Are you in the process of organizing a women’s prayer breakfast? If so, let’s delve deeper into the importance of effective project management and how it can help you navigate potential risks and contingencies that may arise. Essentially, you are planning a project as you plan for your women’s prayer breakfast. So, lots of my tips will be very similar to any event planning effort or project planning effort.
Table of contents for my planning a women’s prayer breakfast article:
Here are my are my GodsyGirl tips for planning a women’s prayer breakfast:
- Define your objectives: Clearly articulate the purpose and goals of your women’s prayer breakfast. Are you raising funds for a charitable cause? Seeking to foster a sense of community among women of different faiths? Understanding your objectives will inform all subsequent decisions.
- Formulate a detailed plan: Break down your event into manageable tasks and create a timeline. This will help you allocate resources effectively, ensuring that everything progresses smoothly. Consider factors such as venue selection, guest invitations, menu planning, and scheduling speakers or performers.
- Build a competent team: Surround yourself with individuals who are committed and passionate about bringing your vision to life—delegate responsibilities based on each person’s strengths and expertise. Regular communication and coordination within the team are vital for success.
- Budget wisely: Determine your financial resources and allocate funds to different aspects of the event accordingly. Keep a record of all expenses and track your budget throughout the planning process. Consider seeking sponsorships or partnerships to alleviate financial burdens.
- Identify potential risks: Conduct a risk analysis to anticipate and mitigate any potential issues that may arise during the event. This could include logistical challenges, technical difficulties, or unforeseen circumstances. Having contingency plans in place will help you navigate unexpected situations with ease.
- Promote and market effectively: Reach out to your target audience through various channels such as social media, email campaigns, and local community organizations. Craft captivating messaging that highlights the unique aspects of your women’s prayer breakfast, creating a buzz and generating interest.
Like any project you plan, it is an ongoing process. I have more tips as well. These are more personal to my own personal experience and are less generic.
My tips for planning a women’s prayer breakfast
Step 1: “Be Negative”
When planning your next women’s prayer breakfast, think of all the reasons women will NOT come. That’s right, start from the negative (pessimistic) and work your way toward the positive (solutions).
Here’s how: during your first planning session, brainstorm a list of all the reasons (and excuses) some women won’t attend your event. Display them on a whiteboard or chart paper for the entire group to see.
Then, one by one, brainstorm solutions to each excuse.
For instance, maybe the lack of transportation shows up on the list. You can create a solution, such as offering transportation or carpooling.
Continue to problem-solve attendance barriers and categorically think of ways to remedy each one. This really works and helps in the planning process.
Step 2: Create a plan for the breakfast – complete with tasks and goals.
For example, list all the things that need to be done. Do a fast brain dump.
Some “to-do’ items include:
– Selecting the place
– Selecting the date
– Deciding what food will be served
– Deciding the program/agenda
What will it be called (what is the theme)?
After you make this list, prioritize what needs priority attention and work from there.
Step 3: Now you have a list of priorities, your planning is taking shape. Great job!
Under each item, create the “jobs” or tasks needed to complete it.
Begin with selecting the date. You need to do this before you can do much else.
A sample task could be to ask the church if the date is OK.
If so, next, you’ll want to check (and ask around) to see if any community events conflict with your date. Sometimes, I’ll look at online community calendars for things that might conflict with my event.
I will also ask the church staff. They always know – especially the pastor’s secretary or the office manager.
Step 4 in planning a women’s prayer breakfast: Decide who is doing what?
I pray you have lots of help.
If you do, it’s time to assign tasks and deadlines.
Be sure to check in often with one another. You want to ensure folks are progressing toward their goals.
Consider using Google Docs or some other collaborative tool so everyone can see one another’s work and progress. GroupMe app is another great resource. However, you won’t be able to upload documents. You can do this with Dropbox.
The final step is pulling it all together. Planning a women’s prayer breakfast is lots of work. Meet monthly until your event is a month away. You can meet or teleconference more frequently.
Outlining the event moment by moment…that’s the key to a successful journey in planning a women’s prayer breakfast
Step 5: Find your speaker and music.
You know, identifying the speaker can sometimes be tricky. Be sure to check out my blog post on questions to ask a potential speaker. It will give you some great tips.
As for music, you may be tempted to invite a soloist from your church.
I recommend you think twice.
The reason is you’ll run the risk that most of the participants have already heard them minister in song…time and time again.
If possible, add some “freshness” and ask around. You could ask your friends, family, or even members of the choir to suggest someone.
Beware. Your choir member may want to use this opportunity as an “American Idol” moment to sing (I’m being silly). 🙂
If so, you can tell the choir members you really want them to be able to come, relax, and enjoy the event. You could also say you would like to give another soloist an opportunity to serve.
On another thought, you may have a soloist or musician who is underutilized in your church. This would be a great opportunity to invite them to minister at the event!
For instance, we have an amazing keyboard player at our church. I’m talking super talented! I invited him to one of our women’s events to play because we don’t really get to hear him play much outside of the context of a Sunday service.
He actually opted to play Christian classical music, and it was amazing! It was creative, jazzy, and beautiful.
Best case scenario: you get someone from outside. An alternate scenario is utilizing someone in-house who hasn’t had many opportunities.
Step 6: Plan food and other attendees
Decide on what type of refreshments you want to offer and start working on your budget. Brainstorm places to contact and who will do it.
Step 7: Solidify your Agenda
I won’t say much here because I have an entire blog post on this topic. Click here to check it out.
Step 8: How will people register?
Will you register them via a registration table after church or use an online resource like WuFoo or Google Docs? Will you use Cash App for payment? Paypal? Will you accept cash on the day of the event? These are some really good things to consider and plan for.
Be sure to talk to your church office. The funds will need to comply with church financial protocols.
Step 9: Marketing is Key!
With social media, you have tons of ways to market your event!
You can also utilize “influencers” in the church. Talk to young people with huge social media followers. Ask them to promote your event on their pages and profiles. In fact, ask everyone you know!
Of course, utilize pedestrian marketing such as flyers, save-the-date cards, and the church bulletin.
I hope these steps help you! Blessings on your event!
View my free online class about planning women’s ministry events: