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

  1. 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.
  2. 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.
  3. [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.
  4. 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.


  1. The Chairperson (he/she) is responsible for:
  2. Forming a Task force or Committee which will be dissolved once the project is over.
  3. Together with this Task force, they will carry out the necessary tasks required for the project.
  4. If there is any involvement in collection of monies from the participating members, use the “Income and Expenditure Statement “ form
  5. At the end of the project, this form will be made available to the participating members as a form of accountability.
  6. It is advised that this form is made available to the participating members two weeks after the activity, event or function.


  1. 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
  1. Regarding Task Force for the Church Camp, the Roles required are as follow:
  2. Advisor to be appointed by Pastor
  3. Camp Commandant
  4. Assistant Camp Commandant
  5. Registration
  6. Treasurer
  7. Assistant Treasurer
  8. Secretary
  9. Programs and Games I/C
  10. Logistics & Media
  11. Medical
  12. Security
  13. Camp Speaker/s


Note that a person may have dual roles stated above


  1. As for other activity, event or function, the Task Force will comprise of the following:
  2. Advisor to be appointed by Pastor
  3. Chairperson
  4. Registration
  5. Treasurer
  6. Assistant Treasurer
  7. Secretary
  8. Logistics & Media


  1. Accountability on the monies collected from the members for any activity, event or function:
  2. The treasurer and the Assistant treasurer must make declared the Income and Expenditure Statement to all participating members two weeks after the event.
  3. Income and Expenditure Statement – The Official receipt must be attached together with the Income and Expenditure Statement form.
  4. 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

  1. Pre-Event Tasks


  1. Objectives of the Event
  2. Establish the objectives of the event
  3. Define clearly what do we want to achieve through this event
  4. Set tangible or measurable


  1. Forming the Task Force
  2. As it takes a team to make an event successful, identifying the right people for the task is very important.
  3. 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.
  4. 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.


  1. Create a Master Plan
  2. The Master plan encompass all aspects of the event as follow:
  3. Date, venue, logistics & F&B (e.g. Tour Agent, any special permits needed like VISA for some participants, insurance, etc.)
  4. Speaker/s – cost and logistic involved should the speaker is not from within the Church
  5. Plan overall Program including the activities involved
  6. Mode of Publicity (e.g. online mode through Websites or social media & Off-line mode through Announcement during Sunday service, flyers, or signage, etc.)
  7. Registration (online sign-up, payment and tracking; on-site sign-in, etc.)
  8. 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.
  9. Volunteer management is crucial part of the planning as the task force is not expected to run the whole program.


  1. Administrative tasks
  2. Consider the program Run-sheet (how the whole event will be ran including dates, time, duration, etc.)
  3. Establish the means of tracking the planning process
  4. Determine the start and end of registration
  5. Budgeting process
  6. Consider publicity cost if any including printing of T-Shirts if any
  7. Cost for accommodation
  8. Transport cost
  9. F&B
  10. Speaker’s travel cost and love gifts if it is a invited speaker
  11. Insurance if needed
  12. Tips as it is required in various countries
  13. Printing of materials
  14. Cost for any part of the program e.g. Games, gifts, etc.


  1. Timeline
  2. Depending on the nature of your event, there should be a runway of 4 to 6 months to plan.
  3. 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.
  4. If there are Equipping, teaching, etc. involved, the speakers must be informed.


  1. Publicity
  2. Plan and come up with a theme for the event as this will helps motivate participation.
  3. This can be done with a, etc.
  4. The Task force is to brainstorm for this theme.
  5. Things to consider when coming up with the theme:
  6. The objectives of this event
  7. Is there a central message that this event hope to convey?
  8. Once the theme is established, it may also be helpful to create a Tagline, Slogan or Axiom
  9. 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.


  1. During the Event


  1. Coordination Tasks
  2. Liaising with the agent
  3. Liaising with the hotel if needed in terms of rooms arrangement
  4. Liaising with the transport provider if needed
  5. Liaising with the caterer or party involved in supplying the food


  1. Program Monitoring
  2. Brief participants to ensure they know the immediate up and coming event and the time for the program
  3. Ensure all participants know who to look for and how to contact them should there have any need
  4. Ensure all participants know who are in charge of security and first aids
  5. If there is checking in to hotel, to assist the hotel in distributing the room keys if need to
  6. Ensure the program are carried out accordingly
  7. Time keeping
  8. Ensure the room for the various activities are setup and ready
  9. Remind the people running the particular activities to be ready
  10. Inform the speaker of their speaking session and time
  11. Hold debrief meeting at the end of each day


  • Post- Event


  1. Evaluation Process
  2. Measure the success by evaluating whether events have met the tangible goals set
  3. Task force feedbacks
  4. Determine the evaluation method, e.g. by interview, survey, etc. and how and when it is going to be carried out


  1. Report
  2. The report is for the purpose of helping the next task force in their planning
  3. The report should be written in brief
  4. The report will be given to the Church leadership for their perusal


  1. Administration
  2. Ensure all claims are made
  3. Close the accounts
  4. Fill up the “Income and Expenditure Statement” form
  5. Make the “Income and Expenditure Statement” form available for the participants two weeks after the event