A Sample Timeline
Proposed event date
Saturday, June 14, 9 a.m. to 4 p.m.
Questions to askQ: Who is our intended audience?
A. Women of the ELCA participants in three local ELCA churches, women from other area churches, plus women in the community in general.
Q: How many people will likely attend?
A: 100
Q: Where would we like the event to take place?
A: The local retreat center
Q: How much do we plan to charge for a registration fee?
A: $30 (includes lunch)
Task list
January 15
- Date and location confirmed; contract(s) approved and signed by appropriate person(s); deposit made, if necessary.
February 1
- Guest speaker(s), chaplain, and musician(s) confirmed; fees discussed and agreements put in writing.
February 15
- Program team at Women of the ELCA churchwide office contacted for Healthy Heart Fair materials.
- If planning a run, walk, roll, Women of the ELCA staff consulted on logistics.
March 1
- Agenda and plan for the day determined and agreed upon by all planning partners.(Include this agenda in your marketing and advertising.)
March 15
- Promotional flyers and other materials created
- Announcements and information placed in unit newsletters and church bulletins
- Ad bought in local newspaper
- Flyers posted on community bulletin boards
- Information posted on church and synod Web sites
April 1
- Registration open; final deadline, June 1
- Early registration set for May 1 ($25)
- Youth/student rate set ($20)
May 1
- Lunch caterer and details confirmed
- Responsibilities of guest presenters confirmed
- Healthy Heart Fair details completed
- Early registration closed
June 1
- Registration closed
- Final number of participants given to caterer
- Resources/supplies purchased based on final number
- Gifts purchased for guest speakers, musicians, chaplain
June 14
Sample agenda
|
9–9:30 a.m. |
Welcome, mixer, music |
9:30–10:15 a.m. |
Full group session on spiritual health with guest presenter |
10:15–10:30 a.m. |
Break |
10:30–11:30 a.m. |
Small group workshops on spiritual health: How does your faith practice fit into your lifestyle? |
11:30 p.m.–Noon |
Bible study |
Noon–1 p.m. |
Lunch |
1–2 p.m. |
Healthy Hearts Fair: Stations of the Healthy Heart |
2–2:45 p.m. |
Full and small group session on physical health presented by guest parish nurse
- The Wholeness Wheel
- What is holistic health?
|
2:45–3:15 p.m. |
Break for walking, journaling, and meditation |
3:30–4 p.m. |
Event concludes with healing service |