Church-run events, family fun days, and community outreach programs are essential for extending our reach into the community and expanding the Kingdom. How well we plan and execute these events will shape the trajectory of our ministry, inspiring others to “Come and see” what it means to be part of a Jesus-centred church community.
“Whatever you do, do it well. Do it so well that when people see you do it, they will want to come back and see you do it again. And they will want to bring others and show them how well you do what you do.” Walt Disney
Effective event management is key. Let ACS Insurance Services equip your organisation or event management team with the tools and tips needed to impact your community and “show them how well you do what you do.”
Nine Steps to Successful Church Event Management
The success of your church event is heavily reliant on thorough planning and preparation. It’s often said that organisations should spend as much time planning an event as they do publicising it. As Benjamin Franklin wisely put it, “Failing to plan is planning to fail.”
Poor planning can result in:
- Shortage of suitable venues (due to seasonal demand, e.g., Christmas Carols)
- Budget blowouts
- Losses from event cancellations (perhaps due to weather disruptions)
- Low attendance
- Injury to attendees
The following step-by-step guide, complete with helpful resources, will help you avoid common pitfalls and ensure your event runs smoothly. (Note: this list is not exhaustive, and you should consider any other factors that could impact your event.)
1. What is Your Goal? Be S.M.A.R.T.
Entrepreneur and motivational speaker Jim Rohn once said, “Discipline is the bridge between goals and accomplishment.” Implementing discipline and staying grounded in your purpose is crucial to the success of your event. Clearly defining your goal provides focus and ensures the team understands what they’re working toward.
Ask yourself, “What is the purpose of our event?” Are you reaching out to your local community? Fundraising for a cause? Or providing fellowship?
When setting any goal, apply the S.M.A.R.T. principle to ensure your goals are Specific, Measurable, Achievable, Relevant, and Time-bound.
This method helps you turn aspirations into actionable goals. If a goal is completely unrealistic, the SMART approach helps ground it in reality.
Enter your text here…
Specific: define the goal as clearly and specifically as possible.
Measurable: ensure the goal can be tracked and measured using KPIs.
Acceptable: make the goal acceptable to everyone involved.
Realistic: set a goal that is achievable and realistic.
Time-bound: establish a deadline for when the goal should be completed.
(Van Beek, D. (2025), What is SMART? Apply the 5 principles for formulating SMART goals.Consulted on 25/03/2025), from https://www.passionned.com/smart-goals/)
2. Establish a Committee
An Event Committee is essential for steering your event and keeping goals on track. It’s widely accepted that “two heads are better than one,” so an effective Event Committee should include individuals with appropriate skills to see the event through. The Committee will oversee planning and act as an advisory board, while coordinating volunteer teams.
A designated person should have final approval/veto power on decisions, especially in cases where critical decisions need to be made, such as event cancellation due to weather. Keeping detailed minutes of meetings will help track progress and clarify responsibilities.
3. Set a Budget
Events can be costly, so start by creating a comprehensive budget. Understand your financial resources and whether they are sufficient to cover expected expenses while leaving room for unexpected costs. Use an Event Planning Budget sheet (we can provide a generic template) to break down your funds and consider whether fundraising will be necessary.
4. Prepare a Risk Assessment
A thorough risk assessment is vital before any event. It helps identify potential risks, understand their impact, and guide you in taking steps to minimise or avoid unfavourable outcomes.
Risk Assessment Process:Below is a simple flow chart of how the risk assessment process works. This cyclical process involves monitoring, reviewing, and modifying the approach as necessary.
To help you along your journey to running a successful event we’ve created a comprehensive Risk Assessment Template (includes the Risk Matrix) and the Risk Assessment Guidelines which you will be able to utilise for future event planning projects. This example is for a Family Fun Day to be held at the local showgrounds with expected attendance of 2,000 people.
While this has been created specifically for church run events, you’re more than welcome to use it for your School events, Business events and Ministries.
Debriefing with your Event Committee post-event will help you:
- Identify successful elements to repeat
- Address problematic processes
- Recognise lessons learned from near-misses
- Refine strategies for the future
The monitor and review process can perhaps be best summed up by “If you are not getting better, you are getting worse”.
5. Consider the Venue
The venue is one of the most critical components of your event. Ensure it fits the nature of your program and has adequate facilities. A detailed site plan should include exit/entry points, emergency evacuation routes, and hazard identification.
Key Considerations:
Managing Crowds: Ensure smooth entry and exit points for both patrons and emergency services, especially for larger crowds.
Venue Facilities: Are the amenities sufficient, including accommodations for people with disabilities? Poor facilities or overcrowded venues may pose safety risks or contribute to an unpleasant experience for your attendees.
