Adapted By Denice M. Orr

Administrators:Primary Coordinator__________, Assistant________________________

1. Act as overall coordinators and consultants.

2. Prepare budget. (Can double as accountant chair or work closely with her.)

3. Hotel liaison

a. Solicits bids from various hotel properties

b. Selects hotel

1. Negotiates contract
2. Reviews contract with accountant or lawyer before signing

d. Payment of all fees. Responsible for appropriate handling of accounts by accounting chair.

e. Make guest and meeting room arrangements

f. Selects meals

4. Serves as contact person for all attendees

a. Sends initial letter announcing date, time, and location.

5. Prepares and distributes timeline schedule (Each committee chair then makes a micro-time line for their responsibilities.)

6. Coordinates all financial matters acting as or supervising accountant chairperson

Accounting Chair

a. Oversees collection, tracking and banking.

b. Ensures bank account opened under appropriate name for legal issues

c. Approves all expenditures with overall coordinator

d. Receives and ensures all bills are paid

e. Ensures account of all receipts and expenditures is made

3. Determines handling of monies from item sold.

Program Co-Chairs: Lead_________________________, Asst.___________________________.

1. Prepare program agenda with times

2. Contact potential speakers, both keynote and workshop, as well as prayer givers.

3. Plans all sessions, whether keynote, workshop or discussion groups.

4. Works with all speakers.

a. Obtains outlines of all sessions

1. Obtains speaker biographies

c. Obtains listing of speaker resource materials and books. Discuss sales.

d. Instruct speakers, with advice from audiovisual, in microphone technique.

e. Obtains speakers' written permission to tape (audio and/or video) their session/s and to duplicate and sell audio tapes.

Publicity:

1. Design, print and distribute fliers and/or posters

2. Prepare periodic announcements and updates and contact neighboring congregations for publicity. Consider sending to tammy.tkach@gci.org to post on Women’s Ministry Support Web page.

Hospitality/Decorations (responsibilities may be separated):

1. Select colors.

2. Table decorations/flowers. Area businesses may donate for an ad in the program.

3. Stage decorations.

4. Registration table--hand out welcome/registration packets/name tags

5. Door prizes (solicit donations from area businesses).

Speaker Shepherds:

1. Meet speaker at the airport or hotel room upon arrival.

2. Introduces speaker.

3. Attends speaker's session.

a. Available to distribute handouts.

b. Assists speaker with any needs.

Display/Sales:

1. Works with program co-chairs to determine recommended book list

2. Contacts bookstore/s to arrange for books and any other items to be sold

3. Works with ministries or business for sale of polo/t-shirts with event logo as fundraiser. Women’s ministry logo pins are available through Diane Applegate of Southern California by calling 213-780-0270.

4. Schedules staffing of sales tables during free time and breaks.

5. Works with accounting chair on deposit and distribution of funds.

Audiovisual:

1. Determines from administrator what hotel audiovisual policies exist.

2. If hotel permits outside audiovisual equipment:

a. Works with Program Co-Chair to determine individual speaker requirements

b. Works with Administrator and hotel to determine electrical and acoustic capabilities.

b. Works with Music Coordinator:

1. Determine music requirements.
2. Gets written permission to tape from each musical group, or excludes it from taping.

2) Determine overhead transparency or computer capabilities.

        c. Schedules audio taping of permissible sessions.

1) Provides audio recording equipment.

2) Provides staff to operate audio equipment.

2. Provides photographer with 35mm camera.

        a. Photograph all sessions.

        b. Develop all film.

        c. Determines if duplicate photographs will be sold.

        d. If photographs are sold, arranges for sale and mailing of all orders.

3. After retreat, duplicates audiotapes.

a. Packages tapes to fulfill sales orders distributed at conference and advertised elsewhere. Prepayment recommended.

                                                            b. Mails completed orders.

Printing:

1. Works with Administrator and Program Co-Chairs to gather information to be included in the registration brochure.

2. Solicits bids from area printers for printing of brochure.

3. Selects papers for brochure, envelope and name tags for approval by Administrator and Program Co-Chairs.

4. Does layout of all information for printing.

5. Proofs and edits all brochure copy and submits to Administrator and Program Co-Chairs for final approval.

6. Meets all production deadlines.

Music/Entertainment:

1. Works with Program Co-Chairs to select appropriate music for designated sessions.

2. Prepares music sheets or overhead transparencies taking into consideration pertinent copyright laws.

3. Coordinates entertainment for after Saturday night banquet. Works with Audiovisual for appropriate sound system and other audiovisual needs.

1. Recruits and Schedules Volunteers.

Provides confidentiality guidelines and badges.