How to Prepare a Youth Event Calendar in 3 Easy Steps

Preparing for next year’s event calendar, for me, is one of the most exciting planning experiences. The look of the fresh, blank calendar canvas…It’s a thing of beauty. To think, with the guidance of God through the process, you will get to plan out next year’s events. These are events where teens may get saved, hearts will be changed, and hopefully grows your ministry to reach your community for Jesus Christ. How does that not get your blood pumping?

So how is it done? Below are 3 easy steps that will allow your event planning to go a little smoother this year…

  1. Event Survey. A few years back, I decided to involve the students in the planning process (Novel idea, involving the students in planning the events that are for THEM!!). The survey gives the students a voice in what the events they enjoyed, and the ones only their youth pastor thought was a good idea. You will need a plate, fork, and napkin ready. Why? Because you will be eating a little bit of humble pie as you see some of the events did not turn out well. But the reward of seeing your teens express their appreciation for other events will rejuvenate you in your planning process.
  2. Leader Planning Meeting – Set aside a monthly planning meeting that is a tradition of sorts for your leaders. There are typically two types of yearly planning meetings. Summer meetings to plan out the school year calendar, and a yearly calendar beginning in January. For us, it is so difficult to plan during the summer, it is just too crazy. So we have our BIG planning meeting in October to provide time to plan out dates and details before January comes rolling around.  Allow this to be a time where you define your purposes of events, evaluate past and future events, and get on the same page for the coming year.  This meeting allows our team to really draw closer together and forge ahead united, and excited for what’s coming.  Then, throughout the year we have meetings to follow up and plan in more detail.
  3. Balance – Keep this word in mind as you plan for a number of reasons. Financially, you need to make sure your events are not all costly, and spread out the free or low cost events throughout the year. Your parents will appreciate this intentionality. Also, think about the spiritual purpose of these events. Keep a balance of evangelistic, spiritually challenging/enriching, and service events. To keep our ministry balanced, we schedule a service project each month and spread out the evangelistic and spiritually challenging throughout the year.

Scenario-Planning-2-Image1What about you?  What do you do in your planning that allows your events to be successful?  Feel free to comment below.

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