Events

Introduction
Today, in the 21st century, many Christians gather not only within the four walls of the
church, but in other venues as well. With the vast capabilities of the Internet, social
media, and smartphone technology, reaching a broader audience is now easier than
ever. Because of that, over the last several years the church has seen an increase in
the way the Body of Christ is shaped and propelled forward through events such as
conferences, concerts, convocations, seminars, and sacred assemblies. These
gatherings, if done well, draw large crowds, edify worshipers in their relationship with
the Lord, and present an opportunity for those who may not otherwise hear the gospel
to come to the saving knowledge of Jesus Christ.
Events such as these reach people from all walks of life. Perhaps they attend because
a friend invited them or because your marketing campaign for the event spoke to
them. However they arrive, this may be the one opportunity to share the love and
salvation of Christ with those who do not know Him. In addition to those who may not
know God, there are often those in attendance who need to draw back to God, and a
particular event could be a tool in accomplishing that. These events may also
strengthen and encourage those who are already walking with the Lord. Your churchs
special event can be a powerful instrument of Gods love and grace to save,
strengthen, and edify the souls of those in your community.
Not only are events a ministry opportunity, there are additional benefits to your church
when you host a successful event. These benefits include, but are not limited to, an
increase in church attendance, becoming known within your community, an increase in
church finances, and the opportunity for ministry that was previously not available to
you. Your event may even offer/sell literature and relevant DVDs, CDs, and other godly
materials to those in attendance in order to encourage continued growth and
edification long after the event has concluded.
The church that desires to make an impact in the world and the Body of Christ can
utilize well-coordinated events to do so. This resource provides you with the necessary
information to help you host an array of wonderful events that God has called you to
lead. Included in this e-book is information on:
Prayer
Types of events
Planning and gathering resources
Building rental and insurance
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Marketing an event
Guest logistics for an event
Security for an event
Copyrights
Follow up and debrief

Prayer
Prayer is a key component to our faith as Christians. The Apostle Paul tells us to pray
without ceasing in 1 Thessalonians 5:17. The first thing to do when planning and
preparing to host an event is to pray. Gather to pray with your staff, your board, or
even with an event committee who will be responsible for the event. Pray for Gods
guidance, direction, and blessing as you plan and coordinate. Pray that through the
event God will be glorified and that lives and souls will be changed for all of eternity. In
any and all things, seek God and His will and blessing. Jeremiah 29:11-13 states, For
I know the plans I have for you, declares the Lord, plans to prosper you and not to
harm you, plans to give you hope and a future. Then you will call on me and come and
pray to me, and I will listen to you. You will seek me and find me when you seek me
with all your heart. In order to have a Christ-centered and honoring event that
touches the hearts and lives of those that attend, prayer is the key to the path forward.

Types of events
There are many different types of events that churches and pastors lead and host
around the country. Some examples include conferences, seminars, harvest festivals,
and tailgate parties for sporting events. Below are a few examples of the types of
events that your church may want to consider:
Conferences and convocations: Conferences are usually comprised of people from
different congregations and denominations around the area that gather locally to
participate in meetings centered around a particular theme. These themes may include
leadership, worship, topics specific to women, youth, or men, and many more.
Conferences generally last for two to three days and usually have praise and worship,
prayer, vendor sales, performers, and multiple speakers.
Seminars: Seminars are usually geared toward one congregation. However, depending
on the topic and guests, seminars may appeal to a broader audience and be marketed
as such. Seminars are generally utilized to discuss one specific subject, such as
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financial stewardship, business, marriage, or family, and are normally taught by one
speaker for one day.
Social gathering: The church is stronger and more successful when the congregation
has built close relationships with each other. Many churches are finding ways to
strengthen the family/community feel of their churches by hosting social events outside
of their Sunday services. These events are commonly held for a few hours and are
geared toward gathering the members of your church in order to strengthen and build
a sense of community.
Outreach: Many churches have begun using evangelistic-minded events to
strategically reach those who normally would not seek out the church. These types of
events include Easter egg hunts, harvest festivals, passion plays, concerts, cantatas/
plays, and more. These are times when a church has the opportunity to reach people it
normally would not have access to in a corporate setting.

