Frequently Asked Questions – Start

  • Why is it so important to follow the basic Campus Ministry model for doing Vision Dinners? Isn’t it possible my community is different? 

  • Why a Vision Dinner and not something like an auction, walk-a-thon or golf marathon? Cru Policies and Procedures For Events 

  • Why do you refer to this event as a Vision Dinner rather than a banquet or fund-raising dinner? And do you have to call it a Vision Dinner? 

  • Why must you begin your dinner planning by first contacting Development Staff? Can’t you just do a dinner without outside help?

Timeframe: 4-6 hours

Timeline: 10-12 months out, 40-52 weeks out

 

Welcome

 

DREAM A LITTLE

  • What could you do without limits?

 

DREAM WITH YOUR TEAM 

 

MAKING THESE DREAMS A REALITY 

 

DETERMINING YOUR GOALS AND OBJECTIVES 

 

GATHER AN ALLY

Timeframe: 4-6 hours

Timeline: 9-12 months out, 36-52 weeks out

 

Joy of a Vision Dinner

 

RECRUIT OVERALL DINNER COORDINATOR

Dinner Timeline 

 

WHEN AND WHERE

  • Brainstorm top 3 dates

  • Brainstorm top 3 venues 

Frequently Asked Questions – Lap 1

  • Why does the dinner have to be held on a Friday or Saturday night?

  • Why is it important to conduct your Vision Dinner in a hotel or country club rather than a less expensive location like a church fellowship hall or on-campus ballroom?

Frequently Asked Questions – Lap 2

  • Why do you provide complimentary meals? Wouldn’t it be much better if you decided to sell tickets or tables? 

  • Why is it recommended that the dinner menu be prime rib (or nice “fancy cut” of beef) rather than a more healthy chicken or fish?

  • Why is it important that we negotiate the menu price before signing the hotel contract?

Frequently Asked Questions – Lap 3

  • Do I really need to include volunteers in key leadership positions? Shouldn’t the staff just fill those key roles?

  • Do you have to use MinistrySync? Why is this software so beneficial?

  • Should we try to get a "big name" speaker - all the other ministries in town get one?

  • Why is it important to mail so many invitations and reminders for the dinner? Aren’t we bugging people?

  • Why a dress code (as seen on the invitation)?

  • Why does the invitation say “adults only”? And how do you explain that to your guests?

  • Why do you need to use each piece of the Design Package? Isn’t that a just a waste of time and money?

Timeframe: 10-15 hours

Timeline: 6-7 months out, 24-28 weeks out

 

BRAINSTORM AND PICK PEOPLE FOR YOUR COORDINATOR POSITIONS 

 

REGISTRATION 

  • Ministry Sync – Sign up, get trained, add event and details and set up online registration

  • MinistrySync.com

 

PICK A SPEAKER - Effective communicator who cares about Cru, not big name

 

NOW, IT'S TIME TO THINK ABOUT INVITING PEOPLE! 

Frequently Asked Questions – Lap 4

  • Why is recruiting Table Hosts so important - can’t we just mail to people and have them come?

  • Why should I invite my personal supporters? Won’t that take away from money that they are personally giving me?

Timeframe: 6-7 hours

Timeline: 5-6 months out, 20-24 weeks out

 

UPDATE MINISTRYSYNC 

  • Check all event details and update all templates

  • Update your give.cru.org site; e-mail FDS@cru.org 

  • Take event live to the public

 

HAVE A TABLE HOST “NAME-STORMING” PARTY WITH YOUR TEAM!

  • Connect with local Development Staff

  • Shoot for 100 names – current ministry partners, church and small groups, various professionals, Christian business owners, etc.

 

BRAINSTORM AND CHALLENGE YOUR HOST COMMITTEE

  • 5 to 10 people to list on your invitation who give you the endorsement of their name and position

 

AT YOUR NEXT TEAM MEETING, FINALIZE AND BEGIN TO CHALLENGE YOUR TABLE HOSTS

Frequently Asked Questions – Lap 5

  • Is the timing of the dinner really that important - you have a lot of topics to cover and people love us?

  • Why is there a first and second half of an appeal? Aren’t we hammering them over the head with a need for funds?

  • Why is it important that the person who does the first half of the appeal also do the second?

  • Why do we include the faith promise content in the financial appeal? 

  • It seems the most exciting part of the evening are the testimonies. Why don’t you eliminate the larger messages, even the main message, in favor of more testimonies?

