and/or free meeting rooms. | | Transportation:
Convenience of air transportation may be a major consideration, especially for
shorter National meetings. | | Program: Will depend on needs and
past programs, etc. Be sure to include some small group discussion periods. | |
Financing: Keep fee as low as possible, Have advance registration fee. | | Committee:
Select capable, dependable people and give each some specific assignment. |
ORGANIZATIONAL
DETAILS AND CONSIDERATIONS | Publicity:
The more the better. The Brotherhood National Office will be able to help. Include
map if necessary, list what to bring, and include reservation return slip | | Speakers
and Leaders: Minimize travel and maximize use of Brotherhood leaders from all
areas possible. | | Time Limitations for Speakers: Have clearly understood
- remind during presentation (IMPORTANT) | | Reservations and Room
Assignments: Have subcommittee handle. Separate men, women and youth if dormitory
facilities are used. Have a ‘Welcome Committee’ | | Meeting
Rooms: Consider size, facilities, (tables, chairs, arrangements of room), heating,
air-conditioning and/or ventilation, blackboard and/or chart pad, drinking
water, song sheets, etc. | | Printed Program: Mimeo satisfactory.
Include necessary ground rules~ etc. | | Directional Signs and Parking:
Arrange for if needed. | | Name Badges, paper and pencils: For note
taking. | | Rising and meal bells: If needed. | |
Inclement weather possibilities | | Coffee and tea breaks: Arrange
for. Participants can be asked to pay or included in registration fee. | |
Music: Plan for some singing, arrange for piano or guitar and song leader. Some
“performing” may be advisable. | | Worship Services: Celebrants,
etc. | | Local Transportation: Meet planes and trains, etc. | | Meeting
and Greeting Speakers: Don’t forget to arrange. | | Literature
Table: Good idea. National Office can help. | | Recording of Talks:
desirable | | Audibility: Speaker systems if needed (a must if over
100 people) | | Grace at Meals: Rotate | | Opening,
Closing and Midday Prayers: Rotate | | Attendance Address List:
Desirable to distribute to participants. | | Courtesy Resolutions:
Thanks to all who helped arrange, etc. | | Exhibits: Will there be
any. Provide space, tables, etc. | PRAY - THE
LORD WILL WORK WONDERS! |
ADDITIONAL
RESOURCE MATERIAL | Do not hesitate
to ask experienced meeting planners for advice and help. Consult the Brotherhood
National Office. Ask for “A GUIDE TO TRIENNIAL CONVENTION AND NATIONAL COUNCIL
MEETINGS, Dated April 1988 |
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