In the ebb and flow of modern life, congregants often find themselves walking a tightrope between personal commitments and church involvement. For many, the desire to participate fully in the life of their local church collides with the realities of busy schedules, family obligations, and work responsibilities. The rhythm of daily life can be unrelenting, and leaves little room to breathe, let alone engage meaningfully with the church community.

It’s not uncommon for individuals to feel a growing sense of disconnection, not out of lack of interest or faith, but simply because they can’t keep up with the ever-shifting schedule of church activities. For some, this sense of being “out of the loop” creates a quiet frustration, while for others, the pressure to attend every event creates an overwhelming sense of obligation.

If left unchecked, this imbalance can erode the very relationships that the church seeks to nurture.

In this landscape, the role of clear, congregation-facing calendars becomes more than a matter of administration. It enables members to find their place in the community without sacrificing balance.

The Church-Life Balance Struggle

For many congregants, the struggle to maintain balance between personal life and church involvement is not just an issue of time management—it cuts deeper, into their ability to create a community in the Church.

Church life is meant to encourage growth. It puts believers into a community in which they grow in their faith and walk together through life’s ups and downs.

But when the demands of church events begin to pile up, the very rhythm that was intended to encourage the believer can become a source of anxiety or stress.

Feeling Overwhelmed by Church Events

One of the most common challenges is the sheer volume of church-related activities. From Bible studies to connect groups, service opportunities to Sunday morning, the list of opportunities for engagement can quickly feel like a never-ending stream.

While all of these events are designed with good intentions—helping members grow, connect, and serve—there’s an often-unspoken pressure to attend as much as possible.

Many congregants struggle to say “no,” afraid that turning down one invitation might lead to missing out on community life. This pressure can lead to over-commitment, with some individuals finding themselves at church multiple nights a week, not because they are deeply energized by the events, but because they feel they must.

Over time, this sense of obligation can quietly steal the joy that should accompany church involvement, and can lead to emotional and spiritual fatigue.

Missing Important Events

At the same time, another problem arises when communication about church events is unclear or fragmented. Without a centralized, accessible way to track upcoming services, gatherings, and special events, it’s all too easy for people to miss out on significant moments.

Mission trips, baptisms, ministry-specific events, or key teaching series can pass by unnoticed, not because of disinterest, but because the information didn’t reach them in time.

For many, missing these important gatherings deepens a sense of disconnection, as if they are standing on the edges of the community, unable to fully participate in the life of the church.

This isolation, even when unintentional, can gradually erode the very foundation of belonging that churches seek to build.

The Solution: Congregation-Facing Church Calendars

In the midst of the demands of modern life, there is a pressing need for clarity, simplicity, and connection in church communication. One solution that offers a tangible way to meet this need is the congregation-facing calendar. More than just an administrative tool, it is a vital resource that can transform how church members navigate their involvement with the community—providing a pathway to balance and engagement rather than burden and burnout.

What is a Congregation-Facing Calendar?

At its core, a congregation-facing calendar is a centralized and accessible platform that allows church members to see a clear and comprehensive view of all upcoming events, services, and ministry opportunities.

It shifts the dynamic from one where people feel overwhelmed by scattered information and expectations to one where they can confidently plan their participation in the life of the church.

This calendar does more than simply list dates and times; it becomes a living document that reflects the rhythm of the church community. Congregants can view everything from worship services to small groups, special events, and service opportunities all in one place.

By offering a bird’s-eye view of church life, the calendar enables individuals to make informed decisions about how they engage, and frees them from the pressure of wondering if they’ve missed an announcement or forgotten an event.

This clarity not only helps reduce over-commitment but also fosters a greater sense of intentionality in how members choose to participate. It offers a way to prioritize and pace their involvement in a way that fits their personal circumstances while remaining connected to the larger body.

Accessible Information at Their Fingertips

A key feature of congregation-facing calendars is their accessibility. In an age where most people manage their lives through their phones or devices, the ability to access church information on-the-go is invaluable.

Whether through mobile-friendly platforms, apps, or integrated reminders, congregants can stay informed wherever they are, without needing to sift through emails or paper bulletins.

This kind of accessibility is not merely a convenience—it is a crucial step toward helping members feel organized and engaged. Rather than scrambling to figure out the details of an upcoming service or event, members can quickly reference the calendar and plan accordingly.

They can set reminders, RSVP, and even share information with others. In this way, the congregation-facing calendar becomes a tool that empowers each person to stay involved without feeling overwhelmed or out of touch.

More than that, this ease of access helps to build community. When information flows freely and transparently, it breaks down the barriers that can make church life feel disconnected or exclusive.

In short, congregation-facing calendars are more than a technical solution—they are an invitation to a healthier, more balanced church life. By offering clear, accessible, and comprehensive information, they make it easier for individuals to navigate their commitments and find their place in the body of Christ, without sacrificing their personal well-being.

How a Church Calendar Promotes Balance

The key to building a healthy balance between church life and personal responsibilities lies in intentionality. Without a structured way to view and manage church commitments, congregants are often left to react to events as they come, leading to stress and disorganization.

A congregation-facing calendar offers a proactive solution, enabling members to engage with church life in a way that enriches their faith without overwhelming their schedules.

Empowering Congregants to Plan Ahead

At the heart of any effective church calendar is the ability to empower congregants to plan ahead. When people are given a visible, up-to-date view of all upcoming events, services, and ministry opportunities, they can map out their time in advance.

This foresight allows them to integrate their church commitments alongside family responsibilities, work schedules, and personal time.

By having this clarity, congregants are no longer caught off-guard by last-minute announcements or changes. Instead, they can see the bigger picture and determine how they will participate in a way that fits comfortably into their lives.

This ability to plan in advance reduces stress and allows church members to approach their commitments with a sense of calm, rather than urgency.

Helping Prioritize Events and Reduce Guilt

Another significant benefit of congregation-facing calendars is the ability to help members prioritize events that matter most to them. Not every church gathering holds the same weight for every individual, and a well-structured calendar allows congregants to discern which activities align with their personal spiritual growth and community involvement.

When individuals have this clear view of all that’s happening, they can make thoughtful decisions about what to attend and, just as importantly, what to pass on. This eliminates the all-too-common feelings of guilt that arise when someone feels they should be attending every single event. By seeing the full scope of activities, members can say “yes” to the ones that truly resonate and “no” to others without the fear of missing out or disappointing others. This freedom to prioritize without guilt fosters a healthier, more sustainable relationship with church life.

Avoiding Over-Commitment

One of the most damaging challenges to maintaining a balanced church life is the temptation to over-commit. With frequent events and ongoing ministries, some congregants may feel pressured to attend everything, leading to a packed schedule that leaves little room for rest or personal reflection.

A congregation-facing calendar provides much-needed visibility into the overall scope of church activities, helping members see where they can be more selective with their attendance. By having a clear understanding of the church’s schedule, they can avoid unintentionally signing up for too many events in one week or overloading themselves with commitments that they may not have the capacity to fulfill.

