CCC Event and Communications Planning Training – Nov 2004

Special Event Planning – Handout/Reference

The following is provided to help CCC ministries with planning effective events.

 Special Event Training Slides (as pdf)  

 This Document in MS WORD

Successful program and event planning for team leaders, event planners and staff require careful consideration of activity, theme, logistics, participation, and communications. This guide is offered to ease planning and advance Christ Community Church activities toward success. Review this outline and these suggestions for your planning. Please offer any suggestions or changes, since planning is often improved by good suggestions from those who have interesting experiences.

Activity. Part of the planning for events is to clearly identify what the event is and the activities that would be included in the event or program. This description offers a clear view of what is to be accomplished and something that can be shared with others who might participate or support it.

Example: The National Day of Prayer Breakfast is a special morning event to commemorate the President’s proclaimed national day of prayer for 2004. This event will be held on (date) at (location) from (time). The guest speaker will be Dr. James Dobson who will speak on “A Nation Under God” to discuss America ’s historical ties to Judeo-Christian values. The program for this event will be led by Pastor Ben Orchard who will serve as master of ceremonies and include prayer led by two CCC elders at the opening and closing. The breakfast is expected to last 75 minutes, depending on the length of Dr. Dobson’s remarks.

Theme. Most programs or events are invigorated by the adoption of a theme. Programs should have a basic approach and/or theme for a year, while each event should adopt some type of theme to create interest in these activities. Themes should capture the essence of the program or event. Brainstorming with friends, colleagues and staff often will enhance the identification and adoption of a resonating theme.

Continuing the Example: The theme for this event is “America Celebrates a Heritage of Belief.” Taken from the National Coalition of Christian Believers national campaign to support America ’s religious heritage, this theme focuses our attention on the history of believers who have worked to make this nation a free and peaceful place to live for those who believe in Jesus Christ.

Planning Considerations (Truisms for Planning)

• Event planning is guided by the type of event, its location, resources available, and dedication of those involved in both planning and executing.
• A mediocre plan can be made very successful by exceptional execution, but poor execution rarely delivers a successful event, regardless of the quality of plan outlined.
• Some events are rather routine in that they occur each year, quarter or week. Making these kinds of routine event reverberate with success usually occur when innovative and energized planning and execution take place.
• Other events are more unique and require more detailed planning, research and thinking before outlining or proposing plans.
• Many elements surround all plans including timing (competing events), political situations (internal or external), thematic approaches, basic content of an event (activities, participants, etc), potential conflicts and other key considerations.
• Discussing these considerations with experienced planners for similar events will offer insight.
• In addition, discussing these considerations with others who have no experience with such events, also can provide insight of a different kind (i.e., clarifying early in planning those things that might be misunderstood or difficult to communicate).
• Adequate resources are required to make planned events successful.

Types of Events

By looking at the basic organization of CCC and its key ministries and teams, you can determine the types of events that most often will need to be planned and executed. These can range significantly in age, though most are similar regardless of age and group.

Spiritual Events: Special prayer events, church services, and other such events are included.

Instructional Events: Training, Bible studies, and special instructional sessions are examples of such educational efforts.

Social Events: Dinners, potlucks, pizza parties, Super Bowl games, Valentines Dances, and many others that may or may not involve food, entertainment, etc.

Celebrations or Commemorations: Special events, such as CCC’s 25^th Anniversary Year, completion of paying for and building a new wing on the church, and other celebratory events fit this description.

Other Special Events: Many other events, not contemplated by this list, can be considered. Some events may be a combination of those described above.

Each Event Usually Contains Several Elements

Proposal: The first step in creating any type of event is to develop a proposal. Simple, complex or in-between, it doesn’t matter, but some outline of a basic idea is needed in order to get people interested and to build support. This could be an oral proposal, but most successful plans result from a written proposal that can be shared in print, email, or formats among a larger number of people. This spurs creative thinking and often produces an expanded and much-improved idea, resulting in better event planning.

Basic Planning Discussion and Outline: Best is written and shared planning which can be incrementally improved. This includes basic characterization of the event, its content, focus, participants, theme and more (who, what, why, when, where and how).

Resource Allocation: Identifying key resources needed to ensure that an event can be accomplished. These might include: financial support (needs a basic budget review), volunteers, paid support with special skills, cost of participation, support materials (food, refreshments, printed materials, etc) and more.

