4 ways to make event planning easy!
When events come up, you may find yourself stressed out, desperately trying to put together advertisements and e-blasts. Your team might be scavenging sold-out palm branches for Easter or buying over-priced poinsettias for Christmas, and you may even have a key member of your church play come down with a cold. While we can’t prevent everything, by employing some foresight we can make major events as pain-free as possible.
1. Keep a calendar
Often times, you will find that the same events occur at the same time every year. Christmas doesn’t change, Mother’s Day is predictable, and kids always go back to school. By taking the time to set reminders, sometimes two or more months out, about important holidays and events, you can save time and money. If you are buying school supplies for back-to-school events, you may want to purchase them up to a year in advance right after the back to school sales become back-to-school clearance. By preparing ahead, you will save yourself a last-minute scramble.
Additionally, by keeping a calendar and being prepared, you will avoid last minute stress and so will your staff and volunteers. Instead of asking people to run to the store to get last minute items, by preparing and planning months ahead of time, you will have time to think of everything that you will need.
2. Choose a theme early
Sometimes themes come with the event, like Christmas, but other times by preparing and choosing a theme ahead of time, you can make weeks of headway. If your theme for Watch Night is remembrance and thankfulness, the planning will look different from a “looking forward” theme. With this in mind, by picking a theme early, you can have advertisements done weeks ahead of time and sermons written well ahead of time, too.
3. Market ahead of time!
One of the best ways to turn your event into a success is to let people know early. While Martin Luther King Day may come around every year, attendees might forget unless they are reminded. People are much more likely to attend your event if you tell them about it well ahead of time. That way, they can mark the time out of their schedule before it fills up. This is especially important for weekday events or events on popular family holidays like Christmas and New Year’s. Often times a month’s advance notice will help people to plan their schedules to fit the Church schedule. If they don’t hear until a week before, they are much less likely to attend.
4. Get Creative
By getting your ideas together ahead of time, you have the opportunity to get creative with you advertising, event themes, and event planning. When you have time to be creative, your event will be a greater success. People who don’t typically attend your church may be wowed by the event from the advertisement to the execution. When you rush an event, the end product will be less creative and less impressive. By putting your best foot forward for events, you are more likely to attract involved, new members for your church.
Additionally, by taking time to be creative, you can set your event apart from other events in the area. If your Easter play is rehearsed and planned months ahead, you will have a leg up when it comes to marketability. Instead of having prospective members asking, “Why should I go see that play?” they will be saying “I heard that play is the best in town!” By practicing excellence and good planning, you can easily get people into the doors of your church.