Planning the event and gathering resources

Events take a lot of planning and preparing to ensure their success. As it says in
Proverbs 14:8, The wisdom of the prudent is to discern his way, but the folly of fools
is deceiving. In other words, be wise and prudent. This is true for all things, but
especially for large church events that have so many components, participants, and
resource requirements.
Planning: When planning your event, it is a good idea to establish a planning and
coordination team. This team is a part of the process from conceptualization through
completion. It does not have to be made up of paid staff or pastors; simply those
individuals that you trust to help plan and prepare the details for your event. Having a
team dedicated to the planning and coordination helps to ensure the success of the
event. When asking people to join the planning team, it is important to:
Explain the vision for the event
Clarify why you are asking this individual and for what role
Be forthcoming about expectations and time commitments
Once you have a planning team in place, the initial phase of planning requires
answering specific questions so that you can prepare accordingly:
What type of event will this be? (concert, seminar, conference, etc.)
Where and when will the event take place?
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Will the event be marketed to the public, local Christians, or just the congregation?
What is the goal for the event? (outreach, discipleship, fellowship, etc.)
What ministry does this event best fit? (women, college-aged adults, youth,
children, etc.)
How many participants are anticipated?
How much will it cost? (overall cost, per person cost, etc.)
Will childcare be provided? Will there be a cost associated with the childcare
portion? Do you have enough volunteers to provide this service?
Any driving involved? Provisions? Medical and liability release forms?
Who should one contact for information?
What volunteers/resources will be needed for this event (childrens ministry, parking
lot attendance, greeters, ushers), and who will be in charge of scheduling and
coordinating workers?
Will there be special guests, speakers, and performers?
From where will funding for this event come? (registration/participant fees, church
funding, etc.)
What is the budget for the event?
Who will handle marketing, legal issues, etc.? (identify key people for each role.)
Using the information gathered, this team should create a project plan and schedule
for the event. Some groups call this a master or strategic plan. It is a breakdown of
all tasks and the timeframes in which they should be completed, as well as the key
person for each task. There should also be a progress column and a date completed
column. The planning team needs to set up a meeting schedule to review and update
the plan. This enables planners to constantly be updated on the progress of events
and to identify any trouble areas as they occur, which is especially important for largescale events with many moving parts and people with key roles.
Gathering resources: Once you have a plan in place for the event, it is time to start
gathering all of the needed resources. This includes facilities, materials, equipment,
volunteers, performers, etc. Many resources needed for the event may already be
available at the church, but many may also need to be reserved or scheduled ahead of
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time. Identify available assets and complete the steps needed to reserve needed items
for the event as well as identifying who is responsible for gathering those items, and by
when. This could include sound equipment, room dividers, projectors, tables, and
chairs. In essence, any resource needed should be identified.
Staffing a special event can be especially difficult for many reasons. Since most events
are on the weekends, many parishioners want to attend the event and not volunteer
their time. Many churches overcome this hurdle through massive volunteer drives
leading up to the event where the pastor and all support staff promote the event and
the need for volunteers. Even this may not be enough and some churches use
monetary benefits, such as volunteers for childrens ministry getting paid a small hourly
wage during the event (paid for in part by charging for childcare), discounted tickets
for family members of the volunteer, free tickets to a portion of the event when not
volunteering, etc. Discuss what the church is willing and able to do to recruit more
volunteers for the event.

