Supreme Services (Get With the Program)
|
Planning for quality adult conferences
|
|
Pullout Quote: Too many conferences have turned into three-day-long infomercials. Limit the sales pitches.
|
|
Over the years, I've had the opportunity to attend more than my share of conferences, workshops, and seminars. Some I've enjoyed. Others...well, let's just say some I've enjoyed. Whenever I see something that either works well or really bombs, I jot down a note about it. I paged through my notebook recently to share with you some observations about improving conferences for adults.
|
|
1) Communication: Maps to and from the facility should be easy to understand and easy to follow, and include both written and visual directions. Let guests know exactly where to go upon arrival, where to park, and how to register. Don't make guests go to one location for accommodations and another for event registration.
|
|
Make sure you clearly indicate where sessions will occur and provide easy directions to the activities. Also, include any special instructions, such as clothing requirements for horseback riding or a reminder that supper isn't provided on the first night.
|
|
One detail that should be clearly communicated upon guests' arrival is room locks. Be sure to explain what to do if the key doesn't work or gets lost. Often conference sessions extend past office hours and people who might have locked their keys in their rooms are stuck wandering around looking for someone to help them.
|
|
2) Schedule: Signups for recreation, meetings, and workshops should be in a location that's easy to find. Make sure everyone knows where the sign-up sheets are and if there's limited room in certain activities.
|
|
Adults want to know what's happening so they can plan around it. People might need to phone an important client at the office or call home to say goodnight to the kids. Post the conference schedule and then stick to it. If the speaker is long-winded or the emcee gets carried away, my kids won't get a bedtime story. That doesn't bode well for public relations. End on time.
|
|
3) Image: First impressions matter to adults. Be sure toilet areas are clean and there's plenty of toilet paper. It's a small, but vital, detail.
|
|
Take the time to set up rooms, rearrange the chairs, pick up the trash, set out flyers or handouts, or whatever else it takes to present a clean, professional image. You'd be amazed how infrequently conferences actually schedule someone to clean up the rooms after the sessions.
|
|
Be aware that stage areas are clutter magnets for costumes, notebooks, coffee cups, instruments, props, Bibles, jackets, and the like. Keep your stage area cleared of junk.
|
|
4) Services: Have a copy machine, fax, and phone available for your guests. And don't hassle people when they need to use them. Consider it just a part of doing business.
|
|
5) Meals and snacks: Snacks and breaks are essential. Adults need downtime to relax, refocus, and get refreshed. Provide a place for people to hang out, and have coffee, bottled water, and healthy snacks available.
|
|
During mealtimes, don't insult guests by doing the same clean-up-your-dishes spiel you use for the junior campers. Your staff must switch gears and talk to adults like adults.
|
|
6) Presenters: Make sure seminar presenters are well prepared and have the necessary audio-visual supplies to be easily seen and heard. That means having a working sound system and someone working during the event who knows how to run it.
|
|
Most speakers and musicians have products to sell, such as books, DVDs, and CDs. Be sure to rein in the product commercials from the main stage. Too many conferences have turned into three-day-long infomercials. Limit the sales pitches.
|
|
Go the extra mile. Think through these possible problems and you'll increase the effectiveness of your ministry to adult guests.
|
by Steven James
Steven James is an author and conference speaker who has been long-winded once or twice himself. His latest book is Becoming Real: Christ's Call to Authentic Living (Howard Publishing, 2005). E-mail him at storyguy@stevenjames.net.
This article first appeared in the March/April 2005 issue of InSite Magazine and is © 2005 by the Christian Camp and Conference Association (formerly CCI/USA).
|
 |