Assumptions are a dangerous thing, especially when it comes to event planning for your Women’s Ministry.
Here’s a list of items you may need to communicate to your speaker.
The more they know about the day, your church, and the audience, the better prepared they can be.
Information about Your Church and Audience
- Make-up of your audience (spiritual and chronological ages)
- Expected size of your audience
- Version of the Bible your church uses
- Critical information they need to be sensitive to. (i.e. Recent tragedies experienced by the congregation.)
- Detailed schedule for the day/weekend
- Detailed directions – to the event site, to the room(s), the hotel, bathrooms, for parking, and any other necessary locations
- Transportation and overnight accommodations (Who will book the airplane ticket? Rental car/driver provided? Hotel/home?)
- Space in which event will take place (sanctuary/fellowship hall/large classroom/convention center, etc.)
- Budgetary constraints (if you have them and they affect accommodations and/or payment)
- Food options/menu if they will be eating with you
- Décor plans that would impact them (i.e. large items on the stage)
- Other activities you are going to incorporate – anything from having the Lords Supper to a time of group prayer.
- Worship/music arrangements (you may want to ask if there is a particular song that would complement their topic).
Information you need from them (Include the date needed)
- Listing of all video/technical cues
- Pages for the program
- Bio sheet for your introduction
- Publicity materials
- Flight number
- Information on Prayer Room/Prayer Counselors
- Location of prayer request box
I strongly suggest you follow-up in writing with those details that are essential.
So you’ve narrowed down possible speakers for your next event and it’s time to give them a call and get some more information.
Did your mind just go blank? Not sure what to ask? Afraid you’ll leave something important out and have to call them back (ugh!)?
I’ve got your back – here’s a list to get you started.
Do me a favor and comment if you have other questions we should add to the list. Let’s help each other out!
How long have you been a speaker?
How many events do you typically speak at each year?
Do you have any videos online I can preview?
Request at least two references. (Call and ask “Would you hire them again?”)
Do you have a speaking contract I can preview?
What is the process for booking, should our team choose to move forward?
Will you need a deposit? If so, for how much?
Do you have an assistant that travels with you? (Make sure any charges are noted in the contract, separate room, etc.)
Can you hold the date for our group and, if so, for how long?
What can our women expect? (You’re aiming for a picture of what their presentation typically looks like – video, interactive, drama, music, number and length of sessions, humor, etc.)
Do you customize your presentation for your audience?
Do you present the plan of salvation/altar call/time of response?
Do you use videos or slides?
May we record you (audio, video, both)?
Can we distribute the recording to attendees and/or those who were unable to attend?
Will you be distributing handouts? Will we need to make those copies for you?
What publicity materials (posters, videos, slides, etc.) will you supply? (Make sure there is no charge – but expect one if there is a large amount of editing to be done.)
What technical and audio needs will you have? (Find out what kind of microphone they prefer.)
What do you need on the stage? (small table, podium, barstool for sitting)
How and when will you be arriving?
Will you be eating lunch/dinner? Do you have any dietary restrictions?
What other needs will you have? (Do you need a table for selling books? A practice room with a piano?)
How can we be praying for you?