Step One — Catching a Vision

By simply inquiring as to the possibility of organizing a RENOVARÉ Local Conference you—whether as a group of people or as an individual—have in some sense "caught a vision" for personal and corporate spiritual renewal. To one extent or another, you see what God is doing and can do in the lives of your churches, city or town, and region. No matter where you and/or your church are at present, you realize God has more in store for his body-individually and together-than you already see. Though it is as if you are "peering through a glass darkly," you have the boldness and faith to step out and be active participants with God in encouraging the deepening of your own life and spirit and those of your friends and neighbors. And though you may have but a small idea of how God is going to do this, it is through the encouragement of people like you that God calls others into fuller and more profound lives in God's kingdom.

To this end, studies show that spiritual and church renewal typically occurs in three stages. The first stage happens as individual women and men become inspired to grow closer to God. Attending conferences, workshops, and retreats; reading good books; reviving or starting church or denominational spiritual growth committees-these are some of the actions and events God uses to encourage this process. As a result, inspired individuals bring new and renewed vitality and energy to the spiritual lives of churches and the Christian community.

The second stage occurs as these motivated persons form and interact in small groups. Through yoking together, individual and corporate spiritual journeys and histories take root and expand. Becoming places of nurture and growth for all involved, the groups encourage an amount of spiritual growth far exceeding what anyone can achieve alone. Naturally, this has a profound impact on the Body of Christ.

The third stage takes place when, inevitably, these incendiary fellowships extend their warmth to the rest of the church community. Others are drawn to the groups and their numbers increase. Their effect is soon felt in the way the church worships, does its business, and focuses its attention. In time, a renewed church emerges, a place where people become friends with God and one another.

In addition to these three, we believe there is a fourth stage of church and spiritual renewal that is often overlooked. The fourth stage manifests itself when churches on a wide scale begin working together to spread the gospel, to share the good news of Jesus Christ throughout their town/city and region. Evangelistic campaigns, efforts reaching out to the poor and marginalized, individuals and groups speaking out in favor of love of neighbor no matter the personal cost; these are some of the signs that stage four is occurring. The many walls that divide-whether political, economic, religious, racial, or other-begin to crumble.

In light of these stages, where are you? Where is your church? Where is your town/city and region? Are individuals inspired? Are small groups providing nurture and accountability for growth? Are these groups having a positive effect on the life of the Church? Has it spilled over into your community? If not, do you think it will?

For most folks, there are few clear answers about the state of renewal, and even these tend to be mixed. Regardless, it is obvious there are already some stirrings of spiritual rejuvenation among you, even if it exists only in those who have looked into the workings of God's Spirit by answering the above questions. If so, a RENOVARÉ Local Conference might be a tool that will take renewal in your church, town/city, and region to the next level. Do you have this kind of a vision?

Step 2 - Scheduling a Date

Once you have a vision for encouraging personal and corporate spiritual renewal and discern that RENOVARÉ will encourage this, the best thing you can do is share it with members of your congregation. Give them a call. Let them know about the possibility of a RENOVARÉ Team Member coming to your church for a Local Conference on Spiritual Renewal. Share the vision with your pastor. Let everyone know that they can play a part in making this vision of renewal become a reality. Ask a few folks to partner with you.

If you receive enough interest to move forward you will need to reserve a Local Conference date. Because the schedule takes up a full day and lay people attend, most often Local Conferences are held on Saturday. It could also be held on a week day or even Sunday afternoon and evening, so consider other possibilities. Once agreed on, the initially reserved date is tentative until you sign a Letter of Agreement and pay a $500 deposit to RENOVARÉ approximately six to nine months before the Conference. However, once a date is reserved, it is yours unless you release it before signing the Letter of Agreement.

Depending on the availability of RENOVARÉ speakers and meeting space on particular dates in your church or area, you may need to take Steps 2, 3, and 4 together. Obviously, if space and/or a RENOVARÉ speaker are not available on your preferred dates, then a Local Conference should be scheduled for another time. At a minimum, make sure at least one site that meets specifications is available before reserving a date with RENOVARÉ. To inquire as to potential Local Conference dates or to reserve one, please call the RENOVARÉ office at 303-792-0152.