This awareness is vital in preventing burnout. It enables members to approach their church involvement with a sense of balance and perspective, engaging in the life of the church in a way that nurtures their faith rather than depleting their energy. Through thoughtful planning and selective participation, congregants can maintain a strong connection to the church while safeguarding their personal well-being.

In this way, a congregation-facing calendar is not just a logistical tool—it is a practical means of empowering the church community to engage in a way that promotes spiritual growth without sacrificing personal health or balance.

Creating a Sustainable Church Experience for Congregants

The ultimate goal of any church should be to foster a sustainable, life-giving community where members can thrive in their faith and relationships. A congregation-facing calendar does more than organize events—it creates the framework for a balanced, long-term relationship between the church and its members. By offering clarity and accessibility, the calendar helps to shape an experience that allows for healthy participation, deeper connections, and thoughtful planning.

Encouraging Healthy Participation

Healthy participation is about more than just showing up—it’s about being engaged in a way that refreshes the soul rather than drains it. When members feel they can participate in church life without the looming threat of burnout, they are more likely to engage regularly and meaningfully. A clear, visible calendar helps achieve this by providing structure and predictability, allowing people to plan their involvement in a way that fits within the ebb and flow of their personal lives.

By promoting sustainable involvement, the church fosters an environment where members don’t feel pressured to attend everything, but are encouraged to find their own rhythm of participation. This approach nurtures a sense of freedom and joy, allowing people to contribute to the church’s mission at their own pace without feeling burdened. Over time, this leads to a healthier and more energized congregation, where participation is born out of desire rather than obligation.

Building Long-Term Relationships

Sustainable participation is the foundation upon which long-term relationships with the church are built. When members can engage without feeling overcommitted, they are more likely to remain connected over the years. These relationships deepen as congregants consistently attend services, participate in ministries, and share in community life at a pace that fits their unique circumstances.

A congregation-facing calendar plays a crucial role in facilitating these long-term connections. It helps individuals see not only the current schedule but also the broader trajectory of the church’s life, fostering a sense of continuity and belonging. As people grow in their commitment, they move beyond the surface level of attendance to become deeply rooted in the church’s mission, vision, and community. This longevity allows for the formation of meaningful relationships, not just with other members, but with the church as a whole.

Better Family & Personal Planning

For families, balancing personal schedules with church commitments can often feel like a juggling act. Between work, school, extracurricular activities, and personal responsibilities, finding the time to attend church events can be challenging. A congregation-facing calendar provides a practical solution by offering families a clear view of what’s happening in the church, allowing them to plan their personal and family schedules accordingly.

With this tool, families can make informed decisions about how to integrate church involvement into their lives without neglecting other obligations. It enables parents to make sure that their children are part of important events like Sunday School or youth group, while also managing their work schedules and household duties. The calendar becomes a bridge that helps balance family life with spiritual growth.

In this way, a congregation-facing calendar not only supports individual members but also strengthens families. It allows them to be intentional about their participation. Their church life enhances, rather than competes with, their personal and family responsibilities. Over time, this thoughtful integration creates a more sustainable, fulfilling church experience for everyone involved.

Best Practices for Creating a Congregation-Facing Calendar

A congregation-facing calendar is only as effective as the way it’s maintained and communicated. To ensure your church calendar serves its purpose—helping members stay connected and engaged without becoming overwhelmed—there are a few best practices to follow. These tips will help you maximize the impact of your church calendar, making it a valuable resource for all.

Keeping the Calendar Updated and Relevant

The first, and perhaps most crucial, step in managing a congregation-facing calendar is keeping it updated and relevant. A calendar is only helpful if it reflects accurate, timely information. If event changes, cancellations, or time adjustments aren’t reflected in the calendar, congregants may lose trust in the tool and revert to feeling disconnected or disorganized.

Regular updates ensure that members know they can rely on the calendar for the most current details. It’s essential to assign a staff member or volunteer to oversee this task, ensuring that all events are reflected accurately and that any changes are communicated as quickly as possible. This diligence shows care for your congregation and helps to reinforce the church’s commitment to clarity and transparency.

Balancing Event Frequency

A well-structured calendar should provide a balance between large-scale events and smaller, more intimate gatherings. If a church calendar is overloaded with events, it can feel overwhelming to congregants, especially those juggling work, family, and other responsibilities. By spacing out events and offering a variety of types—such as occasional large gatherings alongside more frequent small groups or prayer meetings—the church can create a manageable rhythm that encourages participation without causing burnout.

To achieve this balance, it’s helpful to think intentionally about the frequency and types of events you’re scheduling. Large events, such as holiday services or community outreach projects, can be powerful touchpoints, but smaller gatherings often allow for deeper relationships and spiritual growth. Providing both on the calendar ensures that there’s something for everyone, regardless of their capacity or comfort level with larger crowds.

Promoting the Calendar Effectively

Even the most carefully crafted calendar won’t serve its purpose if people don’t know where to find it. Promoting the calendar effectively is key to ensuring that congregants are aware of this resource and know how to use it.

Consider promoting the calendar through email reminders, social media posts, and even announcements during services. You can also provide printed versions for those who prefer physical copies. Whatever channels you use, make sure you regularly remind the congregation where they can access the calendar and how it benefits them in staying connected without feeling overwhelmed. Clear, consistent communication about the calendar will foster greater engagement and make it easy to become a central part of your church’s culture.

Conclusion

In a world where balancing personal life with church involvement can feel like a juggling act, a congregation-facing calendar offers a lifeline. It provides clarity, helps members plan their time, and promotes a healthy, sustainable church-life balance. By keeping the calendar updated, balancing event frequency, and promoting it effectively, churches can create an environment where participation feels both meaningful and manageable.

For churches looking to streamline this process, tools like Pushpay provide an ideal solution. With features that make calendars accessible, easy to manage, and tailored to individual needs, Pushpay’s platform empowers churches to foster engagement without overwhelming their congregants. By taking these steps, your church can become a place where people grow spiritually, connect deeply, and participate joyfully—without sacrificing the balance they need to thrive in every area of life.

Church event planning can feel like a daunting task to even the most seasoned church leader, but with the right approach, you can create a planning process that will serve your upcoming event and any future event you may plan. In this church event planning toolkit, we’ll walk you through the essential steps to ensure your event runs smoothly from start to finish. 

Initial Planning

Goal Setting

Setting clear goals is crucial to being able to evaluate whether or not your event was a success. Here’s how to get started:

• Define the Event’s Purpose: Determine what you want to achieve with this event. Are you looking to engage the community, celebrate a special occasion, or raise funds? Having a clear purpose will guide all your planning decisions.
• Establish Measurable Goals: Once you’ve defined the purpose, set specific, measurable goals. For example, you might aim to attract 100 attendees, raise $5,000, or have a certain number of volunteers participate. These goals will help you track your progress and assess the event’s success.

