I wanted to title this post “Event planning sucks. So why do I like it so much?”
I’ve planned many events over the past decade, everything from birthday parties for my kids to a large building dedication and naming ceremony for a Congressman. And for me, there are two truly exciting moments in the event-planning process:
- That first meeting when you get together with your team and brainstorm
- The moment the event is over
The rest, the in-between, can be very stressful.
Here are a few event planning tips that might make life a little easier for you.
Assemble a dedicated team
Try to keep the key leadership team as small as possible, probably no more than six dedicated people. This allows you to maintain important and clear communication.
Pray
I’m serious here. With event planning, you need all the help you can get!
Build in as much time as possible
When you develop your church marketing plan for the year, it should include the major events and the goals of these events. You should build in enough time to plan and execute the event to meet the established goals. Some might say that building in too much time will only give time for items to fall through the cracks. I argue that you build in enough time to make sure you can secure a venue (if needed), invite speakers, double check timelines, etc.
Define job descriptions
Each person will be assigned a job. Make sure the job description and the duties assigned are clear and concise.
Communicate. Communicate. Communicate.
I suggest monthly or weekly meetings, depending on the time frame. You should establish solid goals and deadlines and ask for regular updates.
I was once leading a team for a building dedication and I assumed one team member would invite the guest of honor (the man whose name was on the building). Two weeks before the event, I called to double check. He said, “Was I supposed to invite him?”
Dates, times, and locations matter
Look at the calendar and make sure you’re planning during a time that’s good to reach your intended audience. For example, if you need to reach college students, don’t plan something in the middle of summer break.
If you’re hiring and using vendors, you must double and triple check that they know where they’re going and when they need to be there.
I planned a luncheon at a library. The caterer confirmed with me which library and the time. However, I didn’t realize that the library I was using had switched locations. The food was right on time — just a few miles away in the wrong location!
Somebody will drop a ball
This happens almost every time. Sometimes it’s that really zealous person at the first meeting who wants to take on a load of responsibility. We have to be realistic when assigning jobs and making priorities. Life happens. Work happens. Emergencies happen. People move. They switch jobs.
That’s why it’s important to build in time and maintain accountability via regular updates and communication.
Build in contingencies
What happens if the speaker cancels at the last minute? What happens if the caterer drops the ball?
Outdoor or indoor?
If it’s indoor, you’re probably safe. If it’s outdoor, you should probably have a contingency (or a nice tent)!
The first large event I organized was a garden dedication for a retired university president. This was an outdoor event. The crowd was large. All of the speakers showed up. And the sun was shining — to the tune of about 105 degrees! We had no tent. (As you can imagine, we quickly ran out of punch at the reception that followed).
Once it starts, there’s little you can do to stop it
The day comes. People show up. The event begins. At this point, all you can do is hope and pray all of your planning will be executed perfectly. It probably won’t happen just like you planned, but it will (hopefully) be okay.
Most people won’t know the caterer forgot the mayo
Many things that might go awry during an event often happen unbeknownst to the crowd. Most of the glitches are behind the scenes. So, if the caterer forgets the mayo, just give the crowd the ketchup and mustard.
Enjoy the successes
People will come to you at the end and say things like “Thank you” and “This was great.” Enjoy that part.
The reason I love events is that they have so much potential to be great. And when they are, there’s an incredible feeling of accomplishment. In the church setting, this can happen when you see God working, when you see lives being changed. And that’s when you see that God was able to use you for something special.
When it’s done, regroup and reassess
Many people call this the “post-mortem” stage of the process. It’s not a bad title. However, this is a time to (hopefully) celebrate. I encourage — wait, I implore you — to name all of the good things FIRST. This sets the tone for the meeting. After those things are mentioned, then gently discuss what could’ve gone better and what needs to change for the next time.
Praise God for the outcome (whatever it may be)
With a church event, rest in the fact that the people who showed up heard what they needed to hear. Understand that God brought the people who needed to be there. Believe that lives were changed in some positive way.
Several months ago, I wrote a post about church marketing and return on investment asking: “Would a Billy Graham Crusade be a failure if only one person came forward?”
Sometimes you don’t always get the outcome you wanted, but if you’ve prayed for God’s guidance, know that he used you to get the outcome he wanted.
I’m sure I missed many tips, but I hope these several items help you as you gather to plan your next event.
Do you have any “we can laugh about it now” event planning stories? Please share!
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Recommended post: “Church Marketing: How to get people to notice you”