Step 3 - Selecting a Speaker

RENOVARÉ Team Members are available to lead Local Conferences. The participation of any speaker is subject to his or her availability.

When considering which RENOVARÉ Team Member you would like to lead your Conference, think about who best represents the background, tradition, or insight your church, town/city, or region most needs to hear and who will be most compelling for the constituencies you will be working with. You might also consider geographic proximity to where you are located, as often it will be less expensive to bring in a person who lives closer to you.

Step 4 - Choosing a Location

The Conference site should have as many of the following features as possible:

• an auditorium, sanctuary, or fellowship hall that will seat expected Conference attendance;
• an auditorium, sanctuary, or fellowship hall that has an elevated platform large enough for a worship leader with piano or keyboard, vocalists, and a RENOVARÉ speaker (if the site does not have this, you can compensate by renting and/or setting up a minimum 18" high platform, large enough for the piano/keyboard, worship leader and vocalists, and speaker);
• meeting areas and restrooms that are accessible to people with disabilities or ability to make special arrangements;
• space and tables for Conference Registration;
• space and tables for Conference Book Sales;
• space for one to two Prayer Rooms with seating;
• space for a volunteer and RENOVARÉ speaker Hospitality Room;
• space, tables, and seating for an on-site lunch for all Conference participants (as many as needed and possible);
• space for an hour-long small group break-out session (this usually takes place outside the facility or in and around the auditorium, sanctuary, or fellowship hall, so no need to make special arrangements);
• space at the front or on the sides of the auditorium, sanctuary, or fellowship hall for a number of eight-foot tables;
• quality sound system and related audio equipment; and
• quality visual equipment or a willingness to arrange for it.

As long as it meets the above characteristics, the site may be a church sanctuary or fellowship hall. Or, it may be a public meeting place like a conference center; hotel ballroom; or public school, college, or university fine arts auditorium. Whichever, the space should be available the afternoon or evening before the Conference for set-up and Conference Day from 7:00 a.m. until approximately 5:30 p.m. Also, you should choose a site that will be a comfortable environment and contains minimal distractions.

Step 5 - Getting Co-Sponsors (optional)

For Local Conferences one church or parachurch organization serves as the primary organizer. Most times this group will put together the Conference and then either invite only people from their fellowship or make it available to other groups through traditional channels. Sometimes two or three groups will put together a Local Conference. As the organizer, it is up to you how far to extend Conference Co-Sponsorship and the invitation to attend. If you were to decide to include other groups as Co-Sponsors, representing these groups on the Conference Organizing Committee can encourage greater ownership in the Conference, leading to higher attendance.

Assuming you do decide to include Co-Sponsors, do you know of other churches or Christian organizations that share your vision for renewal? If so, these are good prospects for Co-Sponsorship. To solicit involvement, simply call or write a key leader, sharing the possibility of a RENOVARÉ Local Conference coming to your area and its potential benefits. Let them know that they and their membership can play a part in making this vision of renewal become reality. If like-minded individuals respond, great! If not, then limit the Sponsorship to your own fellowship and perhaps extend an invitation to attend to other groups. As Co-Sponsors, churches, parachurch organizations, and other groups often commit to:

• pray for the Conference;
• provide a person that serves on the Organizing Committee;
• support the Conference financially;
• promote the Conference to its membership and other related people; and
• provide volunteers for assisting at the Conference.

In return for their involvement in the Conference, Co-Sponsoring organizations:

• are mentioned in the Conference brochure/flyer and other promotions;
• to have the opportunity to work together with others of different background, class, and/or race on a meaningful project;
• are facilitating a Conference that will be helpful to their membership; and
• receive the intangible benefits of being involved in an effort that will increase Christian unity in your town/city and region.

All this mentioned, whether or not to pursue the Co-Sponsorship of other churches and organizations for your Local Conference is up to you.

Step 6 - Forming a Committee

The next step in planning a Local Conference is to put together an Organizing Committee. This group will be led by an Organizing Committee Chair—often, but not necessarily, the person who first contacted RENOVARÉ about scheduling a Local Conference. Folks on the Organizing Committee are responsible for doing the logistical work of the Conference, including targeting the right audience, doing most of the organizational work, and other tasks.