Team Formation

A successful event relies on the strength and collaboration of its planning team. Here’s how to build a solid team:

• Identify Key Roles and Responsibilities: Determine the essential roles needed in event management. This might include a project manager, communications coordinator, logistics manager, and volunteer coordinator. Often times, ministry leaders and administrative church staff will take on all of these roles themselves, but if you’re able to bring in volunteers or other members of the church leadership team to share the load, you’re doing a service to the entire church by not taking it all on yourself. Clearly define what each role entails to ensure everyone knows their responsibilities.
• Assemble a Planning Team: Gather a group of individuals who are passionate, reliable, and have the skills needed for their roles. Consider including members with experience in event planning, marketing, finance, and logistics. Regularly meet to discuss progress, share updates, and address any challenges that arise.

With your goals set and a strong team in place, you’re well on your way to planning a successful church event. Next, we’ll dive into the logistics and strategies that will bring your vision to life.

Budgeting and Fundraising

The next phase of this church event planning checklist is to organize the financial aspects of your event.

Budgeting

Creating a detailed budget will help you manage your resources effectively and avoid any financial surprises.

• Outline Potential Expenses: Start by listing all the potential expenses associated with your event. This might include venue rental, catering, decorations, marketing materials, guest speakers, entertainment, and any necessary permits or insurance. Don’t forget to include smaller items that can add up, such as printing costs, transportation, and volunteer refreshments.
• Allocate Funds and Create a Budget Plan: Once you have a comprehensive list of expenses, allocate funds accordingly. Prioritize essential items and make sure you have a buffer for unexpected costs. Create a detailed budget plan that outlines how much you plan to spend in each category and track your expenses as you go.

Fundraising (if needed)

If your event requires additional funding, consider organizing fundraising activities to engage your community and raise the necessary funds.

• Plan Fundraising Activities: Think about fundraising activities that align with your event’s purpose and are likely to attract support from your community. This is particularly practical in youth ministry. Bring in your students and do a car wash or a bake sale to raise funds for the event.
• Engage the Community: Successful fundraising involves rallying your church community around a common goal. Use various channels to promote your fundraising activities, such as social media, church bulletins, email newsletters, and community boards. Highlight the importance of the event and how the funds will be used to create a meaningful impact. Encourage participation and donations by making it easy for people to contribute.

By carefully budgeting and planning effective fundraising activities, you’ll set up your event to be financially sound and poised for success.

Venue Selection

Choosing the right venue is a critical step in your event planning process. Whether you’re hosting the event within your church or at an external location, the venue can significantly impact the overall experience.

Choosing the Right Venue

Here’s what to consider:

• Size: Ensure the venue can comfortably accommodate your expected number of attendees. Consider the layout and whether it supports the type of activities you have planned.
• Location: Choose a location that is convenient for your attendees. If the venue is outside your church, ensure it’s easily accessible by public transportation or has ample parking.
• Accessibility: Make sure the venue is accessible to everyone, including those with disabilities. This includes ramps, elevators, and accessible restrooms.
• Amenities: Check what amenities the venue offers. This might include audio-visual equipment, kitchen facilities, seating arrangements, and Wi-Fi. Ensure these meet your event’s needs.

Visit and Assess Potential Venues

Before making a final decision, visit potential venues to get a firsthand look at the space and its features:

• Evaluate the Space: Walk through the venue to visualize how your event will unfold. Pay attention to the layout, acoustics, lighting, and overall atmosphere.
• Meet with the Venue Manager: Discuss your event requirements and any special accommodations you might need. Ask about availability, restrictions, and any additional costs.
• Assess Logistics: Consider the flow of people and activities within the venue. Ensure there are adequate facilities for attendees, such as restrooms and breakout areas.

Booking the Venue

Once you’ve selected the perfect venue, it’s time to secure your reservation.

• Reserve the Venue in Advance: Book the venue as early as possible to ensure availability, especially if your event is during a busy season. Popular venues can be booked months, or even a year, in advance.
• Confirm Details in Writing: Get all agreements in writing, including the date, time, costs, and any additional services provided by the venue. This helps avoid any misunderstandings and ensures both parties are clear on the terms.

Promotion and Marketing

Particularly if you’re aiming to see church growth stem from this event, reaching people outside of your church community is so important.

Developing a Marketing Plan

Creating a comprehensive marketing plan will help you reach your target audience and generate interest in your event.

• Identify Target Audience: Determine who you want to attend your event. Is it aimed at church members, the local community, families, or youth? Understanding your target audience will help tailor your promotional efforts effectively.
• Utilize Various Promotional Channels: Use a mix of promotional channels to maximize your reach. This could include social media platforms, your church website, email newsletters, community bulletin boards, and local newspapers. If you have one available, use a church management software (ChMS) to coordinate event signups. Tailor your message for each channel to ensure it resonates with the audience.

If you don’t have a marketing guy on your team, consider using ChatGPT to help develop a marketing brief. Consider a prompt like the following:

Act as an expert Marketing Director. Writing a marketing brief on a 6 wk/ 4 wk/ 2 wk/ 3 day before structure for the event, “[event title]”. The goal is to provide a written document stating some methods we could go about promoting this event from text, email, social, and ad space. Here are the relevant details: 

Description:
Dates:
Location:
URL signup:
Ad budget:

Engaging the Community

• Encourage Word-of-Mouth Promotion: Leverage the power of personal recommendations. Encourage your team and church members to invite friends, family, and neighbors. Consider creating shareable content that attendees can easily pass along.
• Create Engaging Content: Develop compelling content that highlights the benefits and unique aspects of your event. This could include promotional videos, eye-catching graphics, and informative blog posts. Share stories, testimonials, and behind-the-scenes glimpses to build anticipation and interest.

Event Day Coordination

The day of the event has arrived, and it’s time to put all your planning into action. Effective coordination on the event day is crucial to ensure everything runs smoothly and as planned.

Setup and Logistics

Starting the day with a well-organized setup sets the tone for a successful event.

• Arrive Early and Oversee Setup: Make sure you and your key team members arrive well before the event starts. This allows ample time to oversee the setup, address any last-minute issues, and ensure everything is in place.
• Ensure Equipment and Materials are Ready: Double-check that all equipment is working correctly and materials are ready. This includes audio-visual equipment, seating arrangements, registration tables, signage, and any other logistical elements. Conduct a final walkthrough to ensure all areas are set up as planned.

On-the-Day Management

Managing the event on the day requires clear communication and coordination with your team and volunteers.

• Coordinate with Volunteers and Team Members: Brief your team and volunteers on their specific roles and responsibilities. Ensure everyone knows who to report to and how to handle any issues that arise. Keep communication channels open, whether through radios, group messaging apps, or regular check-ins.
• Follow the Planned Schedule: Stick to the schedule you’ve created, but remain flexible to handle any unexpected changes. Keep track of time to ensure each segment of the event starts and ends as planned. Make announcements as needed to keep attendees informed and engaged.

By overseeing the setup meticulously and managing the day’s activities effectively, you’ll create a seamless and enjoyable experience for everyone involved. After the event, don’t forget to evaluate its success and gather feedback to improve future events.

Post-Event Wrap-Up

Once your event is over, it’s important to wrap things up efficiently and reflect on what worked well and what could be improved.

• Clean Up and Pack Away: Organize your team to clean up and pack away equipment and materials. Ensure the venue is left in good condition.
• Evaluate the Event: Hold a debrief meeting with your team to discuss the event. Gather feedback from attendees through surveys or informal conversations to understand their experiences.
• Celebrate Your Success: Take time to celebrate your hard work and the success of the event with your team. Recognize the efforts of everyone involved and express your appreciation.

