Estimated reading time: 6 minutes
Events and churches have long gone hand-in-hand because church families enjoy spending time together and often seek out ways to gather as a group. Efficient church event planning helps make these gatherings memorable!
So whether it is the annual children’s vacation Bible school, church picnic, or church anniversary celebration, having a template for church event planning is crucial to facilitating great church events.
Most events involve the same planning elements. An event planning template can help the team consider the event details.
Once that template is laid out, event planning can be streamlined, efficient,t and fun!
10 Elements Of Planning A Church Event
1. Event Goal
It is always helpful to understand what the goal of an event is. Questions you need to ask:
- Is this event to provide fellowship?
- Is it a community outreach?
- Is it a fundraiser to raise money for a cause?
The planning can vary depending on the event’s goal. Make sure your planning team understands the why behind the event.
2. Event Budget
Planning for any event should always begin with a budget.
Understanding how much money is available to support the event is critical to planning.
Some events may require charging people to attend.
During the initial planning, determine whether money will be collected from participants, whether any money will be raised at the event, or whether the event is strictly an opportunity to give back to the congregation or community.
An event budget should include marketing materials, decorations, food, entertainment, equipment rental, and supplies.
Each line item should be considered when putting together an event budget.
3. Church Event Theme
Every event should have an identified theme that helps determine all other supporting aspects!
A theme helps to create the atmosphere and should be used throughout the event.
For example, a Mexican theme dictates the kind of food, decorations, music, and atmosphere.
4. Church Event Marketing
Attendance at events is only as high as the church’s ability to promote them or advertise them.
It is important to create a marketing plan to ensure that people are aware of and excited about the event.
Depending on whether the event is solely for the church or if it is open to the community dictates the kind of marketing or advertising that needs to be done.
It could be as simple as posting the event on the church website, bulletin, and weekly announcements or as complex as printed brochures or local radio or television advertisements.
Regardless, taking the time to think through who the target audience is and how to get the word out is an important part of successful event planning.
5. Event Activities
Activities are the fun part of every event and provide things for guests to do.
So whether it is planning the games for the church picnic or creating questions for a trivia night, the activity planning should include all details of the activities, such as what supplies are needed, instructions for playing games, how prizes are awarded, etc.
The more details are laid out ahead of time, the fewer “hiccups” there will be on the event day.
6. Food Planning
Food is often the highlight of any event, so planning and preparing great food can help create a memorable experience for guests.
So whether the event is catered or a group of church volunteers prepares the food – planning the details is important.
The menu should support the theme and plan for adequate paper goods and tasty food, ensuring a great food experience!
7. Event Set-up and Tear-down
When I attend big community fairs or art shows, I always think about the invisible army that provides electric power and sets up tents, tables, signage, trash cans, etc.
Then, the group that shows up after the fact takes it all down and cleans up the mess.
This is potentially the most important job in facilitating a big event.
A well-organized setup and tear-down plan can eliminate last-minute chaos and stress for event organizers.
8. Event Decorating
Fun decorations help create an atmosphere and can be a great way to reinforce an event theme, so it is important to have a team that can be creative and dress up the event.
This requires creative thought and skill at hanging, laying out, or designing decorations.
These little added touches can take a mediocre event and turn it into something to remember.
9. Job Duties
Events require people to pull them off, so it is important to have someone assigned to identify what jobs need to be done and assign people to those jobs.
It also entails creating a chain of command and identifying leadership in each area.
The larger the event, the greater the chain of command becomes, and the more volunteer help will be needed.
Regardless of the size of the event, volunteers will need detailed job descriptions and training to fulfill their job assignments successfully.
10. Organizational Chart
I am a visual person, so I like to work with organizational charts. They clearly show who is responsible for what and what the pecking order is.
The chain of command is less about who is on the top of the rung than who can make decisions and help facilitate a smooth process. Here is an example event organizational chart:
Example Church Event Organizational Chart
Church events are a lot of fun and can provide great fellowship for a congregation and community.
Event Planning Form and Worksheet
A structured church event planning process can help streamline the planning and ensure no detail gets forgotten.
Start by using an event planning form and worksheet. This tool can help you think through the necessary details of the event and identify key roles that will ensure great success!
How does your church plan events?
If you are a member of SCM, you can log in to your account here to access editable copies of an event planning worksheet, event organizational chart, event manager/coordinator job description, and event budget form.
If you are not a member and would like access to editable copies of these documents, you can learn more here.
