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There is a great deal of planning and "grunt work" that must take place for any meeting to be successful.
You can't just put up a few posters, rent a facility, and show up. If you follow that type of plan, you will have very few participants. Furthermore, such a plan would not be good stewardship.
Mission to America schedules three major events: Services in Small Churches, Trot Thru the Bible Seminars, and one- to three-night rallies. It takes time to plan, and execute a successful meeting. It also takes funding. We have estimated the expenses based on previous experience. Here is the timeline we will implement for each one-day Mission to America Event. (Timeline for services in small churches is similar.) |
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TIMELINE |
EVENT/ACTIVITY |
EXPENSES |
| 8-10 Weeks Out |
Web search concerning city: Demographics, Chamber of Commerce, List of Churches, Ministerial Alliance. Get list (mailing list) of key people in the area.
Get or order a copy of city telephone book.
Get list of available venues with charges.
Get calendar of events for the city. |
$25 |
| 7-8 Weeks Out |
Visit city. Look for a meeting place. If possible, meet with Ministerial Alliance.
Start building contact list from phone book and material from Chamber of Commerce and Ministerial Alliance. Travel and lodging affect expenses. |
$100 - 250 |
| 6 Weeks Out |
Make contact with pastors and civic leaders via phone calls and post cards. Use email when possible.
Have information about meeting and city up on website. |
$100 |
| 4-5 Weeks Out |
Pastors meeting (Dessert Reception), if possible, with select city leaders.
Travel, lodging, and meeting room affect expenses.
Start communicating with the media outlets in the area.
Finalize venue. |
$200-350 |
| 3 Weeks Out |
Mail post cards and/or e-blast to pastors.
Have video promotion available for church, or public access TV.
Finalize church participation in the event, mail out bulletin flyers to pastors
|
$200 |
| 2 Weeks Out |
News Release, Media stuff, bulletin flyers for church bulletins. Flyer not only announces event, but invites people to website.
Arrange radio interview, newspaper interview, etc. |
$0 |
| 1 Week Out |
Posters up,
E-blast sent out to pastors, civic leaders, and those who visited website, The e-blast will have a “forward to a friend” link added to the email.
Check the venue again.
|
$100 |
| Event Week |
Finalize details.
Final e-blast.
Set up for event. (Rental of facility will vary.)
Travel and lodging affect expenses. |
$75 - 500 |
| Post Event Week |
Thank you cards to those who helped. |
$75 |
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