Christmas Time Is Coming: Here’s How to Get Ready
With Christmas only 47 days away (From the time of writing this blog), it's the perfect time for churches to gear up for one of the most significant seasons of the year. Planning and executing Christmas events can be both exciting and overwhelming, especially with limited time. To help you and your team make this season a success, we've outlined essential steps to ensure your Christmas events are organized and impactful.
1. Finalize Your Event Calendar
Begin by finalizing the dates for all your Christmas events. Whether it’s a Christmas Eve service, a community outreach event, or a special children’s program, having a clear calendar will help guide your team and congregation. Confirm the availability of your venue, special guests, or speakers, and any necessary permits if your event is outside the church premises.
Tip: Coordinate with local community schedules to avoid overlaps and maximize participation.
2. Assemble Your Event Planning Team
Assign specific roles to your team members. Ensure you have leaders for different aspects of the event such as decorations, music, food, and guest services. Having designated leaders keeps responsibilities clear and manageable.
Tip: Regular weekly check-ins with your team will help ensure everyone stays on track.
3. Plan Your Marketing Strategy
Your Christmas events need promotion to attract attendees. Start by creating a marketing plan that includes social media, emails, printed flyers, and community partnerships. Be strategic about when and where to post for maximum visibility.
Tip: Utilize social media platforms to create event pages and share engaging content that builds excitement leading up to the event.
4. Delegate Tasks to Your Ministry Advocate
One of the most effective ways to lighten your workload is by leveraging the support of your ministry advocate at Hey Church. They can assist with designing graphics, setting up the event, scheduling volunteers, and sending out marketing communications.
Action Step: Write down the action items you need help with and delegate them to your ministry advocate. Their expertise will allow you to focus on leading and connecting with your congregation.
5. Prepare Your Volunteer Team
Volunteers are the backbone of any successful church event. Ensure your volunteers are well-informed and trained for their specific roles, whether it’s greeting guests, managing sound and lighting, or serving refreshments. Schedule a rehearsal or a brief training session to go over expectations and answer any questions.
Tip: Encourage volunteers by showing appreciation through small gestures, such as handwritten thank-you notes or a volunteer appreciation event after the season.
6. Create an Event Checklist
An event checklist is a must-have for staying organized. This should include:
Venue setup and decoration
Equipment and technical needs (sound systems, projectors, etc.)
Guest and seating arrangements
Printed materials (programs, song lyrics, etc.)
Refreshments and catering needs
Emergency contact information
7. Schedule Final Run-Throughs
A week before your event, schedule a full run-through with your event team. This helps identify any last-minute issues and ensures everyone knows their role. It’s a crucial step for perfecting timing, transitions, and any technical elements of the event.
Tip: Keep a few team members on standby during the event to address any unexpected situations.
8. Focus on Spiritual Preparation
Amidst the hustle of planning, don't forget the true purpose of Christmas. Spend time with your team in prayer and devotion to focus your hearts on what this season means and how your event can be a meaningful experience for your congregation and community.
9. Post-Event Follow-Up
Once your Christmas event concludes, the work isn’t quite over. Follow up with attendees, especially newcomers, to make them feel welcomed and valued. Send out thank-you emails or handwritten notes, and encourage them to join future church services or events.
Tip: Use this time to gather feedback from your team and attendees to improve future events.
Make This Christmas Season Special
With these steps, you can lead your church through a successful and impactful Christmas season. Don’t forget, your ministry advocate at Hey Church is ready to assist you every step of the way, helping you focus on what matters most—sharing the joy of the season and making meaningful connections with your community.
Ready to offload the busywork? Contact your ministry advocate today and make this Christmas one to remember!