Planning a Successful Event

Heidi McLaughlin Speaking at a Women's Event Congratulations! You've started the process of creating one of the most powerful ways to “connect people to God and to each other.” I believe our greatest joy, fulfillment and fun comes when we intentionally create a place where we pour God’s love out on each other.

As a speaker and organizer, I have been involved in retreats, conferences, community events, workshops, and banquets for over twenty years. I believe I have some insights that can help us plan one of the best events you have ever experienced. Let’s get started:

1. Start with Prayer

An event that is grounded in prayer has joy, fun, and an energy among the women that is generated through the love and power of the Holy Spirit.

Pray about who will be on the Planning Committee.
Try to have a Prayer Director who will oversee prayer before the event and during the event. Try to have prayer teams available for women throughout the event if needed.
Pray on a regular basis about everything: the theme, messages, life transformation – every detail.
Pray that the Holy Spirit would prepare the women’s hearts and that His Spirit will be in the place of the event.
Pray for the speaker and her messages.
Please pray with the speaker at the actual event – this is very powerful.

2. Book Heidi

Complete the Speaker Request Form and I will respond within 48 hours or sooner. If your dates are available, I will ask you to send me a $100 non-refundable deposit. That locks in the date for me and nothing else will interfere with my commitment to you.

I do not ask you to sign a contract. I expect both of us to enforce and uphold our mutual commitment for a successful event.

3. Speaker Fees

There is no schedule of fees on this website because I work with each event on an individual basis. Depending on the size of your event and your budget, I will work out a fair fee for your event. I am happy to provide you with suggested guidelines based on fees for similar events.

When working out a suitable fee, please remember what goes on behind the scenes before I actually arrive at your event. Please consider all the hours I spend preparing for your event, and the hidden expenses such as meals, photocopying, parking, printing costs – including being away from my family for the weekend.

4. Expenses

You group is responsible for all travel and accommodation expenses. I prefer to book my own airline tickets and will send a copy of the itinerary and invoice as soon as the expense is incurred. I wish to be reimbursed as soon as possible so that I do not incur interest expenses on my credit card. I always watch for seat sales and fly the most economical way possible. If I am able to travel by car, I need to be reimbursed for my gas.

5. What Happens If We Have To Cancel?

I am very thankful that I have never had to cancel a speaking event due to illness or other emergency. If I should need to cancel because of an emergency, I will return your deposit and try to find another date or help you find another suitable speaker.

If you cancel, please reimburse any out of pocket expenses that I have incurred to that date.

6. Communicating with Heidi

This is one of my favorite parts of preparing for an event. As we e-mail and talk on the phone, our event planning develops into a relationship.

The first thing we do is find a date that suits both of us.
Then, we need to pick a topic. This is a very important part because it lays the foundation for the speaker’s messages, the brochures, posters and decorations. I will work very hard with an Event Co-ordinator to find a topic that fits both of us. I have several event topics listed on my website, but there are many more. I will be very flexible in creating messages to fit the event. My passion is to see women flourish through the power and love of God and become “beautiful and free from the inside out.” This opens many doors of creativity for possible topics for your event.
I need to know the time the event begins and ends so that travel arrangements can be made. If the event is outside of the city, I need to know the length of travel time from the airport to the event, and how I will get to the event, so that I can book my flights with plenty of margin time.
Give me all the important contact names and cell phone numbers of the people who will be meeting me at the airport, driving me, or where I will be staying.
A week before the event – please provide me with a detailed agenda for the event.

7. Let’s Talk About My Books

I have books that I sell at most of my speaking events. When your speaker is also an author, it gives the attendees the opportunity to buy an autographed book for themselves or as gifts.

Will I be able to sell my books at your event?
Will someone be at the book table with me so that I can be available to sign books?
Will you order the books and sell them at a profit – or should I bring my own supply? If you choose to order the books yourself, this needs to be done a couple of months before the event so that the books arrive on time.
I will bring all items needed to set up the book table, including a price list and book marks to hand out.

8. Marketing And Publicity For Your Event

As soon as we agree that I will be your speaker, I will provide you with a picture of myself, a suitable bio, a picture of my book and anything else you need in order to prepare an attractive and inviting brochure. Your brochure and posters should be designed so that the person who looks at it is captivated by its title or design within the first 3-5 seconds.