Building/space rental and insurance

Many times a church will shy away from planning an event due to legal concerns,
insurance questions, and the possibility that the event will be larger than the church
can handle. These are not good reasons to avoid these events, since the events
themselves may be some of the best ways to reach the community. Although these are
not good reasons to avoid these events, they are issues that need to be addressed
correctly for safety and liability purposes.
Building rental: When the planned event is going to be larger than the space available
at the church, look for a building rental nearby that can accommodate the event. Look
for a facility that has an appropriate amount of space, seating, and electrical
capabilities (sound systems and control boards make some venues obsolete as they
do not have enough outlets, power, or space to accommodate the technology).
Furthermore, ensure that the venue will have adequate parking, handicap accessible
parking, and needed facilities (restrooms, changing tables, rooms for childrens ministry
if childcare will be provided etc.). The planning team can identify a list of items the
rental will need to ensure that an adequate rental space can be found.
Once you have identified the venue, the church has to enter into a rental agreement
between the property owner and your church. This agreement sets out the names of
the parties, the location of the space, type of event, and the terms and fees associated
with the rental. Most rental agreements also set out the date of the event, any
necessary space specifications, and details such as who will clean-up the space after
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use. It is important that the church not take this agreement lightly and have it reviewed
prior to signing (by an attorney, legal professional, or service). These agreements are
the best place to ensure that the church is getting everything it needs, that it is for the
agreed price, and what the rights and rules are for both parties in the agreement. It is
also important to note that it is best for the person or entity on the insurance policy for
the event to be the same person or entity on the rental agreement. Topics generally
covered in this agreement include:
Fee schedule (security deposits, fees, total cost and dates each are due, and
deposits to be returned)
Dates and times for event as well as deadlines and cancelation fees
Details as to the nature of the event and the expected number of attendees (legal
occupancy for the facility should be considered and noted)
List of all space included (auditorium, smaller rooms for childrens ministry, specific
kitchens, dressing rooms, parking lots, etc.)
Signage and decoration policies
Building security and safety (possible issues to cover include: keys to doors, fire
alarm and exit locations, and lighting in parking area, etc.)
Staffing (does the rental agreement include any staff for the event?)
Electrical and technology requirements and agreements
After-event cleaning and repair responsibilities and fees
Policies on outside vendors, food, drinks, and merchandise
Liability assignment for accidents (many agreements will say the owner of the
building is not responsible for any injuries that occur during an event. Whenever
possible, have the language checked by a legal professional to ensure the
protection of the church against lawsuits.)
Insurance: Another important topic to address when using a rental property for an
event is insurance coverage for the event and the coverage of the church for that
event. Event liability insurance is imperative to have for any of your events and is
designed to protect the policyholder against lawsuits, claims made related to bodily
injury of others, and property damage to the rented premise. There are many
companies that provide short term, special event insurance that can be purchased

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affordably; there are also insurance companies that specifically cater to the needs of
churches. Things to consider when purchasing this insurance are:
Who is the insured? (this should match the rental agreement)
What are the premiums and protection amounts?
Deductibles for liability claims
Protection against bodily injury and property damage claims arising from:
Operations
Premises
Products and completed operations
Advertising
Personal injury liability
Medical expenses
Performer and volunteer coverage (automatic additional protected person status for
lessors and volunteer workers)
Planning an event to be held outside of the church does not have to be scary. These
are some of the best opportunities to reach the community. As long as the church is
cautious and plans well, it should be a relatively easy process.

Marketing events
Many churches feel that marketing is not something a church should do, but the
church has something that the world needs: Jesus Christ. Your churchs event is an
opportunity to spread the knowledge of God. Attendance for events is only as good as
the churchs ability to market the event. In other words, the amount of people that
attend your event directly correlates with how many people knew about and became
interested in the event. Therefore, it is important to create a marketing plan that targets
the intended audience with messaging that is relevant to them and the event. It is vital
to ensure that people are aware of the event, what it is, and where it is, all presented in
a way that creates excitement about it. The type of event will determine the type of
marketing that needs to be done. Is it an event for the church? Or, is it an event for the
whole community? For small events, marketing could be as simple as posting the
event on the church website and announcing it to the congregation. However, for a
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larger scale event you will not only want to include the normal church marketing, but
you will also want to include printed advertisements and/or local radio or television
advertisements in order to reach a broader part of the local population.
Regardless of the scale of the event, take the time to think through these key factors
to determine the level of marketing needed:
What type of event will you be hosting? Because different types of events require
different types of marketing and messaging, choose the best messaging strategy to
serve the event.
Who is your target audience? (a group from the church, community, subset of the
community, etc.)
What is the best way to reach the identified target audience? (younger groups get
their news from and utilize social media to the point that it makes it a wonderful
marketing tool for little to no cost.)
What type of budget is available for marketing the event?
Is it cost effective to utilize traditional mail, radio advertising, billboards, etc.?
What is the goal for those attending your event? (will the purpose of this event be
for attendees to learn a topic, grow spiritually, build community, etc.?) Knowing the
goal and the audience helps shape your marketing plan.
What resources and tools are already available for marketing purposes? (social
media, online data management, weekly emails, newsletters, announcements,
marketing or outreach staff, signage, upcoming radio or news appearances, etc.)
What message are you trying to communicate to potential attendees?
What speakers and performers will be at the event and what marketing tools do
they have at their disposal? (many speakers and performers have websites, social
media, and other methods for publicizing the events they attend; try to tap into this
resource as well.)
Have attendees check in on social media at the event. (this can boost attendance
for the remainder of the conference and promote your churchs name with potential
guests.)
Is this going to be an annual event? (if so, make sure that you promote it that way
and build enthusiasm for the next years event. People who enjoy an event are

