Event Planning Key 1

What’s a Theme and Why Do I Need One?

I love conferences! I’m not what some call a “conference junkie,” hopping from conference to conference trying to get some type of emotional or spiritual fix. I do, however, value every conference and special event I have strategically attended that has informed, empowered and catapulted me to a new level of understanding and well-being, plus given me that extra boost to keep moving forward.

It’s from these special events I have come to realize the power of corporate gatherings to unify a cause, restore relationships, bring healing, build community and empower individuals for the betterment of society at large.

One common thread that I have noticed flowing through each of these special events has been a theme.

A theme, in and of itself, is what sets the stage for each conference, meeting and special event. A theme is the centralized focus of the event. It establishes the tone for what will be covered and discussed throughout your gathering and sessions.

A theme will substantiate what your goals are for the event and make sure everyone involved, from speakers to those who volunteer, are all on the same page.

A theme can be the starting point for establishing your intended outcomes for the event. In my opinion, every conference, meeting and special event should have a theme and a clearly defined purpose and expressed objectives…

Event Planning Key 2

Clarifying Your Conference Purpose

Planning and hosting a conference or special event can be exciting! With this excitement also comes the challenge of keeping your team or committee, and everyone involved, on the same page. Picking an awesome theme for your event is paramount! It’s definitely a key that shouldn’t be excluded from your conference planning key ring. Having a theme undoubtedly will open the door to hosting a successful conference, meeting or special event. Another key you must include on your conference planning key ring is clarifying what your conference or event purpose and objectives will be.

Pinpointing Your Purpose

In the simplest terms, your purpose helps you pinpoint your main goal for doing the event. Your purpose allows your entire event planning team to clearly formulate an answer to this question: “Why are we having this special gathering?” When you’re clear on your purpose, you and your team can move forward with a single vision and hit the target with calculated precision.

If you desire, your purpose can be a fully composed purpose statement, but I suggest you keep it simple. Narrow your purpose or conference goal down to one to three words or a simple phrase. As you view the following list, I’m sure you can pick one to three items that sum up why you are having your conference or special event…

Clarifying Your Conference Objectives

You’ve chosen an awesome theme and clarified your event’s purpose. What’s next? As you move further down the path to planning your special event, an equally important strategy is to clarify your conference or event objectives.

Basically, your objectives establish what the “take-aways” will be for your conference registrants or event attendees. Your objectives allow you and your team to pinpoint what those attending your gathering will leave with.

For example, you have decided to host an empowerment conference for families. Your theme will be: We Are Family: Restoring the Bonds of Peace. You and your team or committee have decided the purpose of the conference will be to empower, unite and restore peace. With those important conference elements decided, you can now establish your objectives for the event. What will be the important “take-aways” for your conference attendees? Here are a few objectives that could work for this type of gathering:

• Clarify why peace is critical in the family unit.
• Identify things that rob the family peace.
• Discuss ways to keep or restore the family peace.

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Event Planning Key 3

Help! What Type of Event Should I Have?

When embarking upon planning a special gathering, another key element you need to decide is, “What type of event should I have?” In the world of event planning, events come in all types, shapes and sizes. Choosing the type of event that will work best depends on your target audience, the size of your audience, your theme, your purpose and your objectives.

For example, what may be conducive to reaching a smaller audience may not work for a larger audience. An event designed for youth may not be suitable for seniors. Here’s one final example to consider. Perhaps your target audience is located around the globe. Instead of having a physical face-to-face gathering, like a seminar or conference, you may decide to host a virtual event such as a webinar or webcast. Or you may consider doing a combination of a face-to-face and virtual event using streaming technology.

Having a full understanding of the different types of special events you could host will add to your conference planning key ring and open doors to a multitude of effective options. Following here is a list of the types of events you can choose from.

Conference

A conference is a special gathering designed to bring a group of people with common interests together for a common purpose or cause, or to exchange ideas. The purpose of the conference will vary, but it’s generally constructed to inform, empower, inspire, instruct, educate, etc. A conference can vary in size, duration and featured activities. The featured activities vary based on the theme, purpose, goals and objectives of the event.

Intensive

Unlike a retreat, which offers a a slow-paced, low-intensity informational gathering, an intensive is a special event offering a fast-paced, high-intensity flow of information. The goal of an intensive is to empower the event registrants on a particular subject of interest in a short period of time.

Symposium

A symposium is a strategic event designed to feature various experts from different disciplines, all focusing on one particular subject of interest. The goal of a symposium is for the experts to share their expertise to inform, educate and empower the event attendees all under one roof.

Workshop

A workshop is much like a seminar. It’s an event designed to inform registrants on a particular subject of interest, but it also includes giving the attendees space for hands-on activities that reinforce what was covered by the workshop facilitator. Workshops can be a great way to accelerate learning.

Advance

An advance is similar to an intensive, but the pace isn’t as fast. An advance also provides a platform for industry experts to…

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Event Planning Key 6

Leaving Your Mark:
The Power of Conference Branding

When it comes to planning a conference or hosting a special event, branding is a key component that shouldn’t be overlooked. This is especially true if you plan to host your event each year. It’s important to spend considerable time and money developing a strong brand to attract your target audience as you market and promote your event in the marketplace.

Branding your event allows you to leave your mark and helps you create marketing and promotional equity that will bring you great returns each time you host your conference or special event. As you brand your event in the same way each time, it becomes recognizable in the marketplace to your target audience. They, in turn, are drawn to it and are sure to come back or register each time you host the event.

Another key reason branding your event is important is the sheer fact that there may be multiple conferences or special events in different geographical areas with the same target audience in mind, as well as the same conference title.

For example, you may have multiple conferences throughout the nation, or in a particular region, titled Sister 2 Sister Women’s Conference. To distinguish their conference from the others in the marketplace, each conference committee must create a strong brand for their specific event…

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Sample Themes

Appreciation, Anniversary, Awards

Yielded to Serve: A Legacy Remembered

Arts, Drama

Creatively Endowed: We Submit Our Hearts to You

Dance Warriors: In Step for Dominion

Empowerment

Positioned for Possession: Stepping into Greatness

Empowerment, Inner Healing

Breakthrough: Living Life Without Boundaries

Empowerment, Prophetic, Kingdom Dominion

Divine Dispositions: Postured to Possess the Promise

Evangelism, Missions

Commissioned to Missions: Global Initiatives for Change

Family Empowerment

United to Heal – United to Build

Father’s Day, Men

Leading the Way: Fathers Called to Serve

Finance, Business, Leadership, Empowerment

Rewired for Wealth: Shifting Your Financial Paradigms

General/Corporate

Corporate Alliances: Strength in Numbers

Kingdom Dominion, Prophetic

Unveiled: Manifesting Kingdom Authority

Leadership

Heads of State: Strategic Positioning for the Future

Marriage Empowerment

Convergence: The Power of Covenant Relationships

Men

The Great Reveal: Releasing the King in Me

Ministry of Helps

Situated to Serve: When We All Work Together

Praise, Worship, Arts, Music

Kingdom-Minded Minstrels: In Tune to Impact

Prayer, Intercession, Spiritual Warfare

Positioned to Protect: Fighting on Our Knees

Prophetic

Open Heavens: Engaging the Throne of Heaven

Seniors
Seasoned to Serve: Seniors Leading the Way

Singles

Single & Consecrated: A Season of Preparation

Women

Exceptional Women: Called to Impact the Next Generation

Women, Mother’s Day

Women Birthing Destiny: Mother of Zion, Arise

Youth, Young Adults

Ignite: Stirred Up, for the Shake-Up