How To Host A CCN Satellite Event

CCN special events are opportunities for you to invite your entire congregation and your community to attend. Some CCN events are designed for women, some for men, some for couples, some for everyone. Outreach events are especially designed for seekers in your community.

And hosting a CCN satellite event is easy! As always, CCN Customer Service Reps will be glad to help you if you have any questions.

Here are some suggestions and a timeline to help you plan a successful satellite event:

PLANNING GUIDE FOR SPECIAL EVENTS

As Site Coordinator, you'll want to recruit a team of people to help with the details.

Here are the areas to be covered:

  • Publicity
  • Ticket sales
  • Lunch/Refreshments
  • Resource Sales
  • Technical
  • Room setup/Cleanup
  • Child care (optional)

PUBLICITY

Start promoting the event as early as possible, so people can put it on their calendars. (See suggested timeline and promotional ideas.)

TICKET SALES

You may sell tickets, or offer the simulcast as a free event. A downloadable ticket template is provided with the promotional materials.

LUNCH/REFRESHMENT BREAKS

Keep in mind the length of the breaks when you plan refreshments and lunch. Simpler is always better. It's usually more efficient to serve lunch at the church rather than have people leave the church to eat. You can have volunteers prepare box lunches or order them from a caterer. You can include the cost of lunch in your ticket price, if you choose.

RESOURCE SALES

For most CCN special events, you will have the opportunity to host a resource table with books and tapes by the presenters. Your attendees will be able to purchase valuable resources that will help them take home the messages they have experienced at your event. When you host a CCN resource table, we will provide you with complete materials and instructions to make it simple and hassle free. All you'll need is a table and a few good volunteers.

TECHNICAL

It's very important to have someone who will be responsible for testing your satellite equipment prior to the broadcast. We'll email you a testing schedule with detailed instructions.

THE ONLY WAY WE CAN GUARANTEE YOUR RECEPTION OF THE EVENT IS IF YOU PARTICIPATE IN THE REQUIRED TESTS AND RESPOND TO OUR TECHNICAL DEPARTMENT!

ROOM SETUP/CLEANUP

The room should be set up so that everyone can see and hear easily. It's better to have the room temperature a little too cool than a little too warm. Arrange for your church custodian or a volunteer team to clean up after the event so that the facility will be ready for the next scheduled use.

CHILD CARE (Optional)

You may want to provide childcare for parents who attend the seminar. This could be a service project for your Youth Group!

EVENT PLANNING TIMELINE

12 Weeks Before Event

  • Recruit Task Force to take responsibility for various tasks.
    (Publicity, Ticket Sales, Lunch/Refreshments, Resource Sales, Technical, Room Set-up/Clean-up, Child Care (optional))

11 Weeks Before Event

  • Meet with Task Force to brainstorm, strategize, assign tasks
  • Develop detailed promotional plan
  • Begin promotion in church and community
  • Decide how you want to handle registration, tickets

8-10 Weeks Before Event

  • Have Task Force recruit volunteers for their areas
  • Plan food service
  • Plan resource sales area, procedures (instructions will be emailed to you)
  • Contact local pastors to get them involved
  • Continue promotion

6 Weeks Before Event

  • Major promotional push should begin in church and community

4 Weeks Before Event

  • Meet with Task Force to update, evaluate, tweak
  • Continue promotion

3 Weeks Before Event

  • Make sure satellite equipment is in place and functioning
  • Continue promotion

2 Weeks Before Event

  • Confirm plans for room set-up/clean-up, food service, child care, resource sales
  • Continue promotion

1 Week Before Event

  • Perform equipment tests (Instructions will be emailed to you.)
  • Download and duplicate the Program Guide for your attendees (instructions will be emailed to you)

Day Before Event

  • Set up the auditorium
  • Set up areas for registration, food service, resource sales
  • Put up signs directing attendees to restrooms, child care, etc.

Day of Event

  • Make sure everything is in place and ready to go!
  • Check temperature of auditorium (a little cool is better than too warm)

30 minutes Before Event

  • Turn on your satellite system and make sure you have picture and audio

15 Minutes Before Event

  • Make announcement about refreshments, breaks, restroom locations, resource tables

During Lunch Break

  • Introduce pastor and key ministry leaders

After Event

  • Pack up unsold resources
  • Clean up
  • Thank your volunteers
  • Put your feet up and rest!

 

 

Copyright 2009 Church Communication Network Inc. All Rights Reserved