Preparing Event Booklets
Orignially Posted November 2, 2001
Reposted April 22, 2016
This material was originally part of my Successful Event Planning Information.
If you are holding a ladies retreat or large women's event, you may want to do an event booklet to hold all the information you want to give out during your function.
I think sometimes these type of booklets are very useful and at other times, frankly, I think they can be a waste of time. For those of you who ask about these from time to time, there are some ideas to fill them below my rantings of why or why not we should make them in the first place.
I think that sometimes we spend too much time on things that we just want to look nice or it adds a special touch when our time and effort and money could be spent better elsewhere. Don't get me wrong, I am not a hater of retreat booklets, but I just think the need of them could be thought out a little better.
Booklets do make it handy if you have several handouts. This way, your ladies won't have to keep up with a lot of single pages, and stuff them into their Bibles.
I do love it when paper is available at retreats for note writing because sometimes many ladies forget a notebook or something to write in and then want to take notes. I just think sometimes a really nice looking folder with notepaper and schedule and a few handouts inside will suffice.
When you are having an event at large venues and campuses, I do acknowledge that booklets are quite helpful because it is a great place to put maps and diagrams so people know where they are going.
Like with everything else we do in women's ministry, we have to evaluate the need, cost, time, and effort that goes into the things we do. We have to keep the bigger picture in mind. Could your ladies get more out of having some prayer meetings ahead of an event rather than just doing busywork on something that may not be needed?
I urge you, if you make retreat booklets every year, consider whether they are worth making. Ask your ladies whether there is a need to continue making them. Ask how many keep them and how many find them useful. If after an event you find a large number left on pews and scattered about, then they are probably not worth making.
I know lots of women's groups still make up retreat and banquet booklets because I get requests on a regular bases for permission for my devotionals to be printed in these said booklets. By the way, you don't have to ask to print the devotionals in those, you are welcome to print them in anything for your women's ministry in your local church. I just ask no reprinting of any of my material online in any way.
If you are going to make up an event booklet, my advice is to make it an extremely useful one. Put in helpful information and helpful pages. As we enter into this paperless age of society that we are embarking on, sometimes things like this don't have a good reception like they used to.
I don't want to hurt your feelings or anything, but there are going to be some ladies who attend your event that will look at your booklet as junk and something to clutter up their house if they take it home. This may happen even if you've labored over that booklet, spent good time and money on it, and probably even admired it.
For your group of ladies, their retreat booklet might be something they look forward to. You will have to gage for yourself whether it is helpful and useful for your situation and for your ladies group.
I put these ideas below together 15 years ago and if you still find them helpful, please help yourself to them. I did modify them slightly to keep up with the times. We didn't even have Facebook pages that many years ago so I added that in and switched up a few things a bit.
Ideas to fill your retreat booklet:
1. Cover Page with General Information
- name of event or Theme Title
- Theme verse
- Name of church
- Church address
- Church phone number
- Church or Women's Ministry Email
- Church or Women's Ministry website or Facebook page url
3. Speaker names and their topics
4. Short Biographical sketches of speakers and musicians
5. Map of church and facilities
6. Word of thanks to any business that contributed
7. Word of thanks to volunteers
8. Short historical sketch about your church or women's program
9. Theme chorus and any songs that wil be used
- Obey copyright laws.
- If you need permission to print it, you'll need to obtain it well ahead of your event.
11. Any important announcements
12. List of your women's ministry officers
13. Special dates of any upcoming women's events
- You may have visitors who don't have this information.
Copyright ©2001-2016 Julia Bettencourt
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