How to Host a CLCC Seminar

This bulletin is to help you properly prepare for hosting a CLCC seminar that will result in a beneficial training event for all the participants. A small event committee of three or more persons should have this responsibility. One person from this committee should be designated as the CLCC contact person. This could be the same committee as the Planning Committee, or a sub-set of it.

Prepare and host will be the two terms used to subdivide the instructions contained below.

Properly done, a seemingly uninteresting topic will be well received and appreciated, and when not properly done, a good topic can leave a bad taste in the minds and mouths of the participants. Let me give you an example. In teaching “communications technology” the topics tend to be boring, after all, what is interesting about how two innate data devices communicate with each other with a string of ones and zeros? But these topics must be taught to technicians for them to properly and effectively work on the equipment. Similarly, many topics in religion will seem boring or uninteresting to a layman who has not been properly instructed.Part of the job of conducting a seminar will be to convince the laymen of two things: 1. They need to know and understand the topics so they will realize and appreciate what being a Confessional Lutheran is all about, and 2. Learning the topic can be interesting and challenging, yes, even fun.

Hosting the Seminar

Let’s start with what we know at this point: the topic, the trainer, the length of the seminar, and the approximate number of attendees. We know what PR has been done by the Planning Committee and by CLCC on a National and Regional basis. Now apply all that info to the following steps. All your preparations should include large amounts of prayer.

1. The Room. The topic and attendees will determine the size of the room needed. If at all possible try to conduct the event in some place other than the sanctuary. There may be restrictions in the presentation style (lecture vs. discussion) based on the venue. Gyms generally don’t work well due to acoustics. A straight “lecture” seminar requires a classroom style seating arrangement; tables for writing may or may not be required. In many ways this is the least desirable arrangement for presenting information to a group of people, but for some topics it is the way that really works. CLCC seminars are mostly done in a presentation style where there is interaction with the trainer and the attendees during the course of instruction, and afterwards too.If the room of choice is the Sanctuary, then no further action is needed. It is what it is and people will arrive and sit where they will unless you rope off seating areas that you don’t want them to use. A full sized table is needed to provide a place to layout handout materials, etc., preferably at the side or rear of the room or Sanctuary. CLCC, or other confessional groups will provide these materials. On occasion you may be asked to make copies of some handouts for the table.

Recommendation: A rectangular seating area a bit deeper than wide with an easy way to expand it, is preferable. A lecture or presentation style event can also be done by the use of chairs and rectangular tables in the parish hall. Some times a low ceiling is an impediment to good viewing if a screen is used for video, slides, transparencies, etc. In these cases try arranging the tables in a herringbone V-shaped arrangement with the open end of the V occupied by the trainer. Unless the group attending is small, anything less than a 10-foot ceiling is generally not workable.

2. Seating Styles.

The U-shape seating arrangement should be used when there is a need to facilitate the exchange of ideas, comments, etc, between the attendees. The main focus is still on the trainer, who is the main speaker and imparter of information. This is our preferred seating arrangement, but the number of attendees can force the use of rows of tables and chairs.Circular seating around tables for six to eight attendees in one room can be used when there is a need for independent group discussion during the seminar. Usually, each group will appoint a reporter to report to the whole group at the appropriate time. The trainer, in this case, is acting more like a moderator and coordinator for the topics being discussed. Normally presentation style events don’t work well with round tables because they take up so much space, people will only want to sit around one half of the table. If there is a need for extended discussion in smaller groups then use breakout rooms (with circular or rectangular tables in nearby Sunday school rooms) and come back together for summaries, reported by group reporters, etc.At this point one should have a fairly good idea of how to provide the seating arrangements in the chosen room that best serves the topic being presented. Space availability may also be a limiting factor.

3. Refreshments or a meal before or after. This is a good practice as it allows the participants to continue to interact with each other concerning the topic of the seminar, or related issues. Food and drink always makes people contented, energized and ready for the event, or the trip home. Throughout any seminar the local hosts should provide water, coffee and tea, plus cookies, etc. This has been a feature greatly appreciated by attendees in the past. Depending on the time of day for the event a meal may also be in order, but this is either provided by somegroup in your church, or included in the registration fee. It is also now possible to have the local Thrivent Chapter support all or part of your meal and registration fees by having them sponsor the seminar as an educational event.

4. Lodging. At a minimum, the trainer will need overnight accommodations unless he lives within easy driving distance. The room should be reserved well in advance and the cost thereof, along with travel costs, is to be included in the calculation of the registration fee. Include this room in your block of rooms if a 2-day or more event is planned. Generally speaking you should avoid making the registration fee larger than $30.00 and try to keep it at or below $20.00. CLCCwill cover the costs in any event, but realistically we want people to show up and we are not in this to make a profit. The final fee should be discussed with your CLCC contact before making it public.

