Build your event budget based off volumes, this will help you better anticipate the cost and the income needed to balance the event at multiple volumes, in this case (number of people attending).
Over the last couple weeks I have been working out all of the marketing efforts, strategies, and budget for 2011. Man it just makes my head hurt sometimes. For me, I develop all these teories and ideas, try to predict if there will be a return on investment. There are so many variables and conditions that will change over the course of the year. Sometimes by the time the first quarter rolls around the projects that I predicted would be a go no longer seem like the best option and something better has come along. I have to plan out all the expenses carefully but before I actually go off spending the money I check to see if we are exceeding our goals and if the money already invested is yeilding to its full potential.
Planning a budget for an event is just a tenuos sometimes. We really try to alieviate the pressure on our planners by planning retreats on pacakge pricing. It's way easier to plan out a budget and focus on the ministering to your attendees when you know that the financial obligation is met. If the budget was as simple as the package is $100 so we'll charge $100/person I wouldn't be writing this... Event budgets like my marketing budget can get complicated. There are many factors that all come to bear on what will get spent in the end. And as the planner you have the responsibility of coordinating an event that is financially sound and fruitful in its ministry. That is not always a simple task. Here are a few recomendations:
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No matter what you do, you will encounter people as you live out your day. I'm thinking about my family, my kids went back to school this past week. It reminded me that we have to work together! Even in our regular routine to get ready for school in the morning; the kids can help with making their beds, Paula or I make breakfast, someone has to take out the trash and then we have to get bags packed and the car loaded up.
As I thought about these different interactions with people I began to realize how critical teamwork is to being successful. By myself, I could take care of all of the morning chores but if that's the way I went about my entire day, I'd need a few more hours just to get the household chores done. I haven't even dug in on my ministry assignment at Lake Williamson yet. I can't be effective if I operate separately of my family, my co-workers, etc.
 You just wrapped up your summer event, made it back home, and have spent two days sleeping in. Feeling refreshed and still sporting a sweet sun tan from a day of at the beachfront, it's time to look back on the events of the past week and look towards next year. What worked? What didn't work? Did the food go over well? Was the keynote speaker effective? Did people connect with God? ...and so on and so forth.
No matter what conclusion you land at, it's guaranteed that your event didn't go perfectly to plan – which is okay! The most effective events are ones that are organized but fluid enough to leave room to allow attendees to get the most out of it in their own way. Either way, there is always room for improvements and more planning – and that's where the post-event evaluation comes in.
seek feedback with this in mind: "What do we need to adjust about our future events to increase the ministry impact of the event?"
Over the last week or two I have had a couple moments where, looking back I think, "wait a second, what just happened? It's August? I thought it was May..."
I live my life in the fast lane - I joke that I have one speed. In the summer time it especially feels like there is only one speed. Maybe two: fast and then faster. I can go in the fast lane for so long but if I go too long, I feel like a freight train going down a hill with a sharp turn ahead. The whole train may not derail, but something is bound to get off-track. If you coordinate a summer event or summer events,then you're ready for a breather right about now. Some time to put on the breaks, take a few deep breaths, and to reflect on everything that happened.
For myself, I need to jump out of that fast lane every so often. Last weekend, it was taking the retreat with the guys and diving into the word. It was adrenaline for my relationship with God. Don't get me wrong - it's not all a walk in the park on a beautiful day with a high of 72 and a light breeze. I like things to be in order and running well while finding means to make imporvements. Sounds great, right? But I've also learned (sometimes the hard way) that I have to balance out all that structure that I want to build into my life and let God do His thing. I can't plan out the Holy Spirit. If I stay in the fast lane 24/7, then I don't have a chance to let the Holy Spirit lead me. Times like I had with the guys on our retreat recently help keep me balanced.
We'd do well to bring the same approach to evaluating your event...
You will be happiest in the facility where the staff views serving retreat groups as an important part of their ministry, not just a way to fill beds and help pay the bills.
Another very important consideration in finding the right facility for your retreat is evaluating the camp or conference staff’s attitude toward service and hospitality. What is their philosophy and service record in working with retreat groups?
One good indicator of a serviceminded facility is that they should have staff available throughout your stay to answer questions and take care of needs you might have during your retreat. Ask them about this.
 Sticker price for your retreat facilities isn't the only factor you need to use when choosing a retreat facility... Maybe you'd like to go tent camping and wake up to fuzzy wuzzy... Maybe not... When comparing retreat facilities... compare the meeting and lodging facilities, but when it comes to rates make sure you ask what is and is not included in the basic fee. Answering these questions will help you level the playing field between different rate plans and help your group choose a retreat facility based on the value of the offerings and how the will help you meet their event ministry goals.
- Is there an extra charge for use of meeting facilities?
- Do you provide your own audio/visual equipment such as a DVD, projector, and a sound system?
Will the facility provide it?
Is there an additional charge for using the property's AV service?
What about additional travel expenses to send a team to set-up equipment if the facility wont set-up for us?
- What recreational activities are available?
Does the rate include the facility & necessary equipment?
Do some activities cost extra?
- Is a separate speaker’s room available?
Does it cost more than the normal lodging facilities?
- Are linens available or do we bring our own bedding?
If linens are provided, will the bed be made up by you or the housekeeping staff?
It is best to not make assumptions. Ask questions. You will have a better retreat experience if all of these details and questions are worked out before you arrive at the site - better yet, before you sign a contract.
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