I know. I know.
It boggles the imagination that another slot on your calendar should be sacrificed for a meeting. It’s a big deal. In fact, Megan McInerny—in an excellent talk on project leadership—describes the calling of a meeting as one of the “single most violent acts” you can levy against another human being. You’re literally taking time from their one, brief lifespan. It had better count.
Setting unbridled naturalism aside for a moment, let me assure you: the one more meeting I am advocating will very much be worth it for your church staff and key leaders.
This meeting is called an event consult and it does what its name implies.
All ministry events and initiatives have an associated number of details, plans, production, and communication. The normal routine for this work is various email strings, phone calls, and a few hallway conversations. The timeframe in which these variables are raised, considered, and settled could be days. More likely, it’s a few disconnected times over the course of months. And then there’s the not-unexpected deluge the week-of the event or ministry start.
Does the work get done? Yes. Quite often it does.
Is there a better way? Absolutely.
Four Basic Components of an Event Consult
- 1 – All ministry events | initiatives schedule an event consult 60 days prior to first/only date or restart date of ministry.
- 2 – Ministry leader invites representatives from operations, tech, and communications.
- 3 – Consult covers/confirms:
- Event name, date, time, and location
- Room setups, equipment, and operational requirements
- Communication plan
- Production Assets plan (graphic design, video, print materials)
- Registrations and recruitment plans
- Whether an event-ready (2 weeks prior) will be helpful or event consult locks details.
- Group prayer for God’s hand and presence in the event | initiative
- 4 – All above are logged into an easily-referenced public source.
The time-suck varies. Some require fifteen minutes. Some are more on the order of forty-five. But think about this. The very people you would reach out to over the course of an undefined time period are now in the room, giving best counsel and confirming your needs, and then praying together. No confusing email strings where it’s near impossible to find who said what when. No easily misconstrued emojis. No lost post-its with scribbled room setups.
It’s almost like ministry staff and operations are a team. A real team.
Yes, it’s one more meeting. But it’s the one meeting that will replace formerly scattered methods while removing the ongoing burden of details from leaders who want to focus on people. Don’t like admin or logistics? Awesome. Get it done and move on.
You’ll be so glad you did.
For more principles on ministry planning see Flow.