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Sign Up Mystery

Posted by Debby on March 14, 2012

Why do ladies wait until the last minute to register for a retreat (or other event)? We’ve puzzled about this for years.

Normally, whether we are making a contract with a hotel or with a caterer, we are required to make the best estimate possible of the number of ladies who will attend. We have a registration deadline, after which we turn in our final head count. It is very common for a majority of ladies to wait and sign up within hours of that deadline.

So what’s the problem?

If all the hotel rooms that we contracted for are not filled, we pay for rooms that we don’t use, ultimately resulting in the retreat going into the red. For other events, not having a number until the last minute can hinder and delay planning and preparation. When ladies wait to sign up, someone in charge is probably struggling to avoid panic. Decisions may have to be made based on a smaller estimate due to low early sign up, just to be safe.

How can you encourage an earlier sign up?

A preliminary registration deadline may be helpful to relieving this stress. This preliminary registration deadline states: If you pay by such-and-such date, your cost is one amount; if you pay after that date (but before the final registration date), your cost is $10-$20 more. Most (but not all) ladies will respond to this financial “encouragement” to register before the last minute.

Posted in: Registration, Retreat and Event Planning

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In Lieu of a Speaker…

Posted by Debby on March 9, 2012

So, what do you do when you want to have a retreat but either do not have a speaker or can not afford to bring one in? Linda from Roseville, California, shared that their retreat speaker was on a DVD that they purchased. Of course, if you do that, you want to check any copyright restrictions, but that can be a wonderful solution enabling a small women’s ministry to do a retreat! Even without the main “speaker” being there in person, you can guarantee that much personal ministry will still be going on. Thanks for your tip, Linda!

Posted in: Retreat and Event Planning, Your Guest Speaker

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“Mama Drama”

Posted by Debby on March 7, 2012

Moms with children at home are at the top of the list when it comes to NEEDING a retreat!! Those with infants are easily accommodated at your retreat. We ask moms not to bring babies that are 6 months old or older. Older babies needing to move around and talk and babble just don’t work at a retreat. Don’t let a more “free spirited” mom talk you into allowing her “very compliant” 9 month old to attend. It just doesn’t work and she will miss out on most of the retreat anyway.

To avoid distractions that can really undermine the flow of the retreat, consider making these options for those with babies:

Reserve a spot in the back of the room near the door for all moms with babies. This accommodates moms who may need to make a quick exit if the baby becomes fussy.
Let all moms with babies know that there is optional seating available outside the room where the mom could still listen to the speaker.

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

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Honorariums Revisited

Posted by Debby on February 29, 2012

We have previously discussed the honorarium paid to the retreat guest speaker. We based the numbers on our experience as a small church in the midwest. Recently, we got some input from someone who speaks regularly at church retreats around the country, and she thought our numbers were low. According to her, if she does a retreat locally, even if there are less than 100 ladies, $600 would be an average payment. Usually, if she flies somewhere, it is a larger church footing the bill, and they pay between $600 (2-3 sessions) -$1000 (4 sessions), although $1,000 would be higher than normal.

You may want to compare notes with other churches in your area to determine the “going rate.”

Posted in: Retreat and Event Planning, Your Guest Speaker

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The “Un-Retreat”

Posted by Debby on February 22, 2012

7-Up was marketed as “The Uncola,” a drink that was refreshingly different from the normal cola. The “at home” retreat could be referred to as the “UnRetreat.”

There are hurdles to planning a women’s retreat. Particularly for the small church, there can be seasons when, for one reason or another, your women’s ministry can’t pull off a full-blown women’s retreat. We have had years like that. That is the perfect time to try the “Un-Retreat”!

What is it? It is a retreat held at your own church, where women go home Friday evening after the session (although some women may choose to have their own “slumber party”), and return on Saturday for a full day/evening of retreat events. Although you are in the familiar territory of your own church, it is still possible to create a retreat-like atmosphere.

Advantages to the “Un-Retreat”:

For those women who find it difficult to leave behind their children/home/familiarities, this might actually be the perfect setup for them;
An “un-retreat” slashes the costs, of course, as you don’t have to pay for the meeting room and your lodging;
The cost for meals is significantly less; women can eat breakfast before they come; and it may even leave room for some fun snacks at other times (women may enjoy contributing their own special treats to make it more personal);
Childcare issues for the women could possibly be easier; if husbands can’t take care of the children, at least they don’t need to find overnight care. In addition, it may be possible to provide some childcare at the church.

Disadvantages to the “Un-Retreat”:

Since women are not getting very far away from their normal distractions of home and family, they may be more tempted to miss parts of your retreat;
You may have to work around other events being held at the church;
The two-night retreats that we love are virtually impossible, as we obviously can not continue the retreat through Sunday.

Our preference is to get out of town for our women’s retreats. But if that is not possible for your church at this particular time, try this great alternative! And don’t be timid in making it seem to be as much of a special “get-away” as you can. It will be noticed…and appreciated!

Posted in: Money-Saving Tips, Retreat and Event Planning

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