Post-Event Evaluation

The event might be over, but your work isn’t done yet. Evaluating the event helps you understand what worked well and what could be improved, ensuring even greater success for future events.

Collecting Feedback

Gathering feedback from both attendees and team members is crucial for gaining valuable insights.

• Distribute Surveys to Attendees and Team Members: Create a simple survey to capture the thoughts and experiences of your attendees and team. Keep it concise and focus on key areas such as overall satisfaction, favorite aspects, and suggestions for improvement. Distribute these surveys shortly after the event while the experience is still fresh in their minds. Online tools like Google Forms or SurveyMonkey can make this process easy and efficient.
• Gather Insights for Improvement: Encourage honest feedback and let people know their input is valued. Use open-ended questions to capture detailed responses. For instance, ask what they enjoyed most about the event and what they think could be done differently next time. Gathering diverse perspectives will provide a well-rounded view of the event’s impact.

Analyzing Results

Once you’ve collected the feedback, it’s time to dive into the data and see what it tells you.

• Review Feedback and Assess Success: Look for common themes and patterns in the responses. What aspects of the event received the most praise? Were there any recurring criticisms or suggestions? Use this information to gauge the overall success of your event. Pay attention to both the quantitative data (e.g., ratings) and qualitative comments to get a comprehensive understanding.
• Document Lessons Learned: Take detailed notes on the feedback and your own observations. Document what went well and what didn’t, along with any unexpected challenges you encountered. This documentation will be invaluable for planning future events, helping you avoid past mistakes and build on your successes. Consider creating a post-event report that summarizes your findings and outlines actionable steps for improvement.

By thoroughly evaluating your event and learning from the feedback, you can continuously improve your planning and execution process. This dedication to reflection and growth will ensure that each event you host is better than the last.

FAQs

Planning a church event can come with a lot of questions. Here are answers to some of the most frequently asked questions to help you navigate the process.

How early should I start planning a church event?

Ideally, you should start planning your church event at least three to six months in advance. This gives you ample time to secure a venue, organize logistics, promote the event, and make any necessary adjustments. For larger events, consider starting even earlier to ensure everything is thoroughly prepared.

How can I ensure my event stays within budget?

Staying within budget requires careful planning and monitoring. Begin by outlining all potential expenses and creating a detailed budget plan. Track your spending regularly and adjust as needed. Look for cost-saving opportunities, such as borrowing equipment, seeking donations, or enlisting volunteers for tasks instead of hiring professionals. Always include a contingency fund for unexpected costs.

What are some effective ways to promote my church event?

Effective promotion involves reaching out to your community through various channels:

• Social Media: Utilize platforms like Facebook, Instagram, and Twitter to share event details, updates, and engaging content. Create event pages and encourage sharing.
• Email Newsletters: Send out regular updates through your church’s email list. Highlight key details and the benefits of attending.
• Church Announcements: Make regular announcements during services and include event information in bulletins and on notice boards.
• Community Boards: Post flyers and notices on community boards, both within and outside your church.
• Local Media: Contact local newspapers and radio stations to advertise your event.

How can I engage volunteers effectively?

Engaging volunteers is crucial for a successful event. Here’s how to do it effectively:

• Clear Communication: Clearly communicate the event’s goals and how volunteers can contribute. Provide detailed descriptions of tasks and expectations.
• Matching Skills: Assign roles based on volunteers’ skills and interests. This ensures they are comfortable and effective in their roles.
• Training and Support: Provide necessary training and resources. Be available to answer questions and provide support as needed.
• Recognition: Show appreciation for your volunteers’ efforts. Thank them publicly, provide refreshments, and consider small tokens of appreciation.

What should I do if something goes wrong on the event day?

Despite thorough planning, unexpected issues can arise. Here’s how to handle them:

• Stay Calm: Keep a calm demeanor to avoid spreading panic. Assess the situation objectively.
• Quick Problem-Solving: Have a contingency plan for common issues. Use your team to brainstorm and implement solutions quickly.
• Clear Communication: Inform your team about the issue and the steps being taken to resolve it. Keep attendees informed as necessary without causing alarm.
• Learn and Adapt: After the event, evaluate what went wrong and how it was handled. Use these insights to improve future planning.

Copy and paste this worksheet into a Google Doc and use it to plan and organize your church event!

Initial Planning

Define Purpose and Goals

• Event Purpose: ____________________________________________
• Event Goals: ______________________________________________

Form Planning Team

• Team Leader: ______________________________________________
• Team Members and Roles: ___________________________________
  • 
     
  • 
     
  • 
     

Budgeting and Fundraising

Create Budget

• Estimated Expenses:
  • Venue: ________________________________
  • Catering: ______________________________
  • Decorations: ____________________________
  • Marketing: _____________________________
  • Equipment: _____________________________
  • Miscellaneous: __________________________
• Total Budget: ____________________________

Plan Fundraising Activities

• Fundraising Ideas:
  • 
     
  • 
     
  • 
     
• Fundraising Goals: _________________________
• Community Engagement Strategies: ________________________________________

Venue Selection

Identify and Book Venue

• Venue Options:
  • 
     
  • 
     
  • 
     
• Selected Venue: ___________________________
• Booking Date: _____________________________
• Venue Contact Person: ______________________
• Important Details:
  • Size: ___________________________________
  • Location: _______________________________
  • Accessibility: ____________________________
  • Amenities: _______________________________

Program and Activities Planning

Design Program

• Event Agenda:
  • Opening Session: _________________________
  • Main Activities: ___________________________
  • Closing Session: ___________________________
• Additional Activities:
  • 
     
  • 
     
  • 
     

Coordinate Activities

• Assigned Roles:
  • Activity Coordinator: _______________________
  • Tech Support: ____________________________
  • Volunteer Manager: ________________________
• Contingency Plans:
  • 
     
  • 
     

Promotion and Marketing

Develop Marketing Plan

• Target Audience: ___________________________
• Promotional Channels:
  • Social Media: _____________________________
  • Email Newsletters: _________________________
  • Church Announcements: ____________________
  • Community Boards: ________________________
  • Local Media: _____________________________

Engage Community

• Word-of-Mouth Strategies: ________________________________________
• Engaging Content Ideas: ___________________________________________

Event Day Coordination

Oversee Setup

• Setup Checklist:
  • Audio-Visual Equipment: ___________________
  • Seating Arrangements: _____________________
  • Registration Table: ________________________
  • Signage: ________________________________
• Arrival Time: _______________________________

Manage Operations

• Volunteer Coordination Plan: _______________________________________
• Schedule Overview: _______________________________________________
• Communication Plan: ______________________________________________

Post-Event Evaluation

Collect and Review Feedback

• Feedback Methods:
  • Surveys: __________________________________
  • Informal Conversations: _____________________
• Key Questions to Ask:
  • What did you enjoy most? ___________________
  • What could be improved? ___________________

Analyze Results and Document Lessons Learned

• Review Findings:
  • Positive Aspects: ___________________________
  • Areas for Improvement: _______________________
• Lessons Learned:

Prioritizing human resources is one of the most valuable practices a church leadership team can emphasize. It’s incredibly important that leadership take the time to regularly review their church policies to ensure they reflect not only the latest legal standards, but also the evolving needs and values of their community. Failure to do so can lead to misunderstandings, legal vulnerabilities and, most importantly, a drift from the principles they seek to uphold.