As an aside, forming a sound Organizing Committee is the Organizing Committee Chair's most important task. If enthusiastic and able people are recruited to help you put on the Conference, then the rest of the work for the Organizing Committee Chair amounts to delegation, oversight, and problem solving.

It works best to contact and include in the Organizing Committee people-both paid staff and lay leaders-who are familiar with the renewal we are trying to encourage through the Local Conference. Organizing Committee members should understand the importance of renewal in the Church, agree that God has worked in the past through numerous Christians from diverse backgrounds by a variety of ways, and recognize that small groups are a useful and dynamic means of accomplishing spiritual growth.

We suggest that there be at least ten people on the Organizing Committee. Although these co-laborers are best recruited personally from among people the organizer or organizers know, if someone you don't know is enthusiastic and wants to be part of the Organizing Committee, then make room for them!

As the primary organizing body, members of the Organizing Committee, in partnership with RENOVARÉ, are responsible for planning and implementing the Conference. Following the Local Conference planning process various members will become the Chair of one or more sub-committees, in addition to helping make full Organizing Committee decisions. These sub-committees include:

• Audio/Visual Committee;
• Book Table Committee;
• Child Care Committee;
• Facility Committee;
• Finance Committee;
• Follow-Up Committee;
• Greeting/Ushering Committee;
• Hospitality Committee;
• Music Committee;
• Prayer Committee;
• Preregistration/NameTags Committee;
• Publicity Committee;
• Refreshments Committee;
• Registration Committee; and
• Signing Committee.

These individual Committees are crucial to the full success of the Local Conference, though a few such as Child Care and Signing are optional.

Of note, it is helpful to recruit persons competent in related fields to be Chairs of the individual Committees. For example, you might recruit a person employed at an advertising agency to head the Publicity Committee. Finally, the number of tasks to be completed makes a qualified and committed Organizing Committee all the more important.

Step 7 - Developing a Conference Budget

Far from being a costly venture, RENOVARÉ Local Conferences can, if done properly, at least break-even and quite possibly bring additional funds to sponsoring groups. This is done by charging Conference participants an appropriate and attractive registration price. Generally, past Organizing Committees have charged anywhere from $25 to $30 per person.

Additionally, the perceived value of RENOVARÉ Local Conferences by attendees is high. In addition to substantive teaching, at a minimum registrants receive a copy of A Spiritual Formation Workbook (at present a $12 retail value), registration hand-outs (worth approximately $3), and Conference Day lunch (usually valued at around $6).

Other income that can potentially off-set costs include funds contributed by the Conference organizer, host, and/or Co-Sponsors and gifts given by individuals.

Expenses to expect include many of the following:

• Conference security;
• copies/printing (of brochures/flyers and other promotional pieces);
• facility maintenance and rental;
• graphic design;
• meals and food (for Conference attendees, RENOVARÉ speaker, and miscellaneous);
• photographer;
• postage (for Conference brochure/flyer mass-mailing and other);
• registration materials (approximately $9 per person);
• RENOVARÉ Fee (at present, $1,250: $500 due when signing contract; remainder due Conference day; subject to change and negotiation);
• RENOVARÉ Team Member Housing (one or two total room nights at $80 to $120 per night);
• RENOVARÉ Team Member travel (one plane ticket at an average cost of $400);
• supplies;
• telephone; and
• other miscellaneous costs.

Though financial gain should not be the primary motivator for sponsoring a Local Conference, if a surplus occurs, the Organizing Committee can use this for follow-up efforts like retreats or additional events on spiritual renewal.

Please Note: Approximately six months before the conference, the Organizing Committee Chair or person who reserved the date will receive a signed Letter of Agreement from RENOVARÉ. In addition to committing the Organizing Committee to the mutually agreed-upon date and speaker, this mailing will ask for a non-refundable $500 deposit, funds that will help cover RENOVARÉ's up-front costs, such as long distance telephone calls, staff time, postage, etc. Additionally, as part of this contract, RENOVARÉ asks that monies collected above and beyond actual expenses be shared between the Organizing Committee and RENOVARÉ, with the Organizing Committee receiving two-thirds and RENOVARÉ receiving one-third of any surplus.

