Complete Guide To Church Event Management & Planning

In my first Bible college internship, I was hired as a summer church event manager for a church plant in Burlington, Ontario. Robb, the pastor I served under, was dynamic and full of passion, with a million great ideas and an infectious energy that kept everyone motivated—but he wasn’t much for details. (Looking back, I wish Robb and the leadership team had used church event management software. That would have saved us all some massive headaches.)

My job was to organize events church members could invite friends to. One of my projects was an open-air jazz event. I recruited volunteers, found musicians, arranged refreshments, and asked Robb to get a city permit. Two days before the event, we discovered he hadn’t secured the permit. Chaos ensued. After hours at City Hall, we got the permit just in time, and the event was a success.

But me? I was exhausted and frustrated. That experience taught me the pitfalls of:

• Last-minute scrambling
• Confusion over roles
• Missed deadlines
• Miscommunication

Since then, I’ve learned how to manage events effectively, and I’ve poured those lessons into this guide. My goal? To help you avoid the chaos and focus on what really matters—bringing people together and glorifying God.

Here's what's coming up:

• What Is Church Event Management?
• Guidelines For Church Event Management & Planning
• Tips & Best Practices For Church Event Management
• Church Event Management Software

What Is Church Event Management?

Church event management strategies will differ depending on the size of church you have. For instance, a larger church with several hundred members might have an associate pastor who handles event planning.

No matter who is managing your events, a church event manager needs a few qualities to be successful.

• Organized: Every successful event has this in common. Without organization, your volunteers will not be able to complete their tasks, and the event may result in failure.
• People-Oriented: Managing an event is as much about managing the volunteers who help put the event on as it is about managing the people being served in the event.
• Self-Driven: Your event manager should be able to take instructions and complete them through delegating tasks and hands-on intervention when necessary.
• Shared Vision: The lead pastor should have a clear vision about the goals of the event, and the event manager should share those goals and be able to communicate them clearly and enthusiastically with your volunteers.

What’s The Difference Between An Event And A Project?

Before we continue, we should make sure that your event is an event not a church project that needs managing. It is common for people to use the terms interchangeably, but they are quite distinct. The easiest way to distinguish between an event and a project is to ask yourself who it serves.

An event serves the community, the congregation, or the greater good. 

Event examples include fundraisers, like Passion Plays or Christmas pageants, and even vacation bible school would be considered an event (see more ideas for fundraisers for youth groups here).

A project is something that directly benefits the church itself, whether the physical building or the spiritual structure. If it's covered by your church property management strategy, it is likely a project. I won’t delve too deeply into projects here, but think about things like repairs for the church (which can be covered with grants), landscaping, or even developing volunteers into leaders.

Events and projects are linked, though. Frequently, projects require resources above the normal amount that your church has. Most types of events can help you generate those resources. So, if you’re in the right place, read on.

2024's TOP 5 Church Event Management Software Tools

Choosing the right event management software can save you countless hours and reduce stress, allowing you to focus on ministry instead of logistics. To help you find the best fit for your church, I’ve compiled a list of five top-rated tools that offer features like scheduling, volunteer coordination, and communication. Here’s what makes each one stand out.

1. 1. ChMeetings — Best for event reports, tracking, and insights
2. 2. RSVPify — Best for church fundraising events
3. 3. Realm — Best for all-in-one church event management
4. 4. PowerChurch Plus — Best church event management software for task tracking
5. 5. Smart Church Solutions — Best church facility management for event planning

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Guidelines For Church Event Management & Planning

Over the years, and after organizing many church events and conferences, I've learned five fundamentals to successful event management.

Guideline 1: The Plan Is The Key

Without a plan, chaos reigns. Keep detailed event plans, ideally organized into binders or digital templates. These plans should cover every step, from setup to breakdown, and can be reused for future events.

Divide instructions into clear sections by area of responsibility (e.g., lighting, sound, volunteers) and include any technical details or instructions someone else could follow in your absence.

Thorough preparation for your first event will save you time and stress for the next one.

Note: be SURE to include a financial overview in your planning. All the best church financial software can generate actionable reports and financial insights to assist with this.

