These meetings may include service, classes, projects, conferences, and workshops. A committee can be formed to give specific areas of responsibility. This webpage is to help the Meeting Coordinator and the committee plan these types of meetings. When planning these meetings you should keep in mind the guidelines from the Relief Society handbook, which are to help sisters learn and accomplish the charitable and practical responsibilities of the Relief Society.
They learn and practice skills that will help them increase their faith and personal righteousness, strengthen their families and make their homes centers of spiritual strength, and help those in need.
They learn and apply principles of provident living and spiritual and temporal self-reliance. They also increase in sisterhood and unity as they teach one another and serve together. All Relief Society sisters, including those who serve in Young Women and Primary and those who do not actively participate in the Church, are invited to attend.
Sisters may also invite their friends of other faiths. Sisters should not be made to feel that attendance at these meetings is mandatory. This book is about the history and work of Relief Society. An activity that will let them spend time socializing and also fulfill the Relief Society goals. A survey can be passed out for the sisters to fill out so you can learn about their interests and also find people who have talents in those areas.
The goal is to complete enough planning you will have an idea of budget needed. Find out the date the budget needs to be turned in and then start planning months before that date. In this example below the budget needs to be turned at the first of the year, January.
Aug — Plan the first large activity for the next year. Price the activity and figure out the date you want to hold the activity. Sept — Plan the second large activity for the next year. October — Plan the third activity for the next year. Nov-Dec — Plan the Fourth activity for the next year. Figure out what other classes or smaller group activities will be held during the year.
Many wards plan their budget to cover advertising, teaching materials and the cost of the handouts. If the participants make something to take home they pay for the project materials.
You may need to plan on some of the following expenses: Handouts given to participants: If the handouts for the classes will be photo copied at the church you need to find out which budget pays for those copies and if the library needs to have that amount for their budget.
If the handouts are made at a local store you will need to plan the cost of those handouts in your budget. The cost of teaching materials Will the budget cover refreshments? Or will the participants take turns bringing refreshments? Will the participants be making something to take home? Will the participants be paying for the project? If so the invitation and advertising of the class needs to clearly tell them before they sign up for the class.
Find out who schedules the building. You will need to accommodate their schedule. What time is best to hold the activity if most of the women work? These are the kinds of questions you need to ask when setting a date and time for the activity. January start working on the March event: You should have most of the plans completed because you planned the event 5 months ago.
Pull together a committee to help Because you planned ahead of time you will know what kind of help you need and you can be upfront with them when asking to help. Treating people this way will build a trusting relationship with those who you ask to help. If you make a sign up sheet to find your committee, explain what you need help with so they will know what they are making a commitment to do. The clearer you explain the duties, the more successful your committee will be.
Know the people you are asking if they work and how much free time they have. Know their strengths and weaknesses. Start making notes for future use. Have a committee meeting. Plan the invitations and poster. Give a deadline to the person making them. Put the event in the ward news letter and announcements in Sacrament Meeting yes, this far ahead. Delegate tasks 2 months before the activity so that everyone will have time to complete their tasks. Ask who else will be using the building that night or the night before if you need to set up the day before the activity.
Contact the people who will be using the building and let them know of your plans. An example of what you are trying to avoid: If the young men of a different ward usually plays basketball in that room, they might move your tables out of the way to play basketball. If you contact the leader of that group a month ahead they can make plans to take the group to a different location. Always have a backup plan. Sometimes your activity could be bumped to a different room because of a wedding or funeral.
If you are having an outdoor activity where will the activity be moved to If the weather is bad? Announce the backup plan on the invitation Have a committee meeting a month before the event to see if the poster and invites are ready.
Start passing invitations out 4 weeks in advance and start displaying the poster. Finish the plans and see where everyone is at with their assignments. March — RS birthday party. Listen for red flags to see if they need additional help. Hopefully this will be a short meeting. At the March activity you will want to announce the next activity.
April — Start working on the next activity. Hold a meeting after the RS birthday party and talk about what was good and bad about the previous activity how you would change it. Talk about the upcoming activity and delegate the tasks. Follow January instructions above two months before the next activity May — meet again with committee a month before the activity. The poster and invites should be ready to pass out.
Are you starting to see a pattern in the planning? Always plan three months ahead of the activity. Pull together the committee. Meet with the committee members: If the same people are helping with the next activity, this conversation could happen at the meeting for the next activity. Make a schedule so you can see the larger picture of what a year will look like. Planning at least 6 months in advance gives more time to identify helpful resources, and ask for additional help. Classes need to be planned before the budget is turned in and then you can fine tune the planning 2 months in advance.
The advertising begins at the previous class one month before the class is held. Plan a year following this example.