Step 8 - Planning the Event

Once you have caught a vision for spiritual renewal, scheduled a date with the RENOVARÉ office, arranged for a RENOVARÉ speaker, secured a Conference site, possibly gained the involvement of Co-Sponsors, recruited an Organizing Committee, and counted the costs for holding the Conference, it's time to plan the event. To help with this, the RENOVARÉ staff assists by making available:

• a copy of a "RENOVARÉ Local Conference Organizing Committee Planning Manual";
• assistance with brochure/flyer design;
• if desired, mailing labels of people on the RENOVARÉ data base in your region for Conference promotions;
• registration materials (for which the Organizing Committee reimburses RENOVARÉ);
• unlimited personal assistance for Organizing Committee Chair and individual Committee Chairs (by phone only, unless special arrangements are made); and
• other creative means of partnership.

Though geographically we are at a distance and unable to work with you on the Conference face-to-face, much thought and experience are behind RENOVARÉ's efforts. Most of this is reflected in the Planning Manual you will receive. If the Organizing and individual Committee Chairs follow the instructions provided in this, you will have a successful Conference.

Step 9 - Reaping the Benefits

Though the helpfulness of events like RENOVARÉ Local Conferences are too numerous to mention, some ideas of what can happen as a result of your hard work include:

• Witnessing personal spiritual growth of those in attendance.
• Passing on helpful ideas that will endure.
• Inspiring people who have lost their zeal.
• Continuing renewal through the use of Conference resources and materials.
• Training leaders who will start small groups.
• Launching many Spiritual Formation Groups.
• Introducing a balanced approach to Christian life and faith.
• Working together with churches in your region on a catalyst project.
• Gaining visibility for the churches and Christian organizations in your community.
• Renewing people . . . renewing churches.

What Next?

If you are thinking about heading up a RENOVARÉ Local Conference, pray over it; talk about the possibility with your friends and associates; ask yourself the above questions on the need for individual and corporate spiritual renewal in your church, town/city, and region. If, over time, a Local Conference continues to be an effort you and your associates feel God is leading you to, call or write the RENOVARÉ office to reserve a date at: 8 Inverness Drive East, Suite 102, Englewood, CO, 80112-5624; 303-792-0152 (telephone); 303-792-0146 (fax); .

Feel free to ask any and all questions, as we have helped many people organize Local Conferences and have learned much about what works and what does not. After reading this document, we trust you will see how a RENOVARÉ Local Conference on Spiritual Renewal can foster the spiritual growth of people in your church, town/city, and region. Even more, we pray you-individually and corporately-will clearly discern whether or not an event like this would be helpful to the precious people in your area. If so, we look forward to partnering with you.

References

Generous folk who have previously served as organizers for RENOVARÉ Conferences have graciously made themselves and their experiences available to others. Their names, addresses, and telephone numbers are below. Feel free to contact these capable folk if it will help you process the decision to organize a Conference in your area.

• Doyll Andrews, 14804 West 113th Avenue, Dyre, Indiana 46311; 219-365-5288
• Margaret Campbell, 13 Woods Edge Lane, Houston, Texas 77024; 713-781-1886
• Valerie Hess, #10 Chautauqua, Boulder, Colorado 80302; 303-442-2895

RENOVARÉ Local Conference Schedule of Events

8:15 - 9:00 a.m. Final Registration
9:00 - 10:15 a.m. General Session #1, "Transforming Grace"
10:15 - 10:45 a.m. Break
10:45 a.m. - 12:00 noon General Session #2, "The RENOVARÉ Balanced Vision"
12:00 - 1:00 p.m. Lunch (on site)
1:00 - 2:15 p.m. General Session #3, "The RENOVARÉ Practical Strategy"
2:15 - 3:00 p.m. Small Group Experience
3:00 - 3:30 p.m. Interaction
3:30 - 4:30 p.m. General Session #4, "Worship and Commitment"