Mount posters in your ladies washrooms in your church or community hall, the foyer, other churches, gyms, libraries, grocery stores – wherever you get permission to put this in a public place. The best way to promote your event is still by asking a friend, a neighbor – word of mouth.
For a bigger event, try to get a free news release in your local newspaper or on your local TV station.
Give “early bird” discounts and a registration deadline. The deadline is to let your caterers know how many people will be attending.
Put your event into the church bulletin as long as you can.
Your infectious enthusiasm for the event will be extremely valuable.

9. Technical Requirements

My wish list is that I would have my hands free while I am speaking. My second choice is a wireless mike.
I use PowerPoint to drive home some illustrations, and give visuals wherever possible. I also like to use a DVD now and then for movie clips or songs. I need someone at the event to help me set up my laptop (or yours) so that someone can run PowerPoint and a DVD simultaneously.

I prepare an extra set of notes for the person who runs the PowerPoint for me.
It is very important that I meet with a technical person at least 1 to 1-1/2 hours before the event to ensure that all technical equipment is working properly.

10. Accommodations

If the event is at a Retreat or Conference Centre, it is important that I have my own room. I do preparation and prayer time before I speak and I need a quiet, secluded space to prepare my heart and soul for each session.
If the event is in a city, I prefer a hotel room, but I will be more than happy to be billeted to someone’s home.

11. Preparing An Inviting Place

Make the women feel that you have prepared a special place for them and you are expecting them. This takes some extra time and effort but the results are worth it. Some suggestions for overnight events:

Consider a welcome card or candy on their pillows.
Little gift bags in their rooms. This can be prepared at a very reasonable price from the Dollar Stores or Costco.
A “sticky” on their mirror telling them you have been expecting them.
Decorating the Conference room to complement your theme.
Have greeters at the door when women arrive.
Provide attendees with a detailed agenda.
Prepare games for free time so that the attendees begin to connect with each other.
If possible, provide colorful napkins and some table decorations in the dining room.
Imagine what you would do to prepare your home for company – try to create that same atmosphere for the event.

12. Preparing A Place For “Heart Connections”

Many women come to weekend Retreats or Conferences to get away from regular routine, to relax, for spiritual refreshment and to connect with new friends.

Heart Connections with God

Allow time for small group discussions after the sessions. These give opportunities for women to process what has been taught in the sessions, for sharing stories and giving encouragement to each other.
Consider the possibility of organizing a prayer walk.
Consider having morning devotions before breakfast.
Allow free time for women to curl up and have quiet, relaxing time.

Heart Connections with each other

Weekend events are a wonderful venue for building relationships and making new friendships.
Provide activities that will encourage women to interact with each other, such as games or snacks in the evening. We need to create opportunities for women to talk to each other and engage in laughter.

I have found one of the most meaningful portions of a weekend is right after the final session. This is when women “share their two words” or give short testimonies as to what God has done in their hearts over the weekend.

13. Balloons

One of my “signature endings” at retreats is the release of balloons. This is only an option and here is how it works:

At most weekend events, I start the weekend by suggesting that the women “Ask God for two words that weekend.” This is an ongoing project that encourages women to seek God during this event.
At the final session, I ask the Event Co-ordinators to prepare a “biodegradable balloon” for each attendee. These “biodegradable balloons”, helium tank and “biodegradable cotton” strings are to be supplied by the Event Co-ordinators. The balloons should be in the Conference Room when the final session begins. They can be tied to the back of each chair, or in bunches around the room. It is a visible sign of joy and celebration as we finalize the weekend event.
As the final session ends, I ask the women to “write their two words on their balloon.”
Then all of us go outside and I ask each woman to have a quiet time with God.
At the count of 1, 2, 3 all the balloons are released and it is a BEAUTIFUL SIGHT

Check out my photo album page for some of these pictures.

This is a great way to end a weekend – it puts resolution and celebration into all that has been accomplished during the weekend event.
NOTE: If balloons don’t work for you – I have done a similar procedure with rocks. We write the 2 words on rocks and throw them into a river or lake.

I am passionate about women knowing their full potential in Jesus Christ. It is these types of events that give women a safe, inviting place to explore and grow in their spiritual journey. I give you my commitment that I will give you all that God is able to do in and through me to ensure that this event is successful in growing God’s Kingdom.