When preparing for a big event, be that opening your church every day, or a one-off opening ceremony party, it’s easy to feel daunted by the task ahead. A well-coordinated team of staff and volunteers can make all the difference, giving flexibility and expertise to help things run smoothly.
Making it easy to volunteer
To make it easier for people to give their time to your project, start by making it clear what you’re asking of them. Work out why you want to involve volunteers – is it to widen the skills in your team, to involve a more diverse group of people, to provide extra ‘muscle’, or to do a specific role like managing the budget or setting up the technical equipment?
Work out what each role involves – making a ‘SMART’ description if possible. ‘Face-painter needed for 5-11s area from 3-5pm on 11 August’ is far easier to sign up to than ‘Sign up if you can help at the church fête’, because people can work out whether the role is a realistic fit for the skills and time they have. If they are away on holiday during your event, they may still be able to help by fundraising, baking, making decorations, or distributing publicity, so don’t discount their offers of time.
Think carefully about how you’ll manage the volunteers you’ve not worked with before, particularly if you’re looking outside your congregation for help. Consider how you’ll integrate them into an existing team, help familiarise them with your church, and how to thank them afterwards. A single point of contact who can liaise with and greet new volunteers on the day, work out where their skills would fit best, and introduce them to team leaders could help you to use their time really well.
There are lots of online resources about good practice when recruiting and managing volunteers – I’d recommend the ‘As good as they give’ workbooks from ‘Volunteer Now’. [Read more...]
During the (hopefully) hot summer, many are preparing to give away water to our visitors. I’d like to explore some of our motivations for doing this, and suggest some different ways to set up distribution.
This week’s case study is from St Mary with St Alban, Teddington. I went to visit them initially a few months ago, and caught up with Emily, their parish assistant, over coffee last week. They’ve put together a full programme, aimed at local residents, to celebrate the Games together. I hope it will provide some inspiration for your plans. 
This morning, I was greeted at the station by a friendly ‘Happy Easter’, and given a hot cross bun, and a leaflet about local church services during Holy Week. As I’d uncharacteristically skipped breakfast in favour of a longer lie-in, this was very welcome, and I just had time to take a quick photo before boarding my train.
As parishes work out the detail of their summer activities, I’ve tried to identify some obvious pitfalls, and find practical ways to help avoid them. Much of this is common sense, and not in any way intended to scare you off making plans, but to help you make them with confidence that the practicalities are in hand. 
In talent shows and flower festivals, services and concerts, churches are already encouraging people to release their artistic skills. The momentum of the Cultural Olympiad could encourage further creativity to flourish. But why encourage artistic creativity? Is it missional? 
Holiday clubs are familiar to many of us, as a useful tool in our outreach to children and young families. Whether you have a regular rhythm of children’s holiday clubs in your church calendar, or this is the first year you’ve considered one, there are a wealth of resources to support your preparation.