Safety: Prevent slips, trips, and falls by identifying hazards (e.g., poorly lit walkways or obstacles). Secure cables, improve lighting, and remove hazards wherever possible.
Permits/Permissions: Ensure you’ve obtained all necessary approvals from local authorities ahead of time.
Alternative Venues: Always have a backup plan in case of inclement weather or unforeseen circumstances.
Example of a Victoria-based church outreach event map at a Dandenong Location
Enter your text
6. Security and Safety
Once the venue is set, consider security for the event. Large public events may require notification of local authorities or private security firms. It’s crucial to have licensed, insured professionals handling security, especially for high-risk events.
Large public events, such as Christmas Carols or perhaps fundraising bike rides or fun runs, may require the local Police to be notified, and if necessary, provide personnel.
Ensure you have trained first-aid providers on-site and that incident reporting procedures are clear. Volunteers may assist but always aim to use certified professionals for tasks requiring specific expertise.
As the organiser of the event, it is important that you have clear and documented incident reporting procedures, and that your event team are instructed in the need to report and document incidents to the event management committee.
This information not only helps to clearly identify what has happened but also serves as an excellent tool to learn from in the future.
Keep this information on file for future records – a claim against you may not always be notified immediately, and specific details of an incident can often be forgotten or fade over time.
7. Volunteers
Volunteers play a key role in the success of your event. It’s essential to ensure they are skilled, adequately trained, and prepared for their roles. Volunteers must be provided with personal protective equipment (PPE) and be familiar with their duties.
Volunteers working with children must undergo the necessary screening, such as a Working With Children Check (or equivalent, depending on your state).
Here are some links to WWC resources for each state:
VICTORIA : Working with Children Check
https://www.workingwithchildren.vic.gov.au/SOUTH AUSTRALIA : Working with Children Check
http://www.screening.dcsi.sa.gov.au/QUEENSLAND : Blue Card
http://www.bluecard.qld.gov.au/TASMANIA : Working with Vulnerable People Check http://www.justice.tas.gov.au/working_with_children NEW SOUTH WALES : Working with Children Check
http://www.kidsguardian.nsw.gov.au/child-safe-organisations/working-with-children-check
WESTERN AUSTRALIA : Working with Children Check https://www.workingwithchildren.wa.gov.au/online-services
NORTHERN TERRITORY : Ochre Card
https://nt.gov.au/emergency/child-safety/apply-for-a-working-with-children-clearance
You should also have a Volunteer Application Form that captures relevant skills, health information, and qualifications.
8. Outside Contractors
You may need to engage third-party contractors for services like food vendors, amusement rides, sound and lighting, or fireworks. When hiring external contractors, ensure that:
They have the proper insurance coverage
- They meet all legal and safety requirements
- Their work is aligned with your event’s vision
Checklist
- Ensure contractors supply evidence of their own Public Liability and Workers Compensation Insurance (and that the Liability Policy will cover the service they are providing to you).
- Food vendors are registered with the local authorities
- Check hired equipment is appropriately registered and safe
- Ride/amusement operators provide evidence that they have competent and trained staff, or if this is being overseen by your volunteers, that they have been appropriately instructed in the safe running of the activity.
- Specialised or high-risk tasks (e.g. fireworks, stage or tiered seating construction, etc) are only undertaken by qualified, licenced, experienced and insured contractors who have provided you with evidence of completed Job Safety Analysis (JSA) sheets and current insurance.
9. Insurance
Every event carries risk. By ensuring proper insurance coverage, you can minimise the impact of potential incidents. Contact your insurance provider early to verify that your Public Liability Insurance extends to the event and review whether additional coverage is necessary.
Always document your communication with your insurance provider and ensure third parties or councils are listed on your certificate of currency when required.
Enter your text here…
Event Management Checklist
At ACS Financial, we are committed to helping churches and ministries extend their reach and make a meaningful impact. Our Event Management Checklist will guide you through the key steps to ensure your event is a success, blessing your community and raising your ministry’s profile.
If you need assistance with risk management advice, specific insurance coverage, or have any questions, feel free to reach out to our team on 1800 646 777.
Your event is not just an activity – it’s an opportunity to share Christ’s love with your community. Well-executed events can strengthen your church’s connection with others and make a lasting impact.
DISCLAIMER: The information on this website reflect some of the commercial aspects and potential risks/obligations for your Church, School or Organisation. The information is given as a guide only and does not represent a definitive list or legal view in any way shape or form. You are advised to seek your own professional advice on all your individual needs. ACS Financial Pty Ltd (ACN 062 448 122) (AFSL 247388).