Moreover, outdated church policies might inadvertently signal to potential and current staff members that their well-being and professional growth are not priorities. Individuals seek environments that honor their contributions and foster their development, so a lack of attention to policy and procedure can be a significant barrier to attracting and retaining the talented individuals who help your church community thrive.

At the heart of it, updating your church personnel policies and procedures is an act of stewardship and love. It creates a foundation that supports your staff and volunteers, and ensures your collective mission is carried out in a way that honors every individual’s contributions. It’s an acknowledgment that the ways in which you manage and support your church leadership team must evolve to meet the challenges and opportunities of today.

Three Key Areas to Review and Update

1. Employment and Hiring Practices

The processes churches employ in hiring and onboarding new members carry profound significance. Updating your church hiring policy, including thorough background checks and steadfast commitment to equal opportunity employment, reflects your dedication to creating a space where every church staff member feels welcomed, valued, and empowered to thrive.

Take the time to make sure that every team member has an accurate job description, a clear understanding of their employee benefits, and easy access to the employee handbook.

2. Workplace Safety and Compliance

When looked at through a Biblical lens, revisiting your policies to ensure they align with current health guidelines and safety protocols becomes an act of care and responsibility for every individual that’s chosen to serve on your church’s staff. Workplace safety and compliance laws vary by state, so be sure to look into your local laws and update your policies accordingly. Keep in mind that, though OHSA exempts church staff who perform religious services from its rules, administrative staff are covered by OHSA.

3. Employee Conduct and Conflict Resolution

Fostering a culture of respect, understanding, and kindness among staff and volunteers is essential for maintaining the unity and spirit of the Church’s mission. This makes the need for clear guidelines on employee conduct and effective conflict resolution procedures paramount. By establishing and regularly updating these guidelines, you not only provide a framework for addressing disagreements, but also affirm your commitment to fostering an environment where every individual feels heard, respected, and valued. Life.Church has an employee handbook available to be used as a model as you reevaluate your own handbook.

Incorporating Technological Advances

The introduction of online giving, church management software, and virtual community engagement tools are testaments to the church’s resilience and adaptability.

Adapting to these changes means reimagining your approach to ministry and community engagement. Every time you re-evaluate your church tech, there is an opportunity to further tap into the potential of technology to amplify your message and expand your reach.

Adapting to Remote Work Possibilities

The shift towards remote and hybrid work environments presents a unique opportunity for church personnel. Adapting your policies to accommodate these new work models is an opportunity to provide flexibility for your staff—particularly your administrative team. It acknowledges the diverse realities and needs of your team members and offers them the freedom to contribute in ways that honor their circumstances and well-being. Remote work works!

Data Privacy and Online Security

As churches embrace online giving, church management software, and digital communication platforms, the importance of policies that address data privacy and online security cannot be overstated.

Updating your policies to ensure robust online security and data privacy measures is not just a procedural necessity—it’s a duty of both the Church and the software system that each local ministry uses.

At Pushpay, we believe it’s our duty to protect the church’s data. That’s why we place such an emphasis on it! Visit Pushpay’s Security page for more information on the steps that we take to protect your congregation’s information.

Consulting with Legal Experts

Just as you seek spiritual counsel to navigate life’s moral and ethical dilemmas, so too must we seek legal counsel to ensure your church policies reflect the current legal landscape.

A partnership with legal experts is not just a procedural step; it’s an act of stewardship, safeguarding your mission and the community you serve.

Regular Legal Audits

Just as a gardener regularly tends to their plants, checking for signs of distress or disease, so must you conduct regular legal audits of your policies. These audits are the pruning shears and watering cans of your legal garden, ensuring that every policy is healthy, compliant, and vibrant. By embracing the discipline of regular legal audits, you not only protect your community but also cultivate an environment where trust and transparency flourish.

Review and Update Cycle

Establishing such a review cycle serves as a testament to your commitment to resilience and adaptability. It encourages church staff to remain vigilant and responsive to the ebb and flow of church dynamics and societal shifts. This cyclical approach ensures that your policies are not static relics, but living documents that breathe and grow with your community.

Conclusion

This endeavor is not just about adhering to legal standards—it’s about forging a path of integrity, care, and foresight for your church. By taking proactive steps to regularly review and update your policies, you not only ensure effective and compliant church management but also reaffirm a commitment to the well-being and growth of the community.

Creating a unified experience across multisite churches presents unique challenges for leaders—but those challenges are also a profound opportunity to weave together a tapestry of communities, bound by shared faith and collective purpose.

With a sincere and passionate approach, your church can provide comprehensive insights and practical strategies that will chart the path toward harmonizing your diverse congregations. And that process starts with defining the path.

Developing a Unified Vision and Mission

A comprehensive vision and mission is the key to a unified multisite church. Creating and reinforcing a shared vision and mission is no small task, but with a thoughtful approach, it’s more than achievable.

The first step in this journey is to clearly articulate your church’s goals. This is the driving force behind your church’s existence. These goals must be clear, concise, and compelling. They should resonate deeply with your congregation and be a part of each campus pastor’s heartbeat—and let that drive the vision.

Now, a common thought is that each of your multiple campuses should have their own vision and mission, that each campus should essentially act as its own small church. But to create a healthy multisite ministry, it’s incredibly important that each campus pastor be willing to adopt and align your church’s overarching mission and vision.

Your vision should be crafted to your local church. Though you have many campuses, you are still serving a unique community, and everyone would benefit from you building a mission and vision statement that is specifically tailored to your circumstances. For example, a mission statement like, “It is our mission to glorify Jesus Christ through the fulfillment of the Great Commission,” is a fantastic goal for every church, but it’s not built specifically for you and your growing church.

Take the time to meet with your campus pastors and/or teaching pastors, and keep their perspectives in mind as you craft a vision and mission statement for your multisite church.

Once you’ve crafted this statement, it’s time to embed it into every facet of your church’s activities. From Sunday sermons to community outreach programs, from training church leaders to volunteer orientations, the vision and mission should inform the “why” behind all your activities and decisions.

Communication is a key element in developing your vision and mission. Regular meetings with leadership from all sites can ensure consistency in messaging and provide a forum for discussing any challenges or new ideas. Use multiple channels—newsletters, social media, church websites—to consistently communicate your vision and mission to the congregation.

Another powerful strategy is to celebrate stories of the vision and mission in action. Share testimonials from members who have been impacted by the church’s work. Highlighting real-life success stories can inspire your congregation and reinforce the importance of these guiding principles.

Developing a unified vision and mission is a continuous process—one that requires commitment, communication, and a lot of heart. But the rewards are immense. A church united under a common vision is a force for good, capable of bringing about meaningful change and spreading the impact of the Church in the local community.