  • Who should we choose as a ministry partner testimony? Consider challenging a female for this role.

  • Women Doing Well

  • Second and Subsequent years: don’t we need to change up the program each year to make it more exciting for your guests?

 

Timeframe: 8-10 hours

Timeline: 3-5 months out, 12-20 weeks out

 

PLANNING YOUR PROGRAM

 

MAIL TABLE HOST PACKETS

  • Encourage hand delivery

  • Table Host Coordinator begins connecting with table hosts

Timeframe: 4 hours

Timeline: 3 months out, 12 weeks out

 

EVALUATE WHERE YOU ARE

  • Should have printed materials and sent them to Table Hosts

  • THC follows through with table hosts Template | Table Host Recruiting Sheet

  • Catch up finishing anything from previous laps undone

  • Get verbal confirmations from program participants

  • Enter emails into Ministry Sync

  • Identify and connect with key churches for table hosts, pastor for prayers, volunteers at event, etc.

  • Pray – consider setting up regular prayer time

Frequently Asked Questions – Lap 7

  • Wouldn't you save a lot of money if you just used the "house" sound system?

  • Are you sure that you will have a 12% no show/walk-in rate -- your people don’t cancel?

Timeframe: 6-8 hours

Timeline: 1-2 months out, 4-8 weeks out

 

CENTERPIECES, A/V EQUIPMENT & SPEAKER

 

UPDATE YOUR BEO (BANQUET EVENT ORDER)

 

NEARING THE HOME STRETCH CHECKLIST

Frequently Asked Questions – Lap 8

  • Why does our envelope look so complicated and why do we use an envelope that is different than other Cru giving envelopes – can’t we just use a regular Cru giving envelope?  Isn’t our way of collecting the envelopes invasive – why do we wait until all envelopes are collected?  Why not just leave them on the tables?   

Timeframe: 6-8 hours

Timeline: 2-4 weeks out

 

YOU’RE ON THE HOME STRETCH

Timeframe: 12-15 hours

Timeline: 2 weeks out

 

FINAL DETAILS

  • Prepare and Finalize PowerPoint presentations

  • Configure Ministry Sync Room Diagram 

  • Attendance/assigning tables

  • 5 days out email reminder to Ministry Sync email list

  • Final Guarantee for meals

  • Double check final BEO

  • Communicate important details to staff and participants

  • Review and finalize Program Runsheet

  • Create timecards

  • Finalize details for emcee

  • Prepare thank you’s and gifts

  • Registration Planning

    • Equipment

    • Review Process – see Registration related documents in Lap 3

    • Create Notebooks

    • Practice Run

  • Gift Count Planning

  • A/V Equipment

  • Create nametags and table numbers

  • Make a list for packing

Frequently Asked Questions – Lap 10

  • Why worry that much about picking papers up off the tables after the dinner?

  • Why do we need to get a "quick" count after the dinner?

Timeframe: 12-15 hours

Timeline: Day of your dinner

 

DAY OF EVENT!

  • Lap 10 Checklist - INCLUDES Teams for Night of Dinner, Two Person Signature Receipt, Instructions for Gift Counting

  • Honorarium Receipt – only needed if you must give cash to your speaker because you did not do a check request

Frequently Asked Questions – Winner

  • Why is it important to send thank you letters out within the first 24 hours and why must I call new and current partners who make commitments or give gifts of $600 or more and actually meet with partners who make commitments or give gifts of $1000 or more?  Won’t they feel like we are bugging them?

  • Your dinner did very well for a few years but now the attendance is going down. Does this mean that people are getting tired of your dinner or this strategy?

Timeframe: 5-8 hours

Timeline: Day after your dinner and beyond

 

YOU’RE ALMOST DONE!

  • Day After – identify major donors, thanks you’s -  Follow Up Letters

  • Two Days After – thank you gifts and cards to all key coordinators and program participants

  • Week After

  • Ongoing Donor Engagement 

    • Consistent follow-up - Newsletters

    • Commitment reminders need to be sent on the 25th of each month to those who make an annual commitment at the dinner.  See Sample Commitment Reminder Letter.

  • Evaluate Your Dinner

  • Prepare for Next Year - Development Council Manual

  • Immediate feedback -  TeamGold Survey

©2019 Cru. These materials cannot be duplicated in any form without the permission of James W. Dempsey, with the exception of worksheets and forms. None of these materials should be used for profit.