The start of the ministry year brings about planning events. Save stress, time and money by using a process that works for ministry gatherings.
Deborah Ike · September 7, 2017
- What are our goals with this event?
- Who are we trying to reach?
- Are we trying to fulfill a specific need within our community?
- How does this event advance the overall mission of our church?
- How will we know if this event is a success?
If you can’t articulate why your church should host an event, you’ll have a hard time communicating why people should attend or even volunteer to help. The answer to “why” will guide your decisions throughout the planning process.
- How should we promote this event?
- Should we have guest speakers? If so, who would be a good fit?
- What décor and theme will work best for this event?
- Should we sell tickets or offer this for free?
This step is where an event planner comes into play. You need someone responsible for understanding the “why” of this event, who will work with each department to make sure everyone is coordinating effectively, develop a plan, monitor progress, and troubleshoot issues.
Step #2: Develop and document a plan
If you’ve visited a new city, you likely needed directions to make it from point A to point B. A GPS device with turn-by-turn directions is useful in that situation. A project plan is similar to those directions.
It’s a list of all the tasks the team must complete to make this event a success. This includes deciding on a theme, décor, and location. It also includes purchasing supplies, updating the church website, opening up registration, and much more. Your event planner will talk with each person involved in the event to gather his/her tasks, decide on task deadlines and assignments, and document the full project plan.
Step #3: Assemble your planning team
Here’s where your event planner will bring together everyone who’ll have a role in pulling off this event. This step includes:
- Defining each person’s role and responsibilities (document these and review with each team member).
- Reviewing the project plan at a high level (discuss key milestones such as “Guest speaker locked in by X date” or “Early Bird Online Registration starts on X date”).
- Establishing a schedule for providing updates to the event planner: letting him/her know when you’ve completed a task. Online tools such as Asana, Basecamp, and Trello are useful for keeping track of tasks and collecting status updates.