Leveraging Technology for Cohesion

Integrated digital platforms such as church apps and livestreaming services now play a pivotal role in unifying different church sites and delivering consistent worship experiences.

Church apps can almost be considered the central campus of your ministry. Your church app serves as a centralized hub for all your content and activities, including things like sermon recordings, event calendars, online giving, prayer requests, and small group communication. By providing all these resources available at the touch of a button, a church app can help maintain consistency across all sites and will ensure that every member, regardless of their location, has access to the same information and opportunities for engagement.

Livestreaming and video services, such as Resi’s Multisite Streaming Platform, also play a crucial role in connecting multisite churches. These technologies allow for real-time broadcasting of church services, which means that members at each multisite campus can participate in worship simultaneously.

In addition to live video services, content platforms can be used for sharing past sermons and educational resources. This allows members who missed a service or those who want to revisit a particular message to do so at their convenience.

By harnessing the power of digital platforms like church apps and livestreaming services, you can ensure consistent messaging, foster community engagement, and deliver seamless worship experiences across all your sites. These technologies not only help to overcome the challenges of a multisite model but also open up new possibilities for growth and outreach.

Operational Consistency Across Sites

This is one of the most critical factors in creating a church experience that is consistent from one campus to the next. When operations run smoothly with a unified message, it not only enhances the worship experience for your congregation, but also strengthens your church’s brand and identity.

Standardizing Church Operations

Standardization is the first step towards achieving operational consistency. It involves creating systems and processes that are replicated across all sites. From the order of service to the style of music, from children’s programs to community outreach initiatives, consistency in these areas helps create a familiar and cohesive worship experience, no matter which site members choose to attend.

Creating a comprehensive operations manual can be an effective way to standardize operations. This document should detail all aspects of church operations, providing clear guidelines for staff and volunteers at each site. It should cover everything from administrative tasks, like record-keeping and financial management, to ministry-specific guidelines, like sermon preparation and pastoral care.

It’s important to note that standardization doesn’t mean stifling creativity or local flavor. Each site should have the freedom to adapt certain aspects of the service to better suit its specific demographic or cultural context. But the core elements of your church’s identity—its vision, mission, values, and key messages—should remain consistent across all sites.

Training and Development for Staff

These necessary practices play a crucial role in maintaining operational consistency. By equipping your staff and volunteers with the necessary skills and knowledge, you empower them to uphold the standards and values of your church across all sites.

Annual or semi-annual training sessions should be held to keep your leadership network updated on the church’s operational procedures and to address any changes or new initiatives. These sessions can also serve as a platform for sharing best practices, addressing challenges, and building a sense of camaraderie among staff from different sites.

It takes a lot of work and dedication to ensure that your staff are all on the same page, but the payoff is well worth the effort. With consistent operations, you can provide a unified and enriching worship experience for your congregation, strengthen your church’s identity, and nurture a sense of belonging among members—no matter where they choose to worship.

Making the Multi-Site Church Model Work

The path to nurturing a flourishing multisite church is both challenging and rewarding. By emphasizing a unified vision, leveraging technology for cohesion, maintaining operational consistency, and building a connected community, your church can overcome the obstacles inherent in a multisite setup. Technology, especially platforms like ChurchStaq, plays a crucial role in this endeavor, enabling seamless communication, engagement, and management across all locations. Remember, the ultimate goal is to extend the reach and impact of your church’s mission, spreading the message of faith, hope, and love to an even wider audience. With dedication, strategic planning, and the right tools, your multisite church can achieve remarkable growth and become a testament to the power of unity in an increasingly individualized age.

A growing parish is a two-sided coin. On one side, you can reach and guide more parishioners throughout their spiritual journey; on the other, you now have more moving pieces to manage, increasing the difficulty in managing offerings and finances, events and volunteers, data security, and more. The simple answer is a church management software, but with several available, finding the right solution is paramount for your parish. We’ve created an easy how-to guide to help you select the right parish technology so that you can engage your community and scale with them in a mobile and user-friendly way.

Why Church Management Software is Essential for Today’s Parishes

A comprehensive and seamless system combined with intelligent outreach features that empower parish staff to focus on their mission while streamlining routine processes are essential to the daily work of today’s parishes.

Through data and insights, church management software allows parish staff to identify opportunities for ministry and determine ways to effectively engage with parishioners. Finding the right channels for communication is so vital in cutting through the noise in our digital-first world. That means leveraging user-friendly digital and mobile opportunities to send messages, alerts, and updates regarding events or milestones that nurture their faith journey.

Pushpay’s LEAD App integrates with our church management software and provides parish leaders with a comprehensive view of individual parishioner profiles, sacraments, involvement, giving, and more. This innovation in church technology empowers your staff and ministry leaders alike to understand and better support your parishioners.

Managing a Growing Parish

As a parish community grows their in-person and online communities, day to day operations like facilities, volunteer, faith formation programs, or livestreaming quality may become challenging for staff to manage. And keeping everyone up to date on important information becomes a massive obstacle to overcome. You need a robust system that streamlines your daily parish operations effectively while also offering the tools to send out rich push notifications, alerts, reminders, emails, and more to individuals, groups, and the masses.

Without these tools from the right parish technology platform, you risk lapses in communication, volunteer management, parishioner engagement, and much more.

The Role of Technology in Parishes

Once upon a time, people communicated by word of mouth; then they moved onto the telephone. Today, cell phones are in almost every pocket and people can text, email, call, or find any other way to send a message to someone else. With a powerful church management software, you can get your message to the eyes of your parishioners in seconds.

With automated alerts, push notifications, scheduled emails, and the ability to send one-off messages whenever you need, you and your parishioners can stay in constant communication remaining up to date on any events, volunteer opportunities, campaigns, and more.

Beyond communication, technology empowers you to spread the Gospel to those who are unable to make it to Mass. With Pushpay’s Resi livestreaming platform, you can reach more people than ever before and invite others to join and worship with you every week. Ignoring technological advances today may lead to a less engaged community tomorrow.

Key Features to Look for in Church Management Software

With a few benefits of parish management software covered, let’s look at the three key features you need to ensure your parish runs effectively and efficiently to support your staff and parishioners every day of the week.

Parish Management

Simplifying routine processes with your parishioners and managing your ministries all in one system is a key feature to look for in church management software. Juggling spreadsheets and managing data in disparate systems not only increases the possibility of inaccurate information but also affects operational costs, efficiency, and your staff’s ability to work together.

A parish management software with a unified experience has many benefits for parish staff such as:

Event Planning and Communication Features

Inviting parishioners to gather as a community throughout the week is an important part of encouraging people to return to Mass every Sunday. By creating an engaging environment of digital and in-person prayer, support, formation, and events, you’re able to develop a vibrant parish life for your parishioners.

A parish management platform with integrated communication tools simplifies keeping everyone connected and on the same page:

• Push notifications to alert members of upcoming events and campaigns
• Liturgical minister or volunteer scheduling
• Booking events and reserving rooms
• Upcoming Mass schedules for holy days of obligation
• Communication tools for ministries and small groups

When it comes to the success of building your parish community, communication is key.