Guideline 2: Know Your Volunteers

Volunteers are the backbone of a church. Without them, we don’t get very far. Take the time to get to know them, their skills, and their passions. As pastors, it is our job to provide leadership through service.

Volunteers are the backbone of every church event. Take time to understand their skills and passions so you can place them where they’ll thrive. A simple team dinner can help you learn about their hidden talents and build camaraderie. Get to know your team, and you’ll find many problems solved before they arise.

For a more in-depth look at managing your volunteers, I wrote this article on church volunteer management. It really digs into how to identify and develop your church members.

Guideline 3: Know Your Vendors

Smart vendor management can significantly reduce event costs. Many churches rely on big-box stores, but buying directly from wholesalers or warehouses often saves money. Build relationships with local vendors—they can supply everything from camping gear for retreats to chairs and tables for fairs, often at a fraction of retail prices. In my experience, purchasing from wholesalers has cut event costs in half, allowing tithes and offerings to stretch further.

Guideline 4: There Is No Substitute For Experience

Experience often trumps talent. Pair seasoned volunteers with newcomers to ensure knowledge is passed down. Encourage mutual respect—veterans can share practical wisdom, while younger volunteers bring fresh ideas.

Not every new idea will work, but they should all be tested ahead of time. Never try something unproven on the day of the event.

Guideline 5: Communicate At Each Previous Step

A great plan is useless without communication. Share notes, assign roles clearly, and provide written instructions to each team or section. Good communication reduces confusion, ensures accountability, and keeps everyone aligned.

Be assertive but kind, and speak clearly. If your notes seem unclear on paper, they’ll sound unclear when spoken. Distribute copies to each team and encourage collaboration to minimize questions during the event.

Church event management software can make communication smoother by centralizing information. Explore free and paid tools to find one that fits your needs.

Communication makes everything better. Using church event management software can help that. And, while there are excellent paid tools, we've rounded up some effective free church management software options as well.

When all else fails, over-communicate.

Tips & Best Practices For Church Event Management

Tips & Best Practices for Church Event Management

The foundation of every successful event is organization. Say it with me: “Organize! Organize! Organize!” Without a plan, chaos is inevitable. Whether it’s binders full of notes or a fancy project management app, having your ducks in a row is non-negotiable. Trust me, your future self (and your volunteers) will thank you.

Here are the best practices I’ve found for running an incredible church event:

1. Create Excitement Early: If you want your volunteers to care about the event, show them why it matters. Share the bigger picture—how it connects people to God or serves the community. Whether it’s a pep talk, an email blast, or an after-church huddle, let your excitement be contagious. If you’re pumped, they’ll be pumped.
2. Train People for Success: Not every role requires a seminar, but for the critical ones, give volunteers the tools they need to succeed. A tech volunteer needs to know more than just which button to press—they should know what to do if the sound system goes rogue mid-event.
3. Build Teams That Click: Chemistry matters! Don’t just randomly assign people to tasks; think about who works well together. Pair your detail-oriented organizer with your big-picture dreamer. A little thought here can prevent unnecessary drama (and save you a lot of headaches).
4. Plan for Things to Go Sideways: Because they will. Someone will forget their role, equipment will break, or the weather will turn. Have a backup plan and encourage your team to roll with the punches. Hard work and a flexible attitude smooth over the bumps.
5. Shower Your Volunteers with Gratitude: Thank them early, often, and loudly. A heartfelt “you were amazing” after the event, a thank-you card, or a post-event pizza night can go a long way. Never underestimate the power of feeling appreciated.

These best practices aren’t just about pulling off a successful event—they’re about creating a process that inspires your team and strengthens your community. Over time, you’ll develop your own unique rhythm and style to make every event better than the last.

Bringing Events to Life

Successful events are essential for a thriving church community. By following this guide, you’ll create a workflow that enhances your outreach through fun and meaningful events. Along the way, you might even discover new church leaders who will help you grow and shape the future of your ministry.

Also Worth Checking Out:

• Guide To Church Conflict And Crisis Management
• Technology In The Church: What Do Lead Pastors Need To Know?
• How To Mentor & Build Devoted Youth Leaders: Youth Discipleship

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