The Event Planning Driver

The role of the big dawg is most critical. For this reason, I recommend to senior pastors that it go to a staff person who has the experience and knack for such work. It could be left in the hands of a volunteer, but that individual should be prepared, in most cases, to lose any control of the event that they may have thought they had. Established staff members have a head start; they know who among the staff and congregants can do what for the church, and they have a better idea of the senior pastor’s thinking and levels of expectation. They also typically know how to work with the pastor and others, and they are usually more in tune with what will fly and what may not.

The leader needs to select the planning team or committee in cooperation with the senior pastor. Early in the process, the team may decide to hold a brainstorming meeting or to research similar successful events others have held. This can be done online or by contacting those who planned them.

As the team starts to get a clearer picture of the event, it is wise to commence identifying various goals or targets. Some of these criteria may also be used as measurable objectives to assess the event once it is over. Attendance and revenue are two examples.

Armed with all this, the team can then turn its attention to developing a master plan complete with what, who and when answers for each component. The actual event date should be set as soon as possible. Sometimes this will depend on the availability of the venue or any honored guests.

It is also the team leader’s responsibility to consider the need for subcommittees, the definition of their mandates, and the selection of appropriate leaders. The subcommittee leaders, in turn, can staff their committees with their own selected volunteers. Subcommittees can be established for the program, marketing and advertising, food, participant favors and so much more.

Other Key Considerations for Success

The senior pastor, the planning committee lead, and the volunteers should also keep other key aspects of successful planning in mind. In fact, the more corners that are cut, the greater the chance of failure. Deborah Meskauskas, public information officer at the Arlington Heights, Ill., Memorial Library, shares these “must do” process steps for a successful event:

1. Ensure you’ve developed all of the aforementioned strategies for success.

2. Make a checklist and use it religiously. Some items from her checklist include:

• Holding a “tie down” meeting the day before the event during which each event committee member gets a schedule, assignments are discussed and handed out, identification badges are distributed, and many possible questions are answered.
• Setting up registration tables and stocking them with the printed programs.
• Mailing out programs with an appropriate letter to those invitees who were unable to attend.
• Thanking everyone who participated in the event and sending or publishing photographs of the event.
• Conducting the event evaluation.

3.Create a budget that is specific, and covers potential sources of revenues (ticket sales, program advertising, donations, sales at the event), as well as expenditures (honorariums, permits, insurance, food).

4. Consider logistics, including the number of people that need to be moved, seated or fed during the event. Other considerations include transportation, signage, bathroom facilities, cleanup, emergency situations and written plans.

5. Pay great attention to publicity. Employ creative but practical methods. While this is not the place you want to economize, be sure that you are not throwing your dollars away needlessly. Calculate the realistic return of any form of advertising before you use it. Remember, there is no better cost-effective, sure-fire method of getting others to come to an event than personal invitations.

6. Take time to evaluate the event as soon after it occurs as possible. Questionnaires for event attendees and volunteers are often used. Mesakauskas suggests finding out whether the event’s goals and objectives were reached, what worked and what didn’t, what was missed on the checklist, if it was worth it, etc. Not only will this step make your next event even better and easier to deliver, but also you’ll become a better planner.

Finally, don’t forget to celebrate the event’s delivery with your team of volunteers and staff. It’s this step that will ensure you’ll have the human resources to succeed again next time.

Ken Godevenos has served on and chaired several church boards. He is a human resources and church consultant, mediator and executive director of SCA International. Call 905.853.6228, or visit www.accordconsulting.com for more information.