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going to tell people, be more likely to attend the next one, and bring friends and
family with them.)
Merchandise at the event can be a wonderful marketing tool and income stream.
(CDs, t-shirts, books, and souvenirs become conversation starters between
attendees and their friends and family pointing them back to your church.)
Once you have answered these questions, you will be better able to formulate your
marketing plan or strategy and begin advertising for your event. Remember to be open
to new ideas that you may not be familiar with already. Each generation receives
information differently, and items such as an additional social media page just for the
event or a dummy domain for the event may be great tools. (Dummy domains are
shorter or catchier than longer church domains and are inexpensive and can be
utilized during messaging to reach younger crowds).
Strategically utilizing a marketing plan/strategy plan, as well as a well-defined
message, is key to the success of an event. Remember, whatever your focus is
determines the message you communicate in your outreach and to whom and how
you conduct the outreach.

Guest logistics for an event

The old saying you only get one chance to make a first impression is trite, but true.
This is especially important for a church event, as the event introduces new people to
the church and possibly to God. From the minute attendees walk through the door,
this is an opportunity to impress them and make them feel welcome, wanted, and
appreciated. This not only helps the event be a success but has the potential to help
the church grow in standing and attendance. A major component to impressions is
how well the logistics are handled at your event. Logistics to address include:
Parking and parking-lot attendants. (will there be attendants to aid in making the
process orderly and safer for large scale events?)
Will there be greeters outside the doors welcoming people to the event?
Check in/sign in. It is important that the check-in process go as quickly and
smoothly as possible to set the tone for the event. Factors to consider are:

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Will you have an electronic check-in system that scans tickets, or some sort of
technology about which your greeters need to be trained? If you will not be using
technology, will you be utilizing a simple checklist of names and can they break
this up into alphabetical sections to keep the group flowing in easier? Establish
processes that make this as easy and smooth as possible.
Gather contact information throughout registration and/or check-in so that you
can follow up attendees. Many churches have contact/connection cards and
pens available at the event, too. Simply ask the attendees to fill them out for
prayer requests or so that you can simply stay in touch with them.
Logistically, where are the safest, easiest areas to set up the check-in stations?
How can we direct attendees to the check-in areas and through the process
quickly and efficiently?
Will there be separate procedures or a separate area for special needs and
childrens ministry check-in? Establish the procedures and signage to direct
people to the area to which they need to go.
If there are badges, gifts, or handouts of any type, incorporate them into the
process so that as they check in they pick these up at the next table and keep
the flow moving.
Signage is also a key logistical factor. Are the exits and bathrooms easy to find? A
rental facility may not be as easily navigable as the church, and you may need to
place arrows and notification signage to direct attendees to exits, bathrooms,
specific meeting rooms, etc.
Programs and clear information on the schedule of the event. It is important that a
schedule providing a detailed outline or agenda of activities taking place at the
event be given to each attendee. Important information to include in your events
program are:
Start and end times.
Childcare hours and rules and regulations.
Which speaker or performer is performing at what time, and in what area of the
facility?
Break times and locations of vending or refreshment areas.

