For Organizing any activity, event or function for the Church
Standard Operation Procedure (SOP)
Approach towards organizing any activity, even or function of the Church
- It is important to know that it is an honor and privilege to be able to serve God through the Church by being the Chairperson of the Task force.
- Accepting the role as a Chairperson, he/she enters into a fiduciary relationship with the Church and is important for he/she to display his/her utmost good faith and commitment to the Church member as whole.
- [Philippians 2:3-4 NLT] 3 Do not be selfish; do not try to impress others. Be humble, thinking of others as better than yourselves. 4 Don’t look out only for your own interests, but take an interest in others, too.
- A fiduciary is a person who holds a legal or ethical relationship of trust between himself or herself and one or more other parties (person or group of persons). Typically, a fiduciary prudently takes care of money for another person.
- The Chairperson (he/she) is responsible for:
- Forming a Task force or Committee which will be dissolved once the project is over.
- Together with this Task force, they will carry out the necessary tasks required for the project.
- If there is any involvement in collection of monies from the participating members, use the “Income and Expenditure Statement “ form
- At the end of the project, this form will be made available to the participating members as a form of accountability.
- It is advised that this form is made available to the participating members two weeks after the activity, event or function.
- It is strongly advised that the formation of the Task Force or Committee members comes from at least one of the following Ministries:
- Worship Ministry
- Life group Ministry
- Hospitality Ministry
- Youth Ministry
- Children Ministry
- Regarding Task Force for the Church Camp, the Roles required are as follow:
- Advisor to be appointed by Pastor
- Camp Commandant
- Assistant Camp Commandant
- Registration
- Treasurer
- Assistant Treasurer
- Secretary
- Programs and Games I/C
- Logistics & Media
- Medical
- Security
- Camp Speaker/s
Note that a person may have dual roles stated above
- As for other activity, event or function, the Task Force will comprise of the following:
- Advisor to be appointed by Pastor
- Chairperson
- Registration
- Treasurer
- Assistant Treasurer
- Secretary
- Logistics & Media
- Accountability on the monies collected from the members for any activity, event or function:
- The treasurer and the Assistant treasurer must make declared the Income and Expenditure Statement to all participating members two weeks after the event.
- Income and Expenditure Statement – The Official receipt must be attached together with the Income and Expenditure Statement form.
- If there is no official receipt, a statement on the expenditure is required with two signatures; one from the chairman and the other from the treasurer.
Event Planning Guide
- Pre-Event Tasks
- Objectives of the Event
- Establish the objectives of the event
- Define clearly what do we want to achieve through this event
- Set tangible or measurable
- Forming the Task Force
- As it takes a team to make an event successful, identifying the right people for the task is very important.
- The Chairperson must identify a person or two, where he or she can mentor them so that they can be the next Chairperson while they serve as an advisor.
- It is inevitable that there will be disagreement, it is therefore important to maintain a positive attitude and to remember to draw everyone back to their roles as a task force.
- Create a Master Plan
- The Master plan encompass all aspects of the event as follow:
- Date, venue, logistics & F&B (e.g. Tour Agent, any special permits needed like VISA for some participants, insurance, etc.)
- Speaker/s – cost and logistic involved should the speaker is not from within the Church
- Plan overall Program including the activities involved
- Mode of Publicity (e.g. online mode through Websites or social media & Off-line mode through Announcement during Sunday service, flyers, or signage, etc.)
- Registration (online sign-up, payment and tracking; on-site sign-in, etc.)
- Should the Task force decides on having Sponsor/s for this event with the endorsement of the Church leadership, a former letter should be drafted and signed by the Senior Pastor to be mail out to the Sponsor/s.
- Volunteer management is crucial part of the planning as the task force is not expected to run the whole program.
- Administrative tasks
- Consider the program Run-sheet (how the whole event will be ran including dates, time, duration, etc.)
- Establish the means of tracking the planning process
- Determine the start and end of registration
- Budgeting process
- Consider publicity cost if any including printing of T-Shirts if any
- Cost for accommodation
- Transport cost
- F&B
- Speaker’s travel cost and love gifts if it is a invited speaker
- Insurance if needed
- Tips as it is required in various countries
- Printing of materials
- Cost for any part of the program e.g. Games, gifts, etc.
- Timeline
- Depending on the nature of your event, there should be a runway of 4 to 6 months to plan.
- The Chairperson will set a timeline of activities ranging from Task force meetings for the Pre-Event meetings to Post-Event meeting. These meetings will be conformed during the first meeting.
- If there are Equipping, teaching, etc. involved, the speakers must be informed.
- Publicity
- Plan and come up with a theme for the event as this will helps motivate participation.
- This can be done with a, etc.
- The Task force is to brainstorm for this theme.
- Things to consider when coming up with the theme:
- The objectives of this event
- Is there a central message that this event hope to convey?
- Once the theme is established, it may also be helpful to create a Tagline, Slogan or Axiom
- Design a Logo to represent the event for the purpose of printing on the T-Shirts, bags, etc. if it is part of the plan to have one.
- During the Event
- Coordination Tasks
- Liaising with the agent
- Liaising with the hotel if needed in terms of rooms arrangement
- Liaising with the transport provider if needed
- Liaising with the caterer or party involved in supplying the food
- Program Monitoring
- Brief participants to ensure they know the immediate up and coming event and the time for the program
- Ensure all participants know who to look for and how to contact them should there have any need
- Ensure all participants know who are in charge of security and first aids
- If there is checking in to hotel, to assist the hotel in distributing the room keys if need to
- Ensure the program are carried out accordingly
- Time keeping
- Ensure the room for the various activities are setup and ready
- Remind the people running the particular activities to be ready
- Inform the speaker of their speaking session and time
- Hold debrief meeting at the end of each day
- Post- Event
- Evaluation Process
- Measure the success by evaluating whether events have met the tangible goals set
- Task force feedbacks
- Determine the evaluation method, e.g. by interview, survey, etc. and how and when it is going to be carried out
- Report
- The report is for the purpose of helping the next task force in their planning
- The report should be written in brief
- The report will be given to the Church leadership for their perusal
- Administration
- Ensure all claims are made
- Close the accounts
- Fill up the “Income and Expenditure Statement” form
- Make the “Income and Expenditure Statement” form available for the participants two weeks after the event