Guidelines for District Men's Retreat PublicityThe outline below provides guidelines on how to handle publicity for the annual District Men's Retreat. It was prepared to ensure continuity and document lessons learned in the event a new person picked up the publicity responsibility.
The process assumes the availability of a personal computer with color printer to accomplish the work. Applications needed are: Graphics program such as PrintMaster or PrintShop - to make posters, brochures with registration forms, maps, and other materials for the retreat.
Save receipts for all postage, printing, envelopes, etc. to be remitted to the Treasurer for reimbursement after retreat.
The following supplies are necessary to conduct these tasks.
- 1-2 reams 8.5" x 11" copier paper
- 1 box of 100 envelopes 9" x 13"
- 1 floppy diskette
- 100-200 #10 envelopes
- Self-adhesive mailing labels 1" x 2-13/16", such as Avery 5354
- Self-adhesive address labels 3-1/3" x 4", such as Avery 8164
- 1 Manila File folder
At the July leadership team meeting the team will establish:
- Retreat theme
- Retreat facility cut-off date
- Registration cut-off date
- Registration fee for two nights and six meals
- Registration fee for one night and three meals (if that option is available)
- Optionally, establish a cut-off date for early bird registration. This feature encourages men to commit early and gives the Men's Committee some sense of the size of the group.
Four Months Prior to Retreat:
Design an 8.5 x 11 color poster that conveys the theme. Coordinate with the District Coordinator for Men's Ministry (
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).
Include the following (keep it simple and attractive):
- Theme
- Guest Speaker(s) Name(s)
- Location
- Date(s)
- Person to Contact for Further Information
Have printed 50 color copies (one for each church in the District) of the color poster.
Design an 8.5 x 11 retreat registration form based on the above color poster.
Include the following essential information on the form: Coordinate with the District Coordinator for Men's Ministry (
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).
o Registrant's:
- Name
- Address
- City, State, Zip
- Evening Telephone Number
- Church Affiliation
- A place to list other persons in which payment is included on this form
- Special items to take such as blankets, toiletries, etc.
- A postmark the remittance by date (usually set 7 days before final attended count is due to be reported to the retreat facility)
- Retreat Information:
- Date(s)
- Location
- Theme
- Map
- Facility Telephone Number in Case of Emergencies
- Other Information Regarding Retreat (Speaker, and Main Idea[s])
- Facility Pictures as Appropriate
- Remittance Information:
- Name in which Checks are to be Made
- Address in which to Remit Registration Form (Person Handling Registrations)
- Telephone Number of Person Handling Registrations
Have printed and folded, 500 copies of the retreat registration form.
Write a cover letter to pastors, which introduces the Poster and Retreat Theme. Include such information as agenda (if known), what men are to take, and Registrar's contact information.
Write a cover letter to past retreat attendees, which introduces the Retreat Theme and Registration form. Include the Retreat Agenda if it is known. This gives them an opportunity to participate in Early Bird registration and talk up the retreat for others in their churches. Include a list of what each person must take, such as bedding, toiletries, etc.
Design an 8.5 x 11 map and driving directions to the retreat facility. A suggestion would be to use Mapquest.com, or drive to the facility, noting mileages and directions. If you drive to the facility, it would be a good time to take photos to be used in the registration form, if desired. Alternately, some facilities have a map on their web site in the form of a .pdf file.
70 Days before Retreat-
Mail or e-mail to the churches the cover letter to pastors, the color poster, and the map and driving directions. Some churches cannot print the stuff we e-mail, so you will use the 9 x 13, white, self sealing envelopes to send literature. You will also need some mailing labels if you will be printing address from a computer.
Mail to previous attendees the cover letter to past retreat attendees and a retreat registration form. You will need #10 envelopes for this.
55 Days before Retreat-
Mail to the churches a brief note to Pastor's and 10 each of the retreat registration forms. In the letter, reiterate the retreat dates, what the men must take in the way of personal items, and the deadline for registration.
Retreat Agenda-
Develop a poster that lists the Retreat Agenda, to include event date, start time, and where conducted (if applicable). Print several copies to post in conspicuous places.
Take the following to Retreat-
If you are responsible for signing attendees in, plan to arrive about 45 minutes before Registration starts.
- Agenda Poster
- Scotch tape
- 4 pens
- Permanent markers, black and red or blue
When you arrive, post the agenda(s) appropriately, such as the entrance to the meeting room(s).
After Retreat-
Gather up all the stuff you took..
Send receipts for publicity expenses to the Treasurer for reimbursement.
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