Celebration Planning Tips
These are guidelines, including a timeline that should be adjusted to fit YOUR unit and the individual Celebration. Some units have different chairperson for each celebration, while others have one person or a committee handles all four. Do whatever works best for YOU!
Six months before the Celebration
Meet with former Celebrations Chairperson to review the questions regarding the previous year’s Celebration(s):
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Where was it held?
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What was the program, speaker, and theme? Did it include a meal?
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Was the service PLANNED ecumenically involving representatives from a variety of churches? Was the attendance representative of the area churches?
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Was the program inclusive of all races and ages?
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What things MIGHT have been done, but weren’t and are still good ideas?
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What publicity and promotion was done?
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Which church will host this year’s celebration?
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Decide how much material to order (number of worship bulletins, Leaders/Planners Guides, other “extra” material).
Order the material including Leaders/Planners Guides for all members of your planning committee. This is an essential part to be able to plan anything.
Read the Leaders/Planners Guide thoroughly first.
Form an ecumenical, diverse committee from different churches. Don’t be afraid to invite NEW women. Plan a meeting to go over the material at a mutually agreeable time. Evenings, lunchtime, or weekends may be necessary to accommodate schedules. Be flexible. Circulate materials prior to first meeting so that everyone will arrive prepared.
Five Months Before the Celebration
First Planning Committee Meeting Agenda
Open with prayer, perhaps using material from the Celebration, praying for guidance to be able to work together in community.
Have each woman share her dream for the celebration.
Explore the theme and Leaders/Planners Guide together.
Discover gifts/interests of Planning Committee members.
Clarify tasks for members and/or subcommittees they will form.
Order any additional materials needed.
Secure all meeting places for the actual event and for any planning meetings.
Confirm that your ChurchWoman News subscription is current to receive any additional informational in current issues.
Four Months before the Celebration
Second Planning Committee Meeting
Coordinate separate planning since previous meeting.
For the Human Rights Celebration, discuss how your honoree(s) will be selected.
For MFD, discuss how your Young Church Women United Awards and Valiant Woman Awards will be determined.
Engage in the Bible Study as a group to strengthen your understanding of the theme and to develop community within your committee.
Send notices to churches for inclusion in their calendars.
Contact local TV stations to arrange for a show highlighting the celebration.
Contact retirement homes, hospitals, prisons, etc, and try to arrange a 15-20 minute service before or after your primary celebration. Consider making a videotape of a brief service for use on closed circuit TV in hospitals, nursing homes, etc.
Three months before the Celebration
Plan Bible Study for small groups in various churches one month prior to the Celebration on the theme.
Stay in contact and continue publicity.
Two months before the Celebration
Third Planning Committee meeting.
Contact your State Celebration Chair and give her the specific information about your celebration.
Double check to determine if you need any more materials.
Meeting with newspaper religion editor(s) or staff. Inform them about the celebration and e them copies of all publicity materials. Coordinate this with your Publicity Chairperson.
Meet with local Clergy Association and/or Council of Churches informing them of all Celebrations calendar of events; encourage their attendance and ask for sermons on the theme(s) prior to the Celebration(s). Include Bible Study and Action Guides for sermon ideas.
Take publicity and bulletin inserts to all churches after personal contact is made. Coordinate this with your Ecumenical development Coordinator.
Ensure that posters are placed in every church and in various public areas – bus stations, airports, stores, etc.
Discuss Action Guide and determine how action can be taken. Coordinate this with your Ecumenical Development Coordinator.
One month before the Celebration
Fourth Planning Committee Meeting.
Check all details for the Celebration, including childcare.
Give radio, TV, and newspapers announcements, logo sheet and information to media. Coordinate this with your Publicity Chairperson.
During the month of the Celebration
Form several Education/Action groups for exploring action in your community.
Ask for evaluations by leaders and participants and include comments on the report to be sent to the CWU National Office.
Complete Celebrations Report form and send it with appropriate offerings to the national office. Send a copy to your State Celebration Chair and be sure to keep a copy for yourself to help with next year’s planning.
Final Evaluation Meeting (after Celebration)
Evaluate the year’s activities.
Was there more diversity- denominations, race, age, etc?
Did the attendance increase?
What was most special for YOU? (share)
What action has or will result from the Celebration?
Suggestions for next year’s Committee.
Continue in prayer for those lifted up in Celebration.
One month after Celebration
Celebrate a job well done! Rest and give thanks until the next one!
Make sure that any new women are added to your mailing list. (Including honorees-Young Church Women Awards, Human Rights Awards, and Valiant Woman Awards).
Pass on your report and material to next year’s chairperson.