Duties and Responsibilities of Women's Ministry Council Members

Special Events Coordinator

Provide a Biblical focus for Women's Ministry special events

1. Provide a brief devotional at Women's Ministry Council and general meetings as requested.
2. Provide the spiritual focus for the Women's Ministry Christmas Dinner, Mother/Daughter event, Spring Seminar and Fall Retreat.
3. Be responsible for all aspects, except menu, of the Women's Ministry Spring Seminar and the Fall Retreat. Begin planning at least 3 months in advance. Gather a committee to assist.
   1. Date and location
   2. Speaker and/or presentation
   • Decide upon focus for the event. Make sure the purpose is clearly stated.
   • Secure musicians/singers/instruments
   • Arrange for sound coordinator (microphones/music)
   • Arrange transportation and accommodations as needed
   • Purchase gift or provide honorarium for speaker(s) and/or musician(s)
   • Follow up with thank you notes to speaker(s) and/or musicians(s)
   3. Registration - set times, and be sure to register children for nursery.
   4. Childcare - coordinate needs with the Church Nursery Coordinator.
   5. Publicity - coordinate publicity with secretary or arrange for all publicity.
   6. Program - plan all aspects of the program. Have a printed program for each participant and place one copy in the Special Events (previously “Christian Growth”) files.
   7. Physical arrangements - inform custodian and administrator of proposed layout at least 2 weeks in advance. Provide floor plan 1 week before event to both. This is necessary for making arrangements with those who do the actual set-up and breakdown.
   8. Decorations - arrange decorations as needed.
   9. Food - coordinate with hostess which meals or snacks will be provided.
   10. Compile a file of notes (plans, problems, solutions, numbers, program, menu, etc.) to pass on to the next chairperson.
4. Be responsible for the program and publicity/registration for the Mother/Daughter Event and Christmas Dinner. (The Hostess is responsible for the menu, gifts for ladies & servers, and decorations.) Begin planning program and ministry gift (at Christmas) at least three months in advance. Keep a file of notes to be passed on to the next chairperson.
   1. Speaker/Presentation
   2. Sound coordinator (microphones/music)
   3. Musician/Singer/Instruments
   4. Gift for speaker(s) and/or musician(s)
   5. Thank you card for speaker(s) and/or musician(s)
   6. Program (placed at each setting)
   7. Bulletin inserts and posters to advertise (2 to 3 weeks in advance) or contact Secretary for bulletin inserts and advertising in newsletter
   8. "Mistress" of Ceremonies & Back-up
   9. Opening and Closing Prayer