Don't Overlook The Small Stuff!

There are many smaller details that can't be forgotten in planning a Vision Dinner. The venue and catering contract must be completed early, the program has to be well thought-out, and the ministry accelerators - those activities and initiatives that you’ll be asking your ministry partners to give financially toward, and that God could use to take your ministry to the next level of fruit - need careful thought. But there are other details that don’t necessarily pop off your planning sheet that, if not addressed, can negatively impact your dinner.

ROOM LAYOUT

One such category is the set-up of the room your dinner will be held in. We do have another blog post on centerpieces, but to just briefly mention a couple things, make sure all decisions with the venue representative go through you as your team’s event coordinator (or whomever the coordinator happens to be). For example, for décor, or specifically tablecloths for instance, if the venue rep would speak to one of your teammates to suggest a change from what you yourself have already discussed with the venue, then you may end up with a look you didn’t approve and that you really don’t want. This point is even something you can make clear up front with the venue rep as you cement details with them.

Make sure all decisions with the venue representative go through you as your team’s event coordinator

Other items regarding the room set-up may include where the podium for those with speaking opportunities will be (in the center, or off to one side or the other?), where your tech area will be (with the sound board, etc.), or even the setup of areas outside the ballroom (guest registration table, reception area, etc.) All of these things need to be planned well in advance, not the day of, or even the week of.

TECH SETUP

Another area to cover that can greatly affect your dinner is your tech set-up, especially the audio/visual category. Everything must be tested multiple times before the program begins, including immediately before - mics, speakers, everything. The sound must be clear, and at the right volume. If a venue has a built-in speaker system, it’s often lower quality than you’re going to want to have, especially if you’re going to have video or live entertainment (such as someone doing special music).

Having a quality projector is another item (one with 6,000 lumens is a recommendation I heard, although the more lumens the more expensive), if you have a need for a projector.

You’ll need to be thorough as well on whether you bring your own audio/visual equipment or use the venue’s, which can sometimes be old or outdated. In fact, many times venues will even contract out for their equipment, which can also be of a lower quality. Whichever one you use, just make sure it does everything you need it to do, such as work for people speaking, and music and videos if you have them. (Again, these things should be discussed up front with the venue rep if using their equipment is an option you want to consider.)

Finally, regarding tech and room set-up, watch out for cords and wires! It’s so easy to have them in a spot right where people walk, and you certainly don’t want to have a tripping hazard. If they must be in such a location, make sure you’ve used black electrical tape to fasten them to the floor (which you’ll actually want to do wherever they are).

All these points may seem like “little” details, but there’s nothing little about their significance. Aiming for high quality on these things in addition to the more noticeable items will demonstrate your love and care for your partners, your love for Jesus, and your concern for telling them about what God has done on campus and what you want to see Him do. To Him be the glory!