Historically, we have seen retreats and conferences booking anywhere from 12 to 18 months out. However, recently that trend has shifted, and many events are being booked much closer to date…as little as 3-5 months out for mid-size retreats!
We believe this shift is likely due to the economic climate and a planner’s fear of committing to a contract without knowing if attendees will be as willing to attend as they have been before.
There is a real danger in booking events so close to date. The availability of the conference center tends to be limited, and musical entertainment, worship groups, and speakers could be limited, too.
Things that you wouldn’t think of such as type of lodging, menu available, and “extras” such as recreation and A/V equipment can be extremely limited by this time, as well. Not to mention your guests’ calendars are probably filling up…
But the reality is that short-term bookings are happening! So, let’s set all the dangers aside and talk about how we can make this event happen. If your group has the ability to be flexible and you have a good event planner on board, you can pull off a successful short-term event booking.
Here are a few tips to planning events close to the date:
Determine event goals.
Is this event primarily structured teaching time, a relaxing getaway or a mix of both? This will help determine the best location for this event (as well as the best dates to look into for availability of meeting space and recreation).
Create a team of people.
Although we know you’re an all-star planner, being able to delegate tasks is going to help your sanity. While you are negotiating the venue and contracts, you can delegate marketing, registration, donations or scholarships, and even smaller items like snacks, swag bags, games, etc.
Have flexible dates.
Have a few date options for your event before contacting the center or be open to what they have for availability in a certain month or season.
Look internally.
Use someone internal if you’re struggling to book a more high-profile speaker. Don’t be afraid to connect with other clergy and pastoral leadership in your area.
Consider local talent.
Instead of the high-profile band or worship group, what about the talented individuals from your church? If you want your guests to experience a different style, you can always connect with music teams from other local churches. Also consider musical talent from local colleges or community programs.
Co-op with another church.
You may want to consider including a sister or nearby church in your retreat; many times, there are better rates the more attendees you commit to with the retreat center. Plus, they’ll have leaders you can split the hard work with!
Once your event is booked, begin to promote the event immediately. Get the event information announced through multiple channels so more people see it. Be sure to have your registration method up and running so you can convert that interest to registered guests.
Creating marketing tools can be one of the more time-consuming tasks of planning. Ask your venue if they provide any marketing materials you can use to help save you time.
This article was written by the team at Christian Retreats Network, your partner in effective off-site ministry, www.christianretreatsnetwork.org.