5. Audio Visual equipment. The trainer should let you know what equipment he is bringing and what he expects the local hosting site to provide. Trainers usually don’t carry around an eight foot screen with them, so that is almost a given!! At a minimum you will need to provide a small table for whatever equipment will be used for the presentation, a power source and power strip with multiple outlets. If you have a well working video projector with a remote control, that would be the preferred way to meet this need. If not, work with your CLCC contact to work outother arrangements.

Depending on the size of the room, number of attendees, etc., the trainer may need a microphone. A lapel mike always works best. If there is going to be question and answer periods, hand held microphones may be needed so everybody hears the questions.

A freestanding lectern for the trainer to place their notes, etc. is a must. Often, lecterns come with microphones, which can be used effectively, if the presentation style is a lecture. Some trainers, by habit, or part of their technique, prefer to walk around while they are talking. “Nailing them to a spot” with a lectern mike can make for a poor presentation from the hearers’ point of view, and possibly make the trainer uncomfortable.

6. Directions. Some places are easier to find than others, so make sure adequate directions, and a local phone number (cell number if possible) for contact in case of a problem, etc., are included in any final mailing to the participants. It would be good that the cell number is one of the people who are working the Reception/Registration Desk.

7. Copies. Approximately two weeks before the seminar you will receive master copies of the handout materials from which to make handouts for all the attendees. (Another reason for early registration.) Please purchase standard 2-pocket folders to hold the seminar handout materials. We favor a medium blue color if it is available. You will also receive master copies for some of

the materials that will go on the display table and a seminar evaluation sheet that goes in the folder. The instructor will bring other materials for the table and labels to go on the folders.

Conducting the Seminar

The next critical step is the actual seminar itself. Don’t assume at this point it is all in the hands of the trainer. It is not!! You can’t expect the trainer to come early and set up the tables and chairs in the room, for example, that is the host’s responsibility. However, a good trainer will show up ½ hour or more before the start time to set up their equipment and make final checks for lighting, focus and sound. Whenever possible the trainer will be there to check arrangements theday before the event. Someone on the event committee needs to be there at the same time and take care of any last minute “bumps in the road”. One thing you do not want to do, if at all possible, is to get the trainer upset or flustered just before he starts his teaching. Have a water glass for the trainer.

1. Reception/Registration. Approximately an hour before the seminar starts have the reception table staffed with local people, do a double check to make sure there are enough copies of handouts, name tags (and marker pens), registration forms, and provide a cashier function (the trainer will bring a receipt book for your use). Each seminar will be a bit different so make a list and be sure all the functions are taken care of. Remember, the trainer will have their own details to arrange, plus speak to people who want a word or two before it starts and certainly at the end. Greet the arriving attendees warmly and make sure they don’t have any parking concerns, etc.The Reception/Registration table should be outside the room where the training is being conducted. Primarily, this is to avoid interfering with the start of the presentation, cell phone calls, etc. for those who are late or lost, or both.

2. Seating. When using the favored U-shape seating style there is the opportunity to encourage discussion by where people are seated. Your committee will know some of the attendees; the trainer will most likely know few or none of the attendees. Seat people that you know will ask questions, at the two corner areas of the U-shaped seating arrangement. That gives them the greatest visibility with the rest of the participants thus they can make eye contact and engage in discussion with just about the entire group. This will encourage other people to respond and participate in the discussion, thus aiding the trainer to get their subject across.

3. Breaks. Plan for a short break in the presentation about every hour to an hour and a half, people will need to use the restrooms, get some refreshments, maybe even discuss the topics informally before the seminar resumes. Coordinate this with the trainer, as he will call the break based on his material. Remember, the trainer may need a break too. There is an old training adage that applies, “The mind will absorb, only as long as the seat will endure”.

4. Ending. Many of our seminars will have, as part of the plan, a period for questions and answers at the conclusion of the presentation. Again, there is the need for hand held microphones where there are a large number of participants, or the acoustics of the room are not that great. If possible, provide a stool or chair for the trainer, he will be a bit tired by this point and it also creates a more personal and informal tone. This enhances the motivation to ask questions. Remember to take care of the cash and check receipts from registration. How the money will be deposited and who gets what should have been worked out during the planning stage. Generally speaking, all monies collected or donated for CLCC sponsored events are to be returned to the CLCC Treasurer. Make checks payable to CLCC. Any amount agreed as an expense deduction for the local host organization will be returned by check from CLCC. Make arrangements with the local Treasurer to transfer the funds to the CLCC Treasurer promptly if there were checks made out to the hosting church instead of CLCC. One way to make the money go further is for the local hosting organization to absorb the refreshment or food expenses, folders, and the copying of materials. If Thrivent funds are available they can be used to offset some of these costs. CLCC will reimburse the trainer directly for any travel and honorarium expenses from the registration fees collected.

5. Clean up. The space used for the seminar will always need to be cleaned and put back into its everyday configuration.

Thank you for your good efforts to make this a pleasant, meaningful and educational event.

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The Board of Congregational Services

(July 2009)