Logistics: Organizing the basic support elements truly makes planning and execution much more likely to succeed. These would include such things as location, tables, chairs, sound systems, microphones, audiovisual support, transportation, and more. Specific logistical support for programs and events should be listed in the initial planning. The more detailed you make the initial listing of logistics the more likely success will be achieved. Reviewing previous planning documents, if they are available, and/or interviewing previous planners will make a dramatic difference. This does not mean that everything must be done the same way, but considering how it was done previously is very helpful in ensuring that all potential issues and needs are identified and addressed.

• Identify the location and other physical requirements (transportation, parking, tables, chairs, CCC Facility Use Form if at the church, etc).
• Administrative support – RSVPs, ticket sales, design and print a program, 
• Support for speaker or groups (lodging, escorts, other support details)
• Plan program elements

Continuing the Example: Major event logistics for the National Day of Prayer Breakfast may include (not an all inclusive listing for this example): Identify a restaurant or other location that accommodates 150 people and provides breakfast venue that serves a selected menu for $12.00 and supports with speakers lectern and microphone system. Ensure adequate parking and space within the venue (avoid crowded conditions for comfort.) If to be conducted at CCC, complete a Facility Use Form and get it to CCC staff for scheduling.

• Obtain administrative support for the event (someone to take RSVPs, manage ticket sales, design and print a program, obtain speakers’ biography, develop introduction for master of ceremonies, prepare any other comments for the master of ceremonies, other support duties identified).
• Provide support for speaker (arrange hotel, transportation to and from airport and event, assign escort, etc).
• Ensure that enough tables, chairs, place settings and appropriate table decorations are arranged.
• Arrange for thematic signs and wall decorations to be displayed.

Participation. Identify who is desired or likely to participate, as well as the potential limit or number expected. This will assist in deciding how to craft messages and where to share information to develop interest.

Continuing the Example: The National Day of Prayer Breakfast would appeal to all who desire to come. However, if this was an event called Ladies Prayer Breakfast or Men’s Prayer Breakfast, obviously who attends would change, as well as the number.

Communications (Publicity and Coordination): Recognizing who needs to know about the various parts of event planning and execution is very important. This might mean internal communications among decision-makers, calendar coordinators, communication channel managers, etc. “Who needs to know what we are doing to plan this event?” is a key question. It is important second only to ensuring that good, clear communications occur with those who are targeted for participation.

Execution: Once these basic elements have been planned and decided, execution becomes the key. Careful consideration or planning of each element, followed by careful execution of each will deliver a successful event.

Evaluation: A short summary noting strengths and weaknesses to evaluate is needed.

Creating Successful Events

The key to creating successful, enjoyable and repeatable events resides in choosing appropriate events, assembling appropriately enthusiastic and talented people to execute, building anticipation for the event, and leaving the participants wanting just a little more of the same event. This will build enthusiasm for a second similar event.

The art of the possible also is in play here. Choose good ideas, plan well, be spirited in its execution and conduct an ‘after-event’ evaluation to share with others.

Communication Campaign Plan

Day of Prayer for Idaho National Laboratory – 2004

(draft – January, 2004) 

1. Planning considerations include:

• Several individuals and families attending Christ Community Church and other area church have been deeply affected by the work force reductions at the Idaho National Laboratory.
• Attention will be focused on the Idaho National Laboratory and its people as the draft Request for Proposal (RFP) is released in early 2004 (maybe early Feb). Timing for the Day of Prayer should be in relatively close proximity to the release of the RFP.
• Pastor Sam Petitfils is newly arrived at CCC and in getting to know congregational members, learned of the impact of the work force reductions.
• As the RFP milestone emerges, marking this event and its impact on local church families and the community would be appropriate.
• Having a “Day of Prayer for the Idaho National Laboratory” would be a special milestone and give hope and inspiration to church family members and others in the community.
• This approach may well obtain local media coverage as an interesting side story to the RFP process.
• This is an exceptional way to introduce Christ Community’s new senior pastor to the community and other members of the area ministerial organizations.

2. Goals

• Create a special “Day of Prayer” to lift up those who work at the Idaho National Laboratory and those who have been effected by past layoffs.

Objective: Plan an event that includes a full day of prayer and a special one-hour service dedicated to the Idaho National Laboratory, its people, and the future of the laboratory.

