Sorry, this took so long, but I wanted to dig up some advertising info that may help you. I have done so many workshops where I wasn’t responsible for the publicity, but I did find an old one that I was in charge.
Since you are having a clinician, I am assuming that you do not need information in regards to your topics. That person should be responsible for coming up with their own material.
Here are a few suggestions:
1. Make sure you publicize the event 4-6weeks in advance. Send detailed announcements to area churches, newspapers, and radio stations.
2. Have fliers and/or brochures to publicize your event. Do include your registration fee, contact person & phone # & registration form. Also include what the attenders will get out of the workshop. I have seen too many fliers with a registration fee that doesn’t tell me what I shall expect to get for my money. Even if it is a “confidence builder”, that should be listed.
3. Have a professional look-----do not hand write anything. Type letters on a letter head. I have received so many invitations from churches that were handwritten and my first thoughts were, “this program is going to be jacked up!” Also, make sure your Pastor’s signature is included on the letter---it shows his support.
4. Decide ahead of time if you will be doing a culminating concert. Convey that information to your clinician.
5. WRITE OUT your expectations to your clinician. Be clear. Keep in close contact with your clinician, making sure all of their needs are meet before and during the workshop. It would be very hospitable to assign someone as an “assistant” to the clinician during the workshop. That person would be the clinicians helper (like an armor bear) throughout their stay at your church.
6. Make reminder calls to the churches that you mailed out fliers to. Ask if they can make commitments. Sometimes just sending a mail out just isn’t enough---especially when dealing with black folks in smaller churches.
7. Set reasonable registration fees. Since this is your first venture, I would set the fee only to cover the cost. Do a projected budget. How much will you be spending on the workshop?---Clinician fee, musicinas, decorating, copying, refreshments, etc. Calculate the number of participants you anticipate. Like I said before, when you set a fee people expect something---usually something in their hands too. Therefore, make sure you have handouts with helpful information for them.
8. You can also put together packets for participants that contains the agenda, a pen or pencil, note pad, handouts, useful information, etc.
On my site I placed for you the following from a workshop I did several years ago:
A brochure
Invitation letter
Music Program
Here is the link :
http://www.earnestandroline.com/Music/articles.html --- just on this page under "Workshop Material"
If I think of anything else, I'll pm you. If you need further assistance, you can do the same. Hopes this helps.