User-Friendly Capabilities

A difficult and outdated system can complicate a parish’s daily operations in numerous ways. It makes ministry work more challenging to complete and even less joyful to carry out.

A system that’s designed to be user-friendly reduces the burden on your staff, simplifies processes, and enhances efficiency so that you can prioritize your mission and pastoral care for the people you serve in your community.

How to Evaluate and Choose the Right Software

When it’s time to choose a parish management software, you need to weigh your parish’s specific needs versus what you’ll get in terms of tools and how much it can cost.

Start by gathering the experts in your parish. Include key decision makers and software experts with insights into what’s trending in parish software, and meet regularly with them to discuss your vision and what technology you’ll need to meet your needs. Many parishes have technology committees that meet throughout the year to discuss their budget, needs, and how it affects their future. Take a look at a recent blog that gathers top questions that we’ve received from parishes around the country inquiring about our software.

Understanding Your Parish’s Unique Needs

We’ve discussed some of the benefits of adopting a parish management system, but at the end of the day, you need to determine which specific obstacles you’re facing.

• If you find that attendance is low, you want to prioritize a communication tool.
• If your parish has trouble funding expenses, a financial monitoring and management tool can help.
• If you find that Mass attendance is full, but events and volunteers are scarce, you should look into a platform that can manage your member data.

From there, choosing the right parish technology becomes easier as you can scratch platforms with too many features off your list.

Comparing Different Options

Does reading through every feature of multiple parish technology platforms seem daunting and overwhelming? We’ll assume the obvious answer is yes. Fortunately, we have a few quick tips to whittle down the options. Here are some questions you should ask:

• Is this platform scalable to my needs?
• Can I choose certain features or add them as I need?
• What if I don’t need every feature listed?
• Is there a simple guide to get me started when I do choose one?
• Is my parish data safe?
• Can I contact you for assistance every step of the way?

Additionally, we have a handy table available to get a quick overview of the features we offer. Take a look to get started!

Budget and Cost Considerations

Some platforms have a large upfront cost (which varies depending on the plan you choose); some parish technology platforms operate on a subscription basis (monthly costs); some have a sign-up fee and then have a monthly maintenance fee. In some cases, data rates may apply to text-based services. Fortunately, most have a free trial period where you can play with the platform and get a feel for it before fully committing.

Once you do choose a platform, it’s important to make sure that you can budget for the costs whether they’re upfront or recurring; however, harking back to financial management tools inherent in platforms like Pushpay, you’ll be able to get deeper insights into costs and how you can reduce excess expenses, increase offertory, and maintain a robust parish technology platform to grow your community.

Implementing the Software and Training Your Team

Congratulations! So you’ve chosen a parish technology platform. Now what? It’s time to get the system up and running and training your team is the next step. Following these simple steps will ensure a smooth adoption and you can all start implementing new tools and reaping the benefits immediately.

Setting Up and Onboarding

Onboarding involves communicating with your team and your parishioners about your new software so that they can begin to:

• Create profiles for your leadership team
• Determine who gets admin permissions
• Create multiple groups for leaders and parish members to have them in the right place from the start
• Sign leaders up for training opportunities

By working closely with your software provider, you’ll be able to onboard efficiently and be ready to learn and lead.

Training for Different User Levels

While Pushpay’s ParishStaq platform is intuitive and easy to use out of the gate, you can always learn more to better leverage the tools to meet your specific needs. Here are a few ways you can get admins and power users in your leadership team more familiar with the solution.

For those who only need minimal training, Pushpay offers on-demand recorded training modules through Pushpay University. Anyone on your team with access can simply log in to start learning. To take your training to the next level, you can reserve a spot in our virtual training sessions where one of our specialists will host a tailored course to teach your staff best practices for the software and answer any specific questions you have to overcome the challenges your parish leadership team faces.

For the most in-depth training, you can schedule time with our Customer Success team to target areas in your workflow where you’ll need more support. Our award-winning staff will always be ready to support you every step of the way.

Ongoing Support and Updates

Regardless of which church management software you choose, you should know that there is a dedicated support team available to help. At a minimum, you should have full access to a library of help articles that can guide you through resolutions step-by-step. Better than that, a dedicated support team to answer customer support tickets is a necessity when FAQs can’t help.

Pushpay offers both of these features, and our Pushpay team is available to answer your questions and solve any technical issues your parish may face.

Lastly, choose a parish management solution that regularly updates the platform to simplify user experience, ensure everything runs smoothly, and protects sensitive data. When in doubt, always reach out and ask the company what their update rollouts look like.

There’s a lot to consider when choosing a church management software, but the benefits are always worth it. At the end of the day, your parish’s number one goal is to connect and grow your community to lead your parishioners in their spiritual journeys. Being bogged down with ad hoc communications and data management tools takes time away from being the beacon in your community. Choosing the right parish software solution alleviates those burdens.

For more information about how Pushpay can help your parish overcome your unique church management challenges, take a look at our software solution for Catholic parishes and dioceses.

As church leaders, your work is people-focused. Your primary mission will always be ministering to your congregants, sharing God’s message, and bringing new members into the fold. Church event management software can make managing the people part of your ministry easy. You can track and review everything from outreach and giving to weekly attendance and special events.

But what happens when all those people arrive at your church? Do you have a system in place to make sure your gatherings go off without a hitch? Integrating church facility management software is an ideal solution to track the business side of your ministry.

Seeing “ministry” and “business” in the same sentence may make you bristle, but growth-oriented leaders know it’s important to look at their operations through a business lens. To keep your church thriving, you need to focus on your parishioners and oversee the places where they gather.

How do you manage your church’s facilities?

Managing church facilities is really just another way of saying, “keeping track of everything else besides the people.” And that list can be long, impacting many areas of your church. You need an efficient way to make sure everyone involved in church operations is on the same page. Consider how you manage these common and important responsibilities:

• Scheduling ongoing work like janitorial and gardening services
• Tracking and reordering your inventory (everything from lightbulbs to coffee creamer)
• Managing vendors, timelines, and church disruptions for special projects like carpet installation or a new roof
• Routine and preventative maintenance checks on HVAC systems
• Reserving meeting spaces and assigning necessary staff

No matter how big or small your church is, these routine responsibilities can’t be missed. Church facilities management may not feel like ministry, but it’s vital to the growth of your community. Imagine someone forgot to reorder creamer or toilet paper?! Missing preventative maintenance on your HVAC system could lead to costly emergency replacement or repair down the line. Even the best systems of sticky notes and bulletin boards leave room for errors!

How about event management?

When planning and managing events, there’s a lot more involved than an RSVP list. Let’s imagine you’re launching a new monthly family game night. How would your team sort out these logistics?

• Sharing the event across multiple communication channels to reach diverse groups within your community.
• Booking the right-sized meeting room. And if attendance is higher than expected, without real-time updates, how will you know to secure a bigger space?
• Enlisting volunteers for set up and food donations.
• Providing lead organizers with a contact list of scheduled helpers. What happens if essential volunteers cancel at the last minute?