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Contact information that is usable during the event, should someone have a
question.
If you are providing childcare then it will have to be addressed as a part of guest
logistics. Churches handle childcare in a variety of ways, but some specifics you
may want to address include:
Age limits for childcare. (will there be a cut off?)
Check-in and pick-up procedures should be clearly defined. What documentation
does a parent or guardian need in order to pick up the child from childcare?
For all day conferences, will a meal be provided or will parents have a lunch break
to come and get children and feed them? Can they bring lunch? Will there be
snacks and drinks provided, etc.? (Allergies are on the rise and many churches
opt to leave feeding up to parents, to avoid the risk of accidental exposure to
irritants).
What are the policies for leaving food, bottles, drinks, etc. with the children?
For how many children will you be able to safely provide care?
Bathroom policies. Many churches (for the protection of the staff, volunteers, and
children) operate on a buddy system where two adults accompany children to the
bathroom that is not utilized by attendees. Identify what the policies for this will be
for childcare at your event.
Considerations for breastfeeding moms including private rooms with clear
signage.
Make sure your guests are comfortable. If your guests are expected to sit in hard
chairs that are arranged in a tight or cramped space for a long period of time, they
will not likely consider the event to be successful.
Safety and evacuation procedures. You need to clearly identify evacuation routes.
Implement volunteers and staff that will coordinate the evacuation of an event in
case of an emergency.
When putting on a great event, it is just as important to ensure that the attendees feel
comfortable and welcome as it is to have great speakers and performers. When
attendees are frustrated by the check-in process, an inability to find the restroom, or
by an inefficient procedure for checking their children into childcare, they will likely not
enjoy the event nearly as much. It is important to work out all of the major details prior
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to the event and then work through the ones that seem like small details. It is the
attention to detail that helps ensure that it is a successful event.

Safety and security for events

During the planning of a special event, it is important to consider the safety and
security of those who will be attending. Providing safety and security during an event
so that all participants can worship, learn, and fellowship together is an essential
responsibility for the coordinators of the gathering. This is not a responsibility to be
taken lightly, and many churches have already addressed common issues for their
regular worship services. However, additional items must be considered for a special
event that your church hosts. If the church has not already done so, it is important to
establish and implement an emergency action plan. When utilizing a rental facility that
has not had the same safety and security measures put in place as the church,
planners must take appropriate measures to enhance the safety and security of the
rental facilities for the program. Below are items to consider:
Parking, entrance and exit safety. Is the event at night and is there adequate
lighting in the parking and outdoor areas? Will attendees have to cross the road
from parking area to the event? Many churches opt to hire off-duty police officers to
provide security, traffic control, and crossing guard services during large events.
Many churches also have male volunteers outside and at entrances to help secure
the area during events.
Will the building be secure during the event? Once attendees are all in the event,
will there still be staff at the doors to help secure the event from intruders? Will
doors have locks that are only engaged on the outside? Will there be security at the
doors?
Is the childcare area separate from the main event area, and is it secure during the
event? What are the safety and security procedures for this area?
How will staff and volunteers communicate? Does the church have 2-way radios or
an available means of communication during the event?
Does staff know how and to whom to report suspicious behavior or people? Do
they know what to do in the event of an emergency?
Will you have a medical triage team volunteering for the event in case of injury?
Does the church or rental facility have first aid kits, and do staff and volunteers
know where they are?
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Do volunteers and staff know how to respond to and report any accidents? Are
there CPR certified staff and volunteers in the childrens care area?
Is there security and limited access to areas where pastors, guest speakers, and
performers are housed?
Are senior staff and pastors trained in emergency procedures and responsibilities?
Who decides (has the authority) if there is an evacuation or shelter in place?
An event cannot be a successful event if it is not a safe and secure event. Take the
time to identify, discuss, and plan for the safety and security of attendees at events, for
their protection as well as to protect the church from frivolous lawsuits. Simple steps
can prevent incidents and accidents, protect the church, and provide a safe
atmosphere to worship God, which is what it is all about. Additionally, refer to the
insurance section for further information on protecting the church.

