Hosting

Presbyterian Women of Eastern Virginia

Last Updated November 14th, 2006

Guidelines for Churches Hosting Gatherings  

Opening a church for a Gathering can provide an opportunity for women in the congregation to work together with women from other congregations.  Sharing time, resources, and hospitality can strengthen the connection shared by Presbyterian Women throughout the Presbytery of Eastern Virginia.

Duties of PWP CT:  Plan, advertise, and manage the program

1.        Registration

·         Provide a poster with the churches listed under their appropriate groups

·         Provide the CT secretary to assist with registering guests and preparing their name tags (PWP CT members will register by churches)

·         Provide sign-in sheets with space for name, group, church & willingness to serve on the PEVA level

·         Provide the Gathering Coordinator or her designee to be responsible for pre-registration of childcare

2.        Publicity

·         Print flyers with directions to host church on the back and mail them to each church

3.        Speakers/Exhibitors

·         Make all arrangements for guest speakers/celebrant for communion/and workshop leaders (Note: in 2000 the PWP CT got blanket approval from PEVA for their selection of a communion celebrant)

·         Make all arrangements for exhibits/displays

4.        Financing

·         As approved by the Gathering Coordinator, help defray expenses

5.        Equipment

·         Notify host church of any audio-visual or other equipment needed and provide it if necessary

·         Notify host church of number and size of rooms needed for workshops(fall gatherings)

·         Prepare a program booklet and arrange for copies

 Duties of the PW in the Host Church

1.        Facilities

·         Provide Sanctuary or Fellowship Hall to accommodate the number expected

·         Provide workshop areas for Fall Gathering, with rooms clearly marked

·         Provide clearly marked bathrooms

·         Provide registration and resource/exhibit/display areas with tables

2.        Registration

·         Provide name tags and marking pens

·         Provide ladies to assist with registration

·         Tally registration for credentials report which will be given by PWP CT Secretary

·         Give registration sheets to the PWP CT Secretary

3.        Program

·         Work with the Gathering Coordinator on the format of the program

·         Secure organist/pianist and arrange for any special music

·         Provide elders and ushers for Spring Gathering

4.        Hospitality

·         Provide hot and cold beverages and refreshments during registration and breaks.  No meals are expected.

·         Propose a budget to the Gathering Coordinator to defray food and meeting costs

5.        Child Care

·         Secure child care workers and designate a room for that purpose.  This is a pre-registration service only and the deadline for pre-registration will be at least 10 days prior to the event.  Ladies requesting childcare are to notify the Gathering Coordinator who in turn will contact the PW of the host church.