The search for a new event location is challenging, but many Women’s Connection Groups faced their fears and successfully made the move. They focused on the mission to reach women around them with the Gospel, and God grew the Group. Jan Smith, Chair; Karen Langstraat, Stonecroft Regional Administrator; and Pam Schram and Ilene Dirks, former and current Chairs of the same Group, saw their outreaches and others change locations. These groups not only continued their focus on the mission, but also encouraged Group growth. They offer these suggestions for successful moves:
1. Pray.
All these volunteers put prayer at the top of the list. Karen adds the need for focused prayer, not just placing the location search as one of many requests on a list. Your team can pray for wisdom in selection, the new women who will attend, past attendees who will return, and even the new facility staff. On more than one occasion, Iowa groups changed their location and saw restaurant owners and wait staff begin a relationship with Jesus Christ.
2. Involve your leaders.
Include your leaders in the discussion, starting with prayer. Talk about what you’ll need to have in a good location. Jan says her Type-A personality would normally drive her to do her own legwork in finding a new place. But she was recuperating from heart surgery at the time her Group discovered they needed a new location. So she and her Planning Team created a plan that took groups of two team members to visit 18 potential meeting places. They completed identical evaluation forms and then narrowed down their choices together. So, involve the whole team to lighten the load and create unity.
3. Think outside the box.
When traditional sites such as restaurants and country clubs are not available, be willing to explore other options. Consider coffee shops, as well as conference and community rooms. Many businesses, libraries, gyms, assisted living facilities, and other organizations have large meeting rooms. Explore new eateries since many seek quick ways to build their customer base. And diners like to try new places, so capitalize on curiosity.Some tea houses and smaller venues close on Mondays and may be willing to work with you on that day. Above all, look for the places that will most appeal to new guests.While the use of church facilities is discouraged, sometimes churches have large rooms, often used for community events, that would not be threatening to non-believers. Many of these venues may not offer food services. Don’t worry. Just find a good caterer.
4. Explain important changes.
Make the effort to describe anything that’s different at the new place, such as parking. Need to raise the ticket price? Be proactive. Explain the reason for the higher price, especially when you can emphasize added benefits from the move. Describe how the event will be better (higher quality food, more welcoming environment, improved sound system, prettier location, etc.).
5. Spread the word.
Consider creating a team to promote the new location. Pam and Ilene recount doing just that.Service at their previous venue declined drastically, including food served at the wrong temperatures (cold coffee, ugh!). The Group numbers dwindled to barely a few dozen. They had to move. After selecting their new location, they ignited an extensive communication plan. They sent press releases with photos of upcoming Speakers to local media, providing opportunities to mention their new location. They emailed 200 names twice before the event — once a few weeks before the event and then the week before. They created a team of four callers. These communications not only promoted the new place, but also attracted new people. Some of the new growth involved women who quit coming to the previous location.
6. Get the Planning Team excited.
A new location is like a fresh start for the Group. Karen suggests holding a fun meeting for the Planning Team to brainstorm creative new ways to do things at the events, especially adding an element of surprise for each outreach meeting.“If you’re excited, the guests will be excited
Robyne Baker
Writer, Editor, and Grant Research
Women’s Connection Communique