7 Tips To Organize Church Events With Volunteers

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Have you ever shown up to a church event with volunteers to be of service, only to be faced with confusion and chaos? Yikes.

It’s not always easy to be in charge of people, and when you’re trying to create an impact within your small church or community, there are certain skills that can make all the difference. 

If you’re looking for ways to get more organized with your church events, create a team of volunteers who are excited to show up, and spark an energy of service that goes beyond a single event, make sure to check out these tips for organizing your small church event volunteers.

Why Small Church Events Are Unique To Organize

Some may argue that small-town church events are harder to organize. And maybe in some ways, they are, but they also provide a unique environment that not every church has. Let’s look at some of these quirks:

• Earnest Volunteers: Small churches often have very eager volunteers, given the right mix of encouragement and guidance.
• Less Red Tape: When you don’t have layers upon layers of board members or elders to get through, it can be easier to go from concept to event more efficiently.
• More Community Involvement: When you come from a small community, others from outside the church tend to be more willing to be involved, due to the small-town spirit.

All of these are great indications that it’s possible to have a successful small church event with volunteers, provided they’re given the tools they need to succeed. 

How To Organize Church Events With Volunteers (Who Want To Help Again!)

Having a clear structure for how you approach the recruitment, training, and support of your volunteers will make a difference in the long-term investment of your team. Here are some tried-and-true tips to ensure that you’re making the most of everyone’s time when planning your small church event.

1. Strong Invitations

Most people have probably received a “you can come if you want” type of invitation to something. And, nine times out of ten, you don’t go. 

When putting out the call for volunteers for your small church event, make sure that you’re not giving off that kind of energy. This can be done by having direct, specific, and clear invitations. 

Here is an example:

• Vague invitation: “The church will be collecting food for the food pantry this weekend, and we could use some volunteers on Saturday.”
• Strong invitation: “The church will be collecting food for the food pantry this weekend. We would like some volunteers to help with sorting and bagging the donations that are dropped off. This will take place from noon to 2pm on Saturday. There is a signup sheet on the bulletin board. If you have questions, please see [volunteer coordinator’s name] for more information.”

Yes, it takes a bit more effort and some pre-planning, but the results will speak for themselves.

2. Clear Sign-Up Process

In this busy age, having a sign-up process so reminders, schedule changes, and last-minute details can be sent is essential. You can do this by using:

• Classic sign-up form on a clipboard
• A form on the church website
• A QR code on flyers that leads to a form

If using a virtual option, make sure that you have a clear privacy policy listed. Virtual options have several benefits, such as not having to decipher handwriting, but make sure that this is an option that your congregation and potential volunteers will be comfortable with!

3. Adequate Training And Instructions

The one thing that will burn volunteers out more than anything is not knowing what to do or when to do it. If you’ve ever shown up to help with a church event and spent more time standing around or trying to find someone to tell you what to do, you understand the frustration. 

Before jumping into any event, know what you need your volunteers to do and write up simple “job descriptions” for each role. When volunteers arrive, give this to them, walk them through any processes, and let them know who to see if they need assistance. 

4. Solid Communication Plan

Changes happen. Weather turns sour. People get sick. 

Make sure you have a clear path to communicate with volunteers and for them to communicate with you. This can look like:

• One email thread for all volunteers
• A phone or text chain
• A text marketing system that lets you send out bulk announcement texts

If using a larger text marketing system, make sure to list a contact person with their phone number so people know who to get in touch with, should they need anything.

5. Set The Tone As A Leader

The tone of the event is just as important as the substance. When working with groups of volunteers, be intentional about setting the tone ahead of time. 

Before jumping into roles, gather all of the volunteers, open in prayer, explain any stations, and remind them of the spirit of the event, whatever that may be. Some things you may want to highlight:

• We are not in a hurry
• Let’s all have fun together
• We are going to be of service to our community
• Let’s love on our neighbors today
• We are all on the same team

These gentle reminders can make the difference between stress, bickering, and irritation and an event where people come together joyfully for the same cause.

6. Support, Empowerment, And Gratitude 

Supported volunteers will always be the volunteers who continue to show up. This involves making sure people know what’s happening, when it’s happening, and how they fit into the picture. 

Additionally, as someone gains more competence in their role, allowing them some agency to make decisions on the spot, if needed, can help them continue to take ownership and feel like a valued member of the church.

Finally, most volunteers at small church events aren’t doing it for praise, but it’s still good to recognize them. If they’re particularly introverted, even a genuine thank-you at the end of an event can go a long way.

7. Upcoming Or Ongoing Opportunities

As you build a cohort of capable, energetic volunteers, you’ll want to make sure to keep them engaged. 

If you know you have a calendar of events where you’ll need their help, make sure to keep them in the loop of things that are coming up and what their role could look like for those events.

How Well-Organized Church Events Strengthen Community

The beauty of a well-organized event is that the effects go far beyond the date of the event. Not only do you have a great event day, you also:

• Strengthen bonds between church members through experiences
• Cultivate a shared culture of service together
• Demonstrate the joy of service to attendees of the event
• Build your church’s reputation in the community
• Gain opportunities for collaboration with other churches and organizations

When small churches show up like they mean it, by being well-organized and thoughtful with community events, the impact, particularly for small or rural communities, creates so much opportunity.

You Don’t Need More Volunteers, Just Empower The Ones You Have

When volunteers for small church events are supported, they’ll continue to show up time after time. And when leadership is clear, direct, and empowering, you’ll have a team ready to share your mission.

Small church events with volunteers can be wildly successful. Even with fewer people than a larger church may have. Even in a smaller community. And all of this despite personality quirks that may come up along the way. 

Start with these steps and see how your team of volunteers both blossoms and grows as you do the work you were called to do in your community. 

Read More:

Church Volunteer Appreciation Ideas For Small Churches

12 Thoughtful Volunteer Recruitment Ideas For Small Churches

Your Sustainable Ministry Guide: From Burnout To Joy