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Make a list and check it twice. Event planning in ministry.

December 23, 2015 by Chris Parker Leave a Comment

to do list - task management concept - isolated text in vintage wood letterpress printing blocks

We have 325 kids/students and 100 adult leaders registered for 2016 Winter Camp. Each year we are growing in attendance by 20%…it’s really fun to watch this thing take off!

Four months ago we launched registration for our winter camp. On August 23, we offered up a family BBQ and open house where parents could hear the vision from our NextGen team and meet their child’s small group leader. As a bonus, incentive, bribe…we promised a promo code to all that attended. This promo code would be good for $25 off of the camp price.

InstagramBBQ15

It worked. Really well.

Parents and students showed up in droves, we had almost 1,000 people show up. We had a short program that was jam packed with high energy music and a compelling vision moment from our NextGen pastor, Kenny Conley.

Our team made a decision this year to be finished with “camp stuff” before Christmas. Well, with a few changes on our staff team and one being out with a baby for a few months we slowed down a little bit but we almost did it. In reviewing our project plan we are 85-90% there. We will come back from our week off of work ready to knock it out, but most of the heavy lifting is finished!

When you decide to aim for a due date on any project take this into consideration:

  • Pick a reasonable due date. If it’s something as big as a camp start planning 5-6 months out.
  • Work as a team. Assign tasks and sub-tasks to each person on your staff or volunteer team.
  • Each task or sub-task has it’s own due date to keep things moving along.
  • Check-in weekly. Pick a time each week to review the checklist, where are you stuck?
  • Keep this updated in google docs where others can see progress or lack thereof.
  • Assign one person to be the project manager. This naturally can be the boss/supervisor but someone else on your team may be a better fit because of how they are wired.

My next post will be a step by step checklist with tasks and subtasks that should be helpful for any camp/retreat.

Filed Under: Church Planting, Leadership, Student Ministry Tagged With: bbq, due date, event planning, to do list, winter camp

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Hey there, my name is Chris. I wake up every morning thinking youth ministry. If you are in the same boat, then I know you will identify with me, because you also live the life of a youth pastor .

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