Planning a Christian outreach event is generally geared toward providing educational and recreation services to the community, helping families survive crises and assisting needy children and elderly.
Outreach events can either be a sole project of a Christian group or church or a partnership or collaboration among various groups and institutions. Whether planning a one-time or a regular church outreach event, time management and effective communication are key aspects in making the event successful.
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Arrange a meeting with church leaders and members with main agenda of presenting, discussing and developing plans for a community outreach event. Understand the demographic of the target community, group or individuals that will benefit from the event. Establish standards, expectations, strategies and a time frame for the event.
Conduct a brainstorming session and make a list of the kind of outreach activity to fit the expectations, strategies and time frame of the event. Popular examples of Christian outreach events include carnivals, community parties, sports tournament, special memorial service for local and national heroes, public servant recognition day, free movies for the community, free or benefit concerts, vacation Bible school, neighbourhood cookouts, pool parties and parents' night outs.
As events are typically larger and more costly than other outreach programs such as arranging free medical services, conducting outreach classes and various community service opportunities, events generally require longer time for planning and implementation.
Prioritise items on the list and arrange them from highest to lowest priority. Your primary bases for weighing which ones would be best implemented include the consideration for the community's needs; the cost of the event; the required effort and the available manpower to work on the event; possible sponsor and volunteer opportunities for the event; and projected local community support for the project.
Decide the kind of event the church wants to implement from the initial list made.
Assign a committee to delegate tasks. Check on possible partners and resources for the event and consider taking a survey from church members to have a better perspective of the interest, preferences and commitment of the church members and the community. Set an initial schedule on the church calendar and make a timetable for the event.
Research the event's costs and possible funding resources. Identify all equipment needs--from audio-visual systems to documentation and implementation of any tasks the event needs--then develop the event budget.
Write an outreach plan that includes the purpose of the outreach event, its goals, schedule, budget and special and technical needs, along with an organizational structure of those involved in the event.
Conduct regular meetings to set and implement goals and tasks of the various planning stages. Iron out any issue that comes along the way.
Inform the public about the outreach event through various media venues including printing and distribution of marketing collaterals, adding information about the event at the church website, sending postcards to community partners and making announcement at social network sites.
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