Pastor's Pastor

Pastor's Pastor: Great meetings!

Pastor's Pastor: Great meetings!

When planning and organizing a meeting for pastors, a poor meeting is simply a mediocre meeting gone bad.

James A. Cress is the Ministerial Secretary of the General Conference of Seventh-day Adventists.

When planning and organizing a meeting for pastors, a poor meeting is simply a mediocre meeting gone bad. Good meetings take real effort with intentional planning for excellence. Here are some suggestions for producing the best.

Plan long term. The best meetings for pastors rely on well-chosen topics which attendees find relevant to their ministry. Plan themes for several years, with one session building toward the next. For example, discovering church growth principles, developing evangelistic strategies, coordinating effective outreach projects, calling for decisions, conducting meaningful baptisms, assimilating new believers, developing disciples, organizing small groups for ongoing growth, evaluating progress.

Establish consistent dates. Attempt to choose the same time each year and avoid major scheduling conflicts by remembering recurring events, holidays, school calendars, and high seasons for evangelism.

Invite the best speakers. Again, advance planning is the key. The earlier you contact your desired presenters, the better your potential of getting those you want. Provide specific dates and topics when you make contact.

Stick to schedule. Inform attendees and presenters of the exact date, location, starting and ending times. Traveling guest speakers need to know the distance and drive time from major cities or airports.

Balance theory and practics. Of course you should present theological topics that will build faith, clarify issues, and answer questions. Theoretics, though, should always be accompanied by application. Likewise, practics must build on a solid theological base.

Watch the clock. Start each session on time. Don't wait for the crowd to gather before you begin or you will wait even longer tomorrow. Start at the appointed hour and make the first moments so exciting that attendees strive to be present. If tardiness is a challenge, try drawing names for a valuable ministry tool. The individual whose name is chosen must be present to win.

Avoid too many speakers. Allow sufficient time for presenters to develop their topic and plan time for questions and answers. Two or three major presenters are usually sufficient for a three or four-day event. Monitor time to pre vent speakers from encroaching on each other.

Care for speakers. Seek to make your guests as comfortable as possible. Most common needs for those who have traveled great distances include: water, food, climate-conditioned rooms with adequate bathing facilities, information about communication links such as telephone, email or Internet access (they need specific instructions, not just vague assurances that "it's available"), and predictable schedules. If you honor presenters with a token gift (not required), consider the size and weight of what you expect them to transport. Remember too, last-minute changes in the schedule can wreak havoc on a guest's travel budget.

Avoid promotional overload. Every aspect of ministry plus the various departments of the church should receive appropriate emphasis. However, pastors quickly tire of repetitive details or long solicitations. Limit promotional items to five minutes with handouts to support the information.

Check equipment. Assign one individual to survey the speaker's needs and to provide simple tools such as chalk boards or chart paper with markers. Pretest more complex equipment such as overhead or video projectors for for mat, electricity, spare bulbs, etc. Adequate audio amplification includes microphones for speakers and translators as well as sufficient quality to support music presentations.

Consider optional attendance. Permit pastors to choose whether or not they attend. Such an experiment forces you to plan such a dynamic pro gram that they dare not stay away. Risk someone making the wrong choice. When they discover what they missed, they will not skip the next time. Invite families. Effective meetings include programming for pastoral spouses, the church's single largest group of volunteer workers. Consider the meeting of their needs an investment rather than an expense. Make certain they are able to participate by planning programs and child-care for their youngsters.

Schedule recreation. Relaxation and fellowship make the entire event more effective. Pastors learn from each other as they discuss what they have heard presented. Delicious food, nicely presented always fosters a happy group.

Provide CEUs. Professional development is the expectation. Document continuing education events and provide certificates of completion to each participant.

Seek the Holy Spirit's power. Time for prayer, devotional and inspirational preaching, singing, group worship, testimonies, and affirmation from administrators will challenge pastors to more effective service for the Savior.

James A. Cress is the Ministerial Secretary of the General Conference of Seventh-day Adventists.

October 2002

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