The Planning "Top Ten"

Important questions to answer before you begin planning your health event:

• Who is our intended audience? (Whom do we want to participate?)

• How many people will likely attend?

• Where would we like the event to take place?

• How much do we plan to charge for a registration fee?

Once you've answered these questions, you can begin planning. Here is a helpful list of what to do and a suggested order in which to do them.

1. CONFIRM the date and location for your event. Depending on the size of your community and/or the location of the event, this should be done 4 to 6 months in advance.

2. DECIDE early in your planning whether you are going to have a run/walk/roll the morning of your event. If so, make sure you look at the specifics of that planning soon, because a run/walk/roll entails a whole separate set of logistics (set-up, pledge forms, etc.).

3. SECURE any outside speakers, presenters, and musicians as soon as you have the date finalized. The more in advance you do this, the better. Specific details on what your speakers, presenters, or musicians will be doing can be decided closer to the event. For now, just make sure they are confirmed and know generally what will be expected.

4. CONTACT the program team at the Women of the ELCA churchwide office to reserve the Healthy Heart Fair materials, including signs and printed materials. These can easily be shipped to you, but they should be reserved as soon as your date is firm.

5. CHOOSE how you will divide your day. Do you want one session each on physical, emotional, and spiritual health? Or would you rather have your event focus on just one of these aspects? Keep in mind your audience: their interests, comfort level, age, and so forth. If you have presenters, make sure there are interactive components — these sessions should be as interactive as possible!

6. PLAN WISELY. Make sure you include plenty of break times for fun, conversation, snacks, etc. Perhaps you can designate one of your break times to walking through the Healthy Heart Fair. You want your health event to be thought-provoking, relaxing, and fun!

7. STAY CONSISTENT with your health theme. Might one of your break times take place outside? Are the snacks and meals health conscious? Is there plenty of drinking water available?

8. ADVERTISE your event in your church, community, etc. Make sure your flyers look good, describe the day's activities, and include event details (time, location, etc.) and contact information. Begin advertising at least 3 months before. Registration should start at least 2 months before. Your cut-off date should be no less than two weeks before the event.

9. MARKET your event beyond your usual avenues in order to reach out to a broader audience. Are there public bulletin boards in your favorite cafe, bookstore, school, or local gym? Can you afford a small ad in your local newspaper? Try something different!

10. PARTNER UP! What is a great way to ensure you have a diverse audience and the planning doesn't end up solely on your shoulders? Partner up! It could be with another church, women's group, or non-profit organization in your community. Reaching out to other area leaders can be a great way to find out about local health concerns.

Copyright © 2006 Women of the Evangelical Lutheran Church in America
All rights reserved. May be reproduced for use by women in congregations of the Evangelical Lutheran Church in America. For all other uses, contact Women of the ELCA, 8765 W. Higgins Rd., Chicago, IL 60631, 800-638-3522, ext. 2729, or Women.ELCA@elca.org