Copyrights
Most people never concern themselves with copyright laws or think that it is a topic
about which a church needs to be concerned. However, church copyright laws can
easily be misunderstood. Copyright protection is a valuable property right to owners.
According to section 102(a) of the Copyright Act of 1976, copyright protection is
automatically secured in any original works of authorship fixed in any tangible medium
of expression. Since the copyright of a work exists from the moment it was created,
registration with the Copyright Office is not required. The owner of copyrighted work
has the exclusive right to control the reproduction, adaptation, publication,
performance, and display of the work(s) that he or she owns.
What do copyright laws say about sermons and church performances? Does the
pastor of the church own his/her sermons? Does a speaker own the sermon that he or
she provides at a convention? Surprisingly, under current copyright laws and
regulations, speakers do not own the sermons they preach. According to tax
regulation, Treasury Regulation 53, if the sermon is provided (and recorded) at a
church service, using church funds, then it belongs to the church. This also includes
church events and contracted performances at these events; churches should discuss
these issues with all speakers and performers prior to the event. It is important to
clarify copyrights and agreements of performance, as sales of sermons made by a
pastor could be classified as an excess benefit transaction and could result in
penalties of 200% of any sermon, as well as church board members being liable for
penalties of up to $10,000.00.

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If the church and pastor, speaker, or performer enter into a written contract that vests
sermon ownership with the pastor, speaker, or performer then tax laws will dictate the
terms of that agreement. However, under federal tax laws, the pastor, speaker, or
performer may not use any church resources or facilities in creating his/her sermons
(or performances) or he/she must then compensate the church for the use of the
churchs resources in creating them. These laws can be very hard to navigate and it is
recommended that if the church intends to record, reproduce, and/or sell any section
of the event, they should seek legal counsel via a copyright lawyer or service.
Checkout our blog on copyright.

Follow up and debrief

Once an event is finished, the work is still not done, as the mission is not completed.
Utilize the momentum from the event to bring people to Jesus, and attendees into the
church. Utilize the contact information gathered at the event to follow up with visitors
while the event is still fresh (we suggest within ten days from the end of the event).
There are many ways that this can be done, depending on the size of the event and
your access to volunteer assistance. Outreach can include:
Personally calling those in need of prayer. (match cards with appropriate ministries)
Emailing attendees and including pictures and information from the event.
Mailing letters or cards through the postal system. (you may want to make it more
personal with a personal note and signature from the pastor instead of just a
generic thank you.)
Blogging about it and emailing an invitation for the attendees to start following your
blog. (if the church has a blog and social media site, have attendees share stories
about how the event impacted their lives.)
Give details for the next years event (where possible), such as stating, We look
forward to doing it again in October of next year.
Visiting attendees when possible.
In addition to following up with attendees, it is a good idea to meet with those who
staffed and volunteered at the event. This should occur within two to three weeks of
the event, while it is still fresh in the minds of those who participated. Start with
thanking those who made this possible. Some churches provide cards and/or small

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tokens of thanks to the volunteers who served at events. (If there are a great deal of
volunteers and logistics that make it difficult to meet with them all, schedule a meeting
with the team leaders from each group of volunteers). Besides the important purpose
of thanking volunteers, this debrief provides an opportunity to identify what went well
and what did not go well at the event. Identifying areas that need additional
consideration allows for better planning and preparation of the next church event.
Many churches find it helpful to have a questionnaire, suggestion sheet, or other form
to ensure you get everyones feedback and not just those who speak up at the
meeting.
Once all the follow-up outreach has been conducted, and feedback has been sought
and received, the church can finally consider the event finished and start using what
was learned to plan for the next one. Remember, from start to finish, a church event is
a great deal of work but has the potential to touch and change lives as part of the
glory and awesomeness of God! Remember the event is a part of the Great
Commission we have been called to answer.
Then Jesus came to them and said, All authority in heaven and on earth has been
given to me. Therefore go and make disciples of all nations, baptizing them in the
name of the Father and of the Son and of the Holy Spirit, and teaching them to obey
everything I have commanded you. And surely I am with you always, to the very end of
the age. Matthew 28:18-20 (NIV).

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Summary and conclusion

We are living in a world that changes and evolves on a daily basis. Some of the
methods that were once effective in spreading Gods Word and reaching the lost are
no longer relevant. This means that we as the church must continually reevaluate our
current methods of reaching the world with the love of Jesus Christ. One method the
21st century church uses is that of hosting various events, not just within the four walls
of the church, but also outside of them. When you understand that prayerfully planning
for your event is just as important as the actual execution of the events logistical
process then that is when you are entrusting Gods will to be done. With the
implementation of the information contained within Events, your churchs next event is
destined to not just have an impact within the here and now, but also for eternity.

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