Subscribe to the NetworkPlanning an Event All of the Way Through
When you plan an event, you’ve got to plan it all of the way through. I’ve noticed recently that we’re good at the actual event, but need to work on getting the word out beforehand and making sure we’re good on the details after students have left, too. Here’s the 3 parts of an event you’ve got to master:
Marketing / Promotion
This is the task of getting the word out. Flyers and handouts used to be the preferred method, and we still do print up postcards, put it on the screen and include mentions in the bulletin. Texting has become the preferred method of communication with students. The blog too, is an important part of the puzzle, especially with parents. Just make sure you get the word out early enough for students not to make other plans, but not too early as to be forgotten.The Actual Event
This is where we do our best work. Everyone is “on” and ready to go, the energy level is high. You’ve worked hard to get students there, and they showed up. The night was great, everyone made it back in one piece, and is exhausted. Whew!Post-Event / Follow-up
This is where we struggle the most. When can we leave? Who gets the sexy job of cleaning up after the big mess we just made? Am I really going to have to stay late for that one kid who’s mom always leaves the house to get him 25 minutes after everyone else has already left? Cleanup is a big deal. Having a team assembled for the post-event is crucial. Otherwise, you’ll be spending an extra hour or three finishing the night off right – or worse you’ll take shortcuts and pay for it politically in your church.
When you plan an event, remember there’s way more in play than just the event itself. You’ve got to work hard to get the word out to students, then make sure there’s a plan in place to put everything back together, too. Don’t just pick an activity and a date – plan your event all of the way through!
JG
Three key points are a good start.
In reality your event may have dozens and dozens of tasks that need to be done if your event is to be successful. You may even have hundreds of tasks depending on the size of your group.
A few suggestions for the task list challenged youth pastor:
1. Find a Project Manager in your Church and let them know you need their help. These are people who make lists and timelines for a living. You may initially curse the fact that they will hold you responsible to getting items done on certain dates. But hopefully you will eventually learn the value of good planing and you will not be frazzled the day before trying to get everything done. Imagine having plenty of time before the event to pray.
2. Realize that it is OK to have volunteers who may not have the skills to work with your students, but do have great skills to get the supplemental crud done. Like schlepping to the mega-store with a shopping list or decorating your meeting area.
3. Look into some of the free online tools available to you like BaseCamp and Remember The Milk. All of your volunteers should be able to see what is unfinished on the to do list.
http://www.basecamphq.com/
http://www.rememberthemilk.com