3 Ministry Event-Planning Tips for Family-Friendly Fun

Imagine your daughter was invited to a classmate’s birthday party, and you stick around to chaperone. While you’re happy to hear her describe it as “the best day ever,” making crafts with glitter or playing with Super Soakers likely isn’t your idea of an enjoyable Saturday afternoon. That’s because the parents aren’t usually the intended audience for a child’s birthday party!

Even those of us who aren’t parents have experienced the feeling of being at an event that wasn’t targeted toward us. As a ministry leader, this perspective is critical to planning events that are meant to engage kids and their families.

Whether you’re hosting a seasonal festival or a fundraiser for your ministry, the event planning process typically involves selecting a venue, promoting the event, managing volunteers, and other logistical tasks. However, implementing an audience-centric planning process can turn an annual gathering into a memorable event.

In this guide, we’ll cover essential ministry event-planning tips to help you host a family-friendly event that engages everyone in your ministry’s sphere.

1. Focus on the Fundamentals

Sharing an inside look into what kids are learning and practicing during Sunday school sessions benefits all event attendees. It reminds kids of the valuable lessons they’ve learned while participating in your ministry, and it gives parents a front-row seat to your ministry’s activities.

First and foremost, you may let the lessons you teach in ministry meetings form the foundation of your event. For example, while kids are learning about the power of generosity, you might host a clothing donation drive to gather supplies for community members in need.

You can also incorporate themes from your ministry’s curriculum or other teaching materials into event setup and activities. Here are some ideas to help you get started:

• Give kids the opportunity to lead. Invite kids to emcee, lead parents in crafts or activities, and otherwise lead your event. Remember to keep these roles age-appropriate—for example, a second-grader may lead attendees in prayer at the start of the event while a fifth-grade student teaches parents how to play a Sunday School game.
• Have kids show off what they’ve learned. Create a moment during the event for kids to present a song, Bible story, memory verse, or craft they worked on through their participation in your ministry. This reinforces the lessons kids are learning in your ministry while also giving their families insight into their faith journeys.
• Highlight intergenerational lessons. Draw inspiration from your ministry’s curriculum to share theological truths that are applicable to audience members of all age groups. You might present a key Bible verse or passage as a central theme for the event, then bring the theme to life through interactive games or shared group discussions.

Ensure kids are comfortable in the roles you assign them and acquire parental consent well before the event. A simple permission slip should do the trick, but a formal activity waiver may be required depending on the event’s activities (i.e., inviting kids to participate in a 5K or play outdoor games).

2. Partner With Other Organizations

Securing event sponsorships is more than just a wise budgetary move for event planners—it also helps you support your audience more completely. Local businesses, nonprofits, and even other churches or ministries may sponsor elements of your event, allowing you to:

• Offer a wider variety of refreshments and activities that appeal to all ages
• Host giveaways or contests that attract and excite attendees
• Invite guest speakers, artists, or performers who align with your mission

Pursue partnerships with potential event sponsors that align with your ministry’s values and can offer support that enhances the experience for all attendees. For example, a local Christian bookstore may provide free kids’ devotionals for families to take home, as well as coupons for men’s and women’s Bible studies that parents may enjoy. Qgiv’s roundup of sponsorship letters recommends asking for the exact type of support you need when you approach a sponsor, such as donations of specific supplies or services.

3. Make the Event Welcoming for Every Family Member

As you narrow down event logistics, consider the small elements that can make your event comfortable for attendees of all age groups. For example, instead of limiting your snack bar to graham crackers and juice boxes, you might also offer veggie trays, coffee, and other food and beverage items that appeal to your adult attendees.

Whether you’re hosting an event-a-thon or a Christmas carol concert, consider how every aspect of your event can appeal to all attendees. It may be helpful to open event registration early so you can base your event planning on a specific guest list.

Here are some audience segments you’ll need to keep in mind:

• Siblings. Plan flexible activities that kids’ younger or older siblings can participate in, even if they aren’t involved in your ministry.
• Parents. Facilitate opportunities for parents to enjoy time with their kids while also connecting with other parents and families.
• Friends. Design your event structure with non-churchgoers in mind to ensure families’ friends feel welcome and safe to ask questions.
• Volunteers. Since your volunteers are a critical part of making the event happen, it’s especially important to make them feel supported, appreciated, and engaged during the event!

If you’re having trouble keeping track of all necessary event details and activities, remember that ministry event planning can be made easier with technology. According to Wonder Ink, the right children’s church curriculum will offer event tools that allow you to share an event calendar to engage kids and their families in any activity your ministry plans.

With thoughtful planning and a commitment to serve attendees of all ages, your ministry can host an engaging and family-friendly event. However, family engagement doesn’t have to end once the last attendee leaves the event. During the planning phase, determine how you’ll follow up with families to thank them for coming and gather their feedback. Then, let the planning cycle begin again as you look ahead to your next event!