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Saturday, October 16, 2010

How to Organize a Church Event

When I first got married, I wanted to participate in church functions, but I was nervous. I felt like I didn't know what went on or how to start. All the ladies just seemed to take charge of their roles and get busy, while I felt like I needed to be told what to do. Luckily, I had a lot of wonderful Christian ladies who helped me along and showed me what to do.

However, for all of you wives out there who might not have this luxury at your congregation, I would like to share with you what I have learned about how to effectively organize a church event. I would have LOVED to have had some literature on this subject when I was first beginning.

First of all, I want to list all of the functions I can think of that might be an option for a church function (many of these are just things we have at our congregation):
  • Ladies' Day
  • Mother's Day Banquet or Breakfast
  • Father's Day Banquet or Breakfast
  • Egg Hunt
  • Kid's Holiday Party
  • Sweetheart Banquet (for senior citizens)
  • Church leaders and teachers Appreciation Dinner
  • Fourth of July Cook-out
  • Graduation Banquet for students
  • Baby or Bridal Shower for a Member
  • Clothing Drive/ Giveaway
  • Purity Day for youth girls or boys
  • Bible Teacher's Workshop
The first piece of advice I can offer for someone who is heading up an event is to get organized! If you have lots of ladies at your congregation, make a list of all the things that need to be taken care of and designate any ladies who want to volunteer as committee leaders. Any other ladies who want to volunteer will sign up under the committee they would like to participate in as committee helpers for the committee leaders. The leader decides all the planning for her committee while the helpers work to make it happen. This committee designation keeps a few women from having to do all or most of the work.

Here are some possible committee suggestions:
  • Food Committee: prepares menu and food for the event
  • Registration / Welcome Committee: If your event requires registration, these people set up at the door with the paperwork, make nametags, serve a snack, give out programs or however you want your registration or welcome to be for the event.
  • Media Committee: This creative committee is in charge of creating any printed publications for the event like flyers, programs, brochures, etc.
  • Communications/ Advertising: gets the word out about the event by mailing flyers, creating a Facebook event and inviting people, etc
  • Decorating Committee: decorates for the event
  • Door Prizes/Party Favors Committee: Creates or buys these items for the event
  • Clean-up Committee: In charge of cleaning up after the event is over
  • Sound/Recording: Someone needs to be in charge of recording the lesson and mailing out CD's of the lesson when the event is over if this applies.
  • Scheduling Committee: The person in charge here creates a schedule of events and finds people who will do the things on the schedule.
    • This might be for a holiday party for kids where the leader comes up with different stations for the kids, like bean bag toss or crafts, and the leader must find people to work the stations (these are the helpers on the committee).
    • This might be for a ladies' day or similar event where the event will begin, someone leads a prayer, someone leads a song, then the speaker speaks, etc, where a time schedule would need to be in order. This person would also find the people to do the jobs on the schedule (prayer leader, song leader, etc). (ex. 8:30-9:00 registration, 9:00-9:15 Welcome, 9:15-9:20 prayer led by whoever, 9:20-9:35 singing led by whoever, 9:35-10:15 lesson by whoever, 10:15-10:20 scripture reading by whoever, etc, and the committee leader finds all the whoevers and sets up the times and the stuff that happens in the schedule)
  • Head of the Event: Decides what committees are necessary for an event and designates committee leaders.
People not leading committees should be allowed to sign up under which committee they would like to help with after committee leaders are designated by the "head of the event" person. The "head of the event" should not interfere with other committee leaders' decisions. Choose a person you trust to do a good job with that committee, and do not interfere unless the leader has questions or asks for advice. You might ask how things are going, but do not tell them how to run their committee--if this is a problem, be the committee leader for the planning of the things you want to make sure you are in charge of.

Within each committee, there might be several or no committee meetings as decided by that committee's leader.

After the committees are designated and leaders are assigned, the event really creates itself. Everyone knows what they are supposed to be doing, and as long as everyone does their jobs, the event usually goes very smoothly. This is how we do events at our congregation at least, and things seem to go very well. So, if you are a young wife and want to have an event at your congregation, try this method, and see what works!

Feel free to leave comments offering advice or suggestions for anything I may have left out!

2 comments:

  1. Thanks for posting this Amber! This is a great article! I would just like to add one thing: Having the right attitude when planning should be the most important thing. As women, we tend to want to outdo some neighboring congregation (I've actually known of some congregations to change their date to a later one so they can plan based on the other's ladies day). We need to keep in mind that these events are not for our earthly ego, but rather for the glorification of God and the edification of others here on earth. When we want to spend hundreds of dollars on an event that would easily cost 50 or less, we need to evaluate why we want to spend that amount.

    Cindy Colley did a great lesson on this at PTP a few years back and I think every woman involved in planning any event should here it.

    Thanks again for posting this Amber! You are doing great with the blog!

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  2. Thanks for the comment, Kelley. I am sorry to hear that you have had that experience with some congregation. I don't really see anything wrong with putting time and effort into an event or spending money on one (reasonably of course). These are great Christian activities that we can participate in that don't involve drinking or partying or inappropriate apparel, etc. They are great opportunities to be around other Christians who are good influences for us, build us up/ encourage us spiritually, and oftentimes hear great lessons from God's Word. It isn't about what other congregations are doing at all. I have never met anyone with this attitude that you described. We do schedule our events around other congregations, but that is just so we don't have a ladies' day on the same day as someone else, not so we can see what the other congregations are up to lol.

    Thanks again for your comments! Attitude is def important, and I am sorry that you have seen this attitude somewhere.

    I will try to get a link to that lesson if I can! That is a great idea.

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