Home > Training, Youth Ministry > How2: The Exponential Benefit of Major Event Coordinators in Youth Ministry

How2: The Exponential Benefit of Major Event Coordinators in Youth Ministry

Newsflash: You have more to do than you have time to do!

Solution: Get help and let go!

Today’s post is about how to find and empower folks who can help you with your ministry.  What do you need help with?  Anything someone else can do?

  • Fundraiser Organization
  • Retreat and Mission Trip Organization
  • Communication, Attendance Tracking, Web updating
  • Lock-Out Organization

What do you do in youth ministry?  What can someone else do?  Each of these is an opportunity for someone to help you and share the responsibility of the ministry.

The Center for Youth Ministry Training (CYMT) and Youth Ministry Architects (YMA) like to call these wonderful helpers Major Event Coordinators.  Here’s how to find them!

They are Everywhere

You have parents in your program and folks in your church who run fundraisers for the Women’s Circle, for the band, for their soccer teams, that organize teams for fundraising walks, or who volunteer weekly at their kids school.  I’d would bet that mom’s are coming to mind, but dad’s are great coordinators and worker bees too.  What dad’s coach soccer teams, what dad’s love to do mission projects, what dad’s run companies?  These folks organize, raise money, and do things for all kinds of folks.  Why not you and the youth ministry?  Look down your list of parents and church members and make a list of anyone who could be a Major Event Coordinator.

Ask Them BUT be Specific

Are you still waiting for folks to respond to your listing in the bulletin, the volunteer form that you gave out at the parents meeting, or the church wide stewardship campaign?  Expect to keep waiting.  You want help you have to ask.

Got your list?  The next step is to create a list of things that they might lead or organize for you and the ministry.  Now, go back over your list and prayerful consider what major event each person would be gifted to lead based on what you know about them.

Then, smile and dial.  You are going to get some no’s, but for every yes you get you’ll save significant time and expand your foundation for ministry at your church.

You don’t want to read the person you call the whole list.  Tell them that you have something that you think they can specifically help you with.  Be specific in your ask and be prepared to answer questions related to time commitment and responsibilities if they say yes.  Make sure they know that they will resource them in their role.

If you get a yes, then move to the next step.  If a no, see if they will help with the event that you were asking about.  Will they serve on the team under someone else?

If you get another no, then would they be willing to pray for the youth ministry?

Ah finally a yes.  Great call the next person.  Smile and dial or talk to them face to face.

Word of Encouragement from Jesus while you work “Ask for anything in my name and it will be giving to you.”

Communicate Clearly

After you get a yes, you will want to set up a meeting to clearly communicate to the major event coordinator what you are asking them to do.  Have a job description and list of responsibilities related to the event or program.  Here is a sample:  Major Event Coordinator Job Description

They will only do what you ask them.  So if you don’t want to do it make sure they know it’s a part of the expectations.

Resource Them

Make sure they have what they need to successfully accomplish the task that you’ve given them.  Give them a list of others who have said they would volunteer for this event or a list of parents.  Give them the folder with information about how this event has been done in the past.  Give them a tax exempt form.  Make sure they know how to church policies for being reimbursed.  Make sure they know the budget.   Give them what they need and make yourself available for them to ask more questions.

Let Them Do It!

Now – let them do it!  Ask them, resource them, and then empower them to make a difference in your ministry and for the Kingdom!

Don’t micromanage, but take the time to follow up with them to make sure things are moving forward and see if they need any help.  If you end up needing to help, it’s ok.  They are learning and whatever they do was something you didn’t have to.

Thank Them!

Thank them for their service.  Write them a letter.  Celebrate them.  Let them know the impact of their time on the ministry.  They deserve it and grateful leaders get more helpers!

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