Monday, December 9, 2019

Advent Cafe: An Alternative Event for Women's Ministry


Have you ever participated in an Advent by Candlelight at a church in your community? I remember when these became very popular events around twenty years ago. They have evolved over the years, as all things do. Some churches have a simple tea, while others go all out with a catered meal.

Many times, these events have a hostess that sponsors a table and provides all the fanciest of her fine china, tablecloths, and decor. Sometimes, they even cook the food and dessert.

Women's events can sometimes become complicated affairs. How can I say this nicely...sometimes, women can get a little competitive. Bigger, better, fancier! I've seen it happen to Secret Sister swaps, mother-daughter banquets, and yes, to Advent events.

When I took on the role of Fellowship coordinator at our church, I sat down with the pastors and staff and we did some brainstorming. The church had taken a year off from the Advent by Candlelight because it had become such a big, overblown occasion that no one wanted to head it up anymore. I'm sure it was a lovely event, but it also had become rather pricey.

That's when I proposed a more casual affair. How about an Advent Cafe instead? We keep the tables uniform, no assigned seats, and we serve everything with fun paper products...matching cups, napkins, plates. Simple.


I am happy to report that the event turned out to be a big success! I am already hearing people talk with excitement about "next year". That's a good sign!

Here are a few things that made this event special.

Easy centerpieces and tablescapes



I used the church's tablecloths, and simply draped them with a length of runner purchased from Oriental Trading Company. I alternated centerpieces with birch wrapped candles and wreaths and tabletop trees. The wreaths and trees were from my own stash. Add twinkle lights and battery operated candles, and you have holiday magic.

Offer An Easy Craft Project


Women like to get crafty. I set up a craft station with two easy DIY projects. The one on the left is a simple fun foam ornament shaped like a hot cocoa cup that said "Jesus Warms My Heart". The other was a Coffee Cup To Go gift card holder with envelope.

The best part about a craft table is that it gets women mingling and helping each other while they talk and laugh and work with their hands.


Add An Unexpected Element


I surprised a lot of women with this Selfie Photo Op station! They had so much fun taking photos together with their friends and family!

I included some fun props, a selfie stick, and our important word of the day, "Joy". I told them to take a photo with Joy because they would probably need to be reminded of the joy at some point during the Christmas holiday.


Set The Tone With Music



I really wanted the event to feel as if you were enjoying a latte with a friend in your favorite coffeehouse. And what could be better than a lovely acoustic musician playing coffeehouse-style holiday music? Amy Grace did a wonderful job creating the mood and atmosphere for us! It wasn't a sit down concert, but rather our "background music" as we talked and mingled.

Consider A Cookie Swap


The cookie swap really serves several purposes.

First, women love to bake, but who has time to make dozens of different varieties? In a swap, you can bring one kind of cookie, but go home with lots of different combinations to enjoy over the holiday!

Second, cookies make a really nice gift to give to a neighbor or elderly relative, or to take along if you are visiting local nursing homes. You could even give them to first responders or other community leaders as a thank you.

Third (and this one is important), the cookie swap provides the snack for the event. No need for big catered meals or fancy desserts. Simply ask the ladies to bring three dozen cookies, take a dozen from each offering to serve with drinks, and then the participant takes home two dozen cookies in the swap. Our ladies made some amazing cookies, and we had plenty to share at our tables, too.


Consider Inviting A Speaker With A Mission and Ministry


I really wanted to add a service element to this event. Yes, it's nice to pamper the ladies, but it's also important to give back to the community.

Our speaker, Mary Lindquist, came to tell us about the Senior Stocking Project that her shop, The Quilting Season began several years ago. Shop patrons and Scout Troops make stockings that are sold around the community (for a donation), and the proceeds go to purchasing items for local senior citizens in need to give them some sort of Christmas. Mary mentioned that many live on very limited incomes, and cannot afford simple things like coffee, detergent, and hygiene products.


We decided to collect ground coffees and boxed cookie mixes for the seniors to contribute to Mary's project. The women were so generous! I had to take two car loads to Mary's shop this week! What a blessing!


Don't Forget The Coffee! (or the Hot Cocoa and Tea!)


This "treat yourself" beverage and snack station worked very well!  We had several Keurig coffee makers set up, with lots of K-Cups, flavored  creamers, syrups and toppings.



We also had a crockpot with Hot Cocoa, and lots of toppings to make it extra special!



Get Crafty!



I tried to keep this event budget friendly by repurposing, crafting, and using what we had. I placed one big order with Oriental Trading Company for all of the paper products, table runner, coffee calendar gifts, foam ornaments, and cookie swap boxes.

I made my own "birch tree" candles, Scripture Verse and Conversation Cards, banners, and signs for the beverage station. I found additional items like the wired red and black ribbon from places like the Dollar Store. Target's Dollar Spot was also a handy place to get a few items, like the woodgrain backdrop for the selfie station. The church secretary made the wonderful invitations for us to share.


The event took about six weeks to plan. Set up was not difficult, with most of it being done in one to two hours between church services. Ladies pitched in to help with set up and stayed after to clean up, too. The event lasted a little over two hours.

Advent Cafe was everything I hoped it would be: casual, comfortable, joyful, Christ-centered. Simple.




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