Sure, people managed big church events before the advent of software and smartphones, but today’s church communities are tech-savvy and expect modern efficiencies.

The benefits of church event and facility management software

Organizing events and managing facilities with the help of church management software makes church operations easier. That leaves room for you to focus on what matters most, your ministry. By using modern technology, you can know and grow your community, you can streamline communications and outreach, calendaring, giving and attendance tracking, and spreading God’s word.

When event management software is integrated with facility management products, your operations become even more efficient, saving you time and overhead. With all the logistics in place, you can focus on meaningful connections.

The best church facility management software

Which products are essential to your facility’s management? We identified three top performers. Each of these products integrates seamlessly with leading digital church management software used by today’s modern churches.

1. eSpace

eSpace is a Church Facility Management Platform that helps you manage everything connected to your facility space. Their multifaceted platform helps you:

• Track your inventory—everything from copier paper to cleaning supplies.
• Coordinate event bookings to avoid double-booking meeting spaces.
• Track vendor payments and schedules.
• Set reminders for service and preventative maintenance.

2. FrontPorch

FrontPorch helps you get to know your church community better with richer attendance data.

• Using your own Wi-Fi technology, FrontPorch helps you better understand church attendees’ arrival and departure times (especially great if they forget to check in!).
• You can track event and campaign results against event sign-ups and attendance check-ins.
• The platform is optimized to integrate with other church management software.

Most importantly, FrontPorch helps keep visitors from falling through the cracks, so you can stay connected through future pathways.

3. InThrMa

InThrMa’s Energy Management Suite gives you web-based tools so you can integrate, manage, understand, and optimize your HVAC systems. Whether you’re concerned about setpoints and schedules (like on family game night) or other factors like security and energy efficiency, InThrMa gives you in-depth insights to make the best operational decisions for your church community.

Ministering in today’s world means staying true to your lifelong mission while evolving with modern times. Pushpay’s Church Management Software helps you stay organized and connect with your community across all touchpoints. Enhance that connection with streamlined facility management software. Together, those platforms will ensure each visitor’s experience with your church is always effortless, enriching, and uplifting.

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If you’re trying to decide if the 501(c)(3) status is right for your church, you’re in the right place! Whether you’re a pastor preparing to plant a church or a member of an established church’s finance team, we know you have questions. In this guide, we’ll go over everything you need to know about the IRC section 501(c)(3) rules for churches so you can decide if it’s the right option for your church.

In this blog post, we’ll cover:

• Donation trends for churches
• What is a 501(c)(3) church?
• Do you have to file for 501(c)(3) status?
• 501(c)(3) basic rules for churches
• Pros and cons of 501(c)(3)

This post has been written to answer questions about 501(c)(3), offer an overview of the application process, and explore the benefits. But this isn’t intended as professional financial advice or legal counsel. If you need help filing a 501(c)(3) application or have other tax questions, it’s best to get advice from a tax expert or directly from the IRS.

Donation Trends in 2023

It’s no surprise that Americans give generously—it’s estimated that they donate over $50 billion every year to charities and churches across the United States! And with those generous donations, churches nationwide can keep their doors open, reach out to their communities, hire staff, and maintain their physical church building. That’s why monitoring (and increasing) donations is crucial for your ministry’s health!

When it comes to looking at the numbers for individual churches, it can be hard to pinpoint exactly how much they receive in donations. According to Health Research Funding, Protestant church attendees typically donate around $17 a week or around $884 a year. But every church is unique. The different sizes, locations, and people that make up their ministries affects who gives, how much they give, and how often they give. 

A 501(c)(3) status can influence your church’s number of donations, and the growth of your ministry as a whole. But what exactly does a 501(c)(3) entail? And is it the right move for your church? Let’s get into it.

What is a 501(c)(3) church?

501(c)(3) is a tax status from the IRS that exempts a qualified organization from paying federal income tax. Churches with the 501(c)(3) designation don’t have to pay taxes on donations or other sources of income. And their donors can deduct their gifts to the church on their taxes, ​​otherwise known as tax deductible contributions. 

Do you have to apply for 501(c)(3) status?

Short answer: yes. 

The IRS already considers most churches and religious organizations tax-exempt. Check out the IRS’s Publication 557, which says, “a church, its integrated auxiliaries, or a convention or association of churches isn’t required to file Form 1023 to be exempt from federal income tax or to receive tax-deductible contributions.”

But, the official 501(c)(3) status (and determination letter from the IRS that makes it official) isn’t automatically given to all churches with a religious purpose. To get that, you have to apply through the IRS. 

Any time people have to deal with the IRS, it can feel intimidating and confusing. But they’ve got a guide, Tax Guide for Churches and Religious Organizations, to help you navigate the whole process.

The Application

If your church isn’t organized as a trust, a corporation, or an association, or doesn’t have an EIN, you’ll need to get those before you apply.

Once you’ve got all the legal documents ready, you can fill out an application— either Form 1023 or Form 1023-EZ. On your application, you’ll need to provide detailed information about your church’s history, activities, and finances. Fair warning, Form 1023 is 28 pages long all by itself. With all the accompanying attachments, schedules, and other information needed, it’s not unusual for your application to be as long as 100 pages.

The application and approval process can take several months, but your church can enjoy federal income tax exemption once your application is approved (and even while it’s pending).

Here are some more resources straight from the IRS to use as you navigate the 501(c)(3) application process.

• Tax Guide for Churches & Religious Organizations
• Requirements for 501(c)(3)
• Definition of church by the IRS
• Organizational Test for 501(c)(3)
• Form 1023 to Apply for 501(c)(3) status
• The Exempt Organizations Select Check Tool
• Public Disclosure and Availability of Exempt Organizations Returns and Applications 
• An online course created by the IRS to help you apply

But before you start working on that application, there are some responsibilities you need to know about as a 501(c)(3) organization.

501(c)(3) rules to maintain tax exempt status for churches

Ready for some good news? After all the work of organizing and applying, once your 501(c)(3) status is approved, it doesn’t expire! But there are a few steps you need to take to maintain your status (just not another 100-page application). 

Let’s review the IRS’s requirements so you know exactly what to do to protect your ministry from mishaps and penalties. 

1. Your nonprofit can only be run for religious purposes.

2. It can’t primarily focus its activities on lobbying or political efforts.

3. Your organization can’t engage in illegal activities.

4. It can’t primarily benefit a private interest or individual.

5. You can’t generate too much income from a business unrelated to your nonprofit.

6. You need to file and report your income annually.

Advantages and Disadvantages of 501(c)(3)

Now that we’ve waded through the application process and the requirements to maintain a 501(c)(3) status, it’s time to weigh the pros and cons for your ministry.

Advantages

Tax exemption is the first benefit most people think of with 501(c)(3), but there’s more to it for you and your donors. These advantages can help you save money and generate more income, so your ministry can do even more. A church management software unlocks your administration’s full potential to maintain a direct line of communication with your parish and provide updates on religious activity and progress that’s made possible through their gifts.

Builds credibility

501(c)(3) status gives donors and supporters increased confidence that the nonprofit organization is reputable and trustworthy- making people more likely to