Your Roadmap to Easter
Easter weekend is coming fast with only eight more weeks to go. Is your church done with planning for the big celebration? If not, do not be discouraged. This simple, yet comprehensive Roadmap to Easter will get you into high gear for one of the holiest days of the year. Here’s our seven-step plan for preparing an amazing Easter service.
Step #1 — Choose a Leader
First things first, decide who will be in charge of coordinating Easter at your church. Make sure it’s someone who has event planning skills as well as time in their schedule. The Senior Pastor, for example, probably shouldn’t be the one handling Easter logistics, as crafting the sermon and approving the high-level plan is the SP’s focus. Whoever is in charge will need to coordinate between ministry departments — worship, children, youth, service, security, facilities, communications, etc. — to keep everyone on the same page and working toward the same goals. Having one person coordinating tasks is also helpful in preventing several departments from doing repetitive work.
Step #2 — Determine the Scope
There are so many things to explore when it comes to Easter celebrations. Once you’ve chosen your leader, get a group together to determine the scope of your church’s capabilities. Will you include outreach events the week before, host an Easter egg hunt, or offer a breakfast gathering before service begins? You may even be thinking of putting on an Easter play. Write this out and talk it over with your department leads before moving on to step three.
Step #3 — Finalize a Budget
Creating a budget is such a crucial step to a successful Easter that we dedicated an entire blog post about it. We encourage you to check this out for a more detailed look at creating an Easter budget. For now, here are a few highlights:
- Find out if your church has a budget for Easter. If not, discuss money allocation options with your church accountant or executive pastor.
- From equipment rentals to decor to food, determine what your congregation will need in order to meet your scope.
- Draft your budget, including estimates, and send it to department leads for review.
Step #4 — Create a Step-by-Step Plan
Now that we’re counting weeks instead of months until Easter, it’s helpful to assign each task to a specific week to make sure it’s accounted for. Here is a high-level list of tasks by week leading up to Easter:
- Finalize the overall theme and scope of activities for Easter weekend. This includes the sermon title, color scheme, themed décor, communion, food items, etc.
- Gather a planning team.
- Create and finalize a budget.
- Walk through the church campus and make a list of any repairs, clean up, or beautification work needed
- Submit Purchase Requests for supplies, rentals, print jobs, etc.
- Finalize color scheme for Easter graphics.
- Determine if the church will do any outreach events leading up to Easter.
- Order supplies needed for décor, guest handouts/gifts, etc.
- Order rentals (tables, chairs, sound equipment)
- Hire additional security personnel if needed.
- Create graphics for sermon slides, church website, social media posts, handouts, etc.
- Plan outreach events (if applicable).
- Determine volunteer needs (how many you’ll need in each role for Easter weekend).
- Ask for volunteers to help with church repair, clean up, or beautification projects.
- Create social media posts and start scheduling them.
- Create Facebook ads.
- Finalize worship set list.
- Schedule worship team rehearsals.
- Ask current volunteers to serve during Easter weekend.
- Recruit additional volunteers as needed (contact people who have served at events but not on a regular basis).
- Prepare volunteer instructions and training materials.
- Purchase supplies needed for Easter Sunday.
- Promote Easter services via Facebook ads, social media posts, and mass email to the congregation.
- Decide how to follow up with Easter guests and set that system in place. You may need additional volunteers to help with data entry or other follow-up needs.
- Complete church repair, clean up, or beautification projects.
- Finalize sermon slides.
- Send any final print jobs to the printer.
- Encourage the congregation to invite others to Easter services.
- Double check that all supplies needed for Easter Sunday were purchased.
- Conduct a service run-through.
- Conduct worship team rehearsal.
- Host outreach event if applicable.
- Put guest follow-up process into place.
Step #5 — Put Plan into Place
Now that you have your weekly plan, assign tasks to the appropriate team member, making sure to emphasize the deadlines for each. It’s also a good idea to send email reminders to your team in the days and weeks before their task is set to be complete. When volunteers are likely dealing with a number of obligations outside of church, this is a great way to keep your church activities relevant and on track.
Step #6 — Enjoy an Impactful Easter!
If you have followed this list until now, you are ready to reap the fruits of your labor. Now, enjoy an impactful Easter!
Step #7 — Review and Reflect
What’s even better than hosting a successful Easter celebration this year is hosting a successful Easter celebration for years to come. This is only possible with a review of what worked and, most importantly, what didn’t. Sit down with your planning team and members of your congregation to determine what didn’t go quite as smoothly as you’d hoped. Learn from these lessons and plan better for next year.
As we have talked about before, event planning can be stressful. Waiting until the last minute is never a good idea when it comes to a big event — and what could be bigger than a celebration of our Lord’s resurrection? These steps will help you to plan in advance so you can feel less stressed and closer to the meaning of the season.