Some thoughts to streamline our events here at Abundant Life Church
Schedule major events four months in advance, or better that we schedule them on a yearly basis,
and get them on the calendar.
Designate leaders for each event, responsible to one of the executive team. The exec team leader
will require planning sheets to be turned in for major events four months ahead of time.
As we know more of the events in advance, budgeting can be put into the yearly budget of the church
if the event does not cover itself. Prioritize spending on events that will produce the most to fulfill our
goals and mission. Discuss approximate costs of major events. See how we can excel, have vision
and birthing of vision, but understanding what the church itself can put into it.
Smaller events may come up on a shorter term basis, but always no closer than 30 days. Every
event follows a planning sheet and evaluation form. Our desire is to train leaders and followers, but
for all to grow, and not develop independent spirits.
Question to discuss: Shall we have inter-relationship continually between all groups of the church to
accomplish each event. E.g. hospitality always cover the food area. Publications always takes over
the publicity when it has been communicated as to what it should include. Prayer group would be
given lists of things to pray for, but also the group putting it on puts prayer in as a planned and vital
part of the organization and fulfillment. Perhaps we could still have the “birther” of the event put down
what is in their hearts for decorations, etc, but allow others to help with the final carry-out.
I would like to see each leader put down the committees needed, find people to fill those slots, give a
general overview of his vision, but allow and require the one overseeing the committee to develop all
the detail within that area of responsibility, and people it will take to do it, and find those people. All of
this would be included on a report to the exec team member having the final oversight at various
stages before event occurs. Evaluation will be done following event by each segment and a full
report turned in and kept in the church ministry office so that we have structure in place, not just
people so that if there are changes, all material will be up-to-date and available for a person taking
over.
Church financial administrator needs to see plans before approval to start is given to see how it all fits
into budget picture.
Concerning ministry take-overs, we must require some procedure and oversight as a person leaves a
ministry to go on to another so the person coming in is more aware of how this ministry is
accomplished from an over-all perspective, including vision.
We want to do great things for God that only He can possibly do through us, but He also asks us to
count the cost so that we are not in presumption.
Revised Planning and Evaluation Forms
Ministry Name and Leader________________________________
Executive team oversight _____________________________
Activity or event planned_______________________________
Date of event______________________
Purpose:
What values does this event accomplish?
Number of people expected to attend_____________________
Description :
Time Frame to execute:
Teams needed and general description for team leader
Means by which event will be promoted:
General Description of equipment and supplies needed
What do we have? What will need to be purchased?
Projected Cost_____________________Signature of Executive leader to proceed__________________________________
Comments:
EVALUATION OF ACTIVITY for overseer
Name and Date of Activity
Did it accomplish the purpose and values it was designed to fulfill?
How?
How many people attended?________________
Was planning adequate? How well did each committee fulfill its role? Did we raise up leaders?
Have they turned in evaluation reports for assessing activity?
How could we have effected greater participation (church and public)?
Did the cost compare to the projected cost? Explain
What did we do really well?
What can we do better another time?
Comments about this activity, or praise reports or even negative responses
Was the Lord’s blessing evident?
TEAM LEADER PLANNING SHEET
Event
Date
Team Name
Leader
Overseer’s general vision
My vision for this event so that my team can fulfill its role in fullness:
How many people will it take to do this part?
Date of event______________________
Initial checklist of tasks needing to be done, dates to accomplish
Equipment or supplies needed (have or must purchase, indicate)
Projected cost
Comments
TEAM LEADER EVALUATION SHEET
Event
Date
Team name
Leader
Did my team accomplish the vision we had set forth? How?
Was the pre-planning adequate? How might it be improved?
Did each of my tasks get done from planning to carry-out in the event to follow-up? Describe
Is there some way to motivate greater owning of vision?
Did I develop leaders in some way?
What did we do really well?
What can we change for another time?
Was this a rewarding event? Is my team happy? How can I bless those who helped?