PUTTING ON YOUR FIRST BANQUET
Is a first-time Banquet in your Area’s plans this year? The task seems daunting. Let me be clear: it is an enormous undertaking. Note: Don’t Do This Alone! I’ve seen hundreds of Banquets over the past 25 years. One pitfall I see staff fall into is doing much of the preparation and performing on their own. By the way, nobody expects staff to. You Need A Team! (Yes, the A-Team would be preferable.)
This is where a Committee can shine. As you recruit to the Event Teams, it will help you to have clear roles within these teams. (Sponsorship, Table Host, Administration, Hospitality, Program.) There are a few roles that are entirely vital – Table Host Team Captain & Sponsorship Team Captain (I say Captain, but you might say “Chair” – But as I see it, who wants to be a Chair, when you could be a Team Captain.)
The more energy you put into the Sponsorship and Table Host Teams, the more successful your event will be. Period. The Sponsorship Team’s mission is to find funds to underwrite the event, ensuring every dollar raised that night will directly fund the Area and help reach the stated Financial Goal.
The Table Host Team is tasked with filling the seats. As a mission, we are only as good as our Volunteer Leaders and because of this, their training is of utmost importance. I believe the same about our Table Hosts. A Banquet will only be as good as our Table Hosts and their willingness to communicate and invite. We need to care for Table Hosts well. If the banquet venue is filled with people who are interested in our Mission, it will be because of great Table Hosts. Coaching this team is well-spent time and energy.
As the Committee fills the venue, the staff’s role is to provide a 1-night Young Life Camp-Like Experience for adults in attendance. The cornerstones of camp (below) are also the foundations of your Banquet.
Elaborate Greeting & Warm Welcome – Young Life Kids
Real Fun & Adventure – Young Life Program
Great Food & Music – Hire Professional Catering & Knowledgeable A/V person
Clear Message of the Gospel – Share the Story through Speaker & Testimonies
Simple Invitation – Concise Ask for a Clear Goal for Funds & Friends at the End of the Evening
Not your gifting? We got you! YL staff have been set apart for this very thing. (i.e. Senior Mission Specialists – Mike Ashburn, Shelley Sadler, & Kent Williams.)
I’m partnering with JC Bowman and his Small Towns team to help those planning their inaugural banquets. If you would be interested in a Zoom call to walk through your preparation with seasoned staff members, please contact JC at JBowman@smalltown.younglife.org or Kent at Kent@1161.younglife.org.
3 keys to focus on for a first-time Banquet:
Recruit a Team of Committed Adults Who Support Your Area
Assign Roles, especially Team Captains. Train them, Encourage Them, Thank Them, Celebrate with Them.
Provide a 1-night Young Life Camp-Like Experience for the Adults in attendance.