15 October 2020

4 keys for planning your church events during COVID

Posted in Church Ministries / Family Space / SU QLD

Spring holidays have always been a busy time for our SU QLD Camps team. Historically, it’s included over 30 events, involving over 2500 participants, volunteers and staff. Our volunteer Event Directors start planning in April, or earlier, to design programs, form leadership teams and develop spiritual input activities.

So in July this year, when we sat down with directors to present them, at short notice, with our Spring Camps COVID Safe Plan, it came as no surprise that there was a lot of concern and a lot of questions: “Isn’t that going to be a lot of extra work?”, “Will we actually be able to run?”, and “Will kids even come?”

Now that we are on the other side of this year’s Spring camps season, I am pleased and grateful to say, yes, yes and yes to those questions.

We are so thankful for all that everyone did to help make our 24 Spring events happen, involving 1447 people. We’re especially grateful to our Event Directors who, in many cases, went above and beyond what would normally be expected of them.

The comment that I have heard a number of times and keeps coming to me is, “Once all the set up work was done, it was remarkable how normal it felt to run the event.”

Over the course of the last 6 months, words like “pivot”, “unprecedented” and “ever-changing” have become part of our everyday vocabulary. We celebrated when we heard over and over again that our camps felt like the normal special experience they always have been.

So as we enter the fourth quarter of this very strange year, planning for end of year events and events for early 2021, you might have some of the same concerns. You might be asking some of the same questions our Event Directors were asking 3 months ago.

Well, here are a few tips that helped them and just might help your church or youth group’s event planning:

1. Read the Industry Plans or requirements for what you need to do and write up a clear COVID Safe Plan on how they will apply to your context. So many times, when questions came up about what we should be doing, it was great to be able to simply come back to this reference point.

2. If you are the person running the event, find someone else to manage the implementation of your COVID Safe Plan. Your focus should be on the success of your event, not on ensuring everyone has been sanitised at the right times, in the right places.

3. Focus on all the things you can do and don’t fixate on what can’t happen. The experience of everyone getting together will be more important than the feeling of it looking and feeling a bit different.

4. Find someone to be in your corner to answer your questions and be a sounding board. One of my great joys of the last two months has been all the times I was thanked for just being available to help others think through the process and come up with workable solutions.

Whether you are running completely different events or just adjusting existing ones to meet the new requirements, just remember this.

While it may seem like a lot of work now, know that each step in the process is going to be worth it, and people will celebrate getting together at your event.


About the author…

Beavs is a former High School Maths and Christian Education Teacher who has been working and volunteering with SU QLD Camps for almost 20 years. As Camps Specialist he supports volunteers and chaplains run camps and community outreach events throughout Queensland, reaching over 4500 young people. Beavs is married with 3 children, and loves coffee and watching sport.

Samuel Moore

Digital Media and Communications Coordinator

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