• Invite other churches and believers to join CCC in holding this day of prayer by either attending services at CCC or holding their own. Pastor Sam can coordinate with local ministerial association.

Objective: Involve five churches in this effort, all CCC members who are INL employees, and 400 regular attendees of CCC.

• Create an event that will obtain local media coverage, at least as a sidebar story to the release of the INL Request for Proposal (RFP).

Objective: Obtain coverage from a majority of local print and broadcast media.

3. Messages

Message Identification and Advancement. Principal messages to be advanced in support of CCC’s Day of Prayer for INL include:

• Idaho National Laboratory is a valuable community member and a key asset to America ’s energy development, which deserves the community’s spiritual support:
  • In this time of uncertainty and transition, INL leadership and workforce deserve spiritual support and the benefit of a day dedicated to prayer on its behalf.
  • Prayer for the Idaho Completion Project, the area’s major cleanup effort, are in order for a good contract that accelerates the cleanup of past nuclear waste products. Specific prayer for ICP’s workforce should address the acceleration of work and the limited timeframe anticipated for work. Workers at the end of the cleanup period may not have work, though this work is expected to go till 2015 or later.
  • Prayer for the Idaho National Laboratory and its workforce are needed as it embarks on new missions – development of new nuclear technology and non-nuclear fuels – to have insight about how to complete these missions, that they may have revealed to them key information, and that their contributions will bring abundant, environmentally friendly and affordable energy to America and the world.
  • Prayer for the Argonne National Laboratory, Idaho National Engineering and Environmental Laboratory and their workforces are needed as they are combined to form the Idaho National Laboratory. This newly combined organization is embarking on new missions.

• CCC members who are employed by INL deserve moral, spiritual and personal support in this time of uncertainty and transition from one contract to another.

o Five or six CCC families have been directly affected in the past by layoffs and workforce reductions.

o These hard working people deserve compassion and prayer in their time of need.

• The Idaho Falls area deserves prayer as it strives to support the Idaho National Laboratory, its mission and future. This community has supported the Site for more than 50 years, offering direct support, its talented people and a home for these hard working people.
• The Congressional Delegation of Idaho deserves prayer in support of its efforts to form and legislate a national energy policy that includes the key missions at the Idaho National Laboratory. Their decisions and actions have been key in providing the current level of support and those anticipated in the new RFPs.
• May be other areas as we consider this special event. (?)

4. Targeted Audiences

Audiences who need to be aware of this Day of Prayer include.

• Internal audiences would include:
  • All leaders and members of CCC.
  • All who regularly attend CCC and are potential members.
  • All individuals and families associated with CCC.

• External audiences include everyone else. External audiences can be subdivided into several areas including:
  • General public, especially those who live and visit within 45-minutes of CCC.
  • All those who have visited CCC at any time in the past.
  • Area unbelievers or “unchurched”
  • Those attending other churches or religious sects who are searching for a friendly, Christ-centered church
  • Regional Media
    • Print (newspapers, magazines, etc)
    • Broadcast (radio, TV)
    • Electronic (Internet, Email connectivity)

o National Media (may include key secular and/or religious media)

o Regional business community: key interactions for CCC and their business operations

• Local communities, their elected officials, and community organizations.

o Immediate residential area surrounding CCC: Being a good neighbor (key concern) More?

5 . Channels of Communication: Leveraging key communications products for use in a variety of channels of communication is very important to inform members and regular attendees at CCC, our fellow believers in other churches, the leadership and workforce at INL and Argonne, as well as the general public. A list of channels might include:

· Sunday morning bulletin and/or computer projected announcements.

· Sunday morning personal announcement, skit before the congregation, or walking and talking sandwich board, information table, etc.

· Flyers within CCC and its groups.

· Bulletin Boards and CCC website calendar or announcements.

· Emails to those using the Internet.

· Printed materials to members (publications, individual letters, mailed flyers, etc).

· Information Desk in Grand Hall

· Advertising in local media (print, radio, TV). 

· Public Relations and story positioning in local media (print, radio, TV).

· Interpersonal communication with visitors, chance encounters within the community.

· Printed advertising insert in the local newspaper (I.F. Post-Register)

6. Action Items

• Key action items are yet to be determined.
• Evaluate the event after the fact and determine some lessons learned.

Special Event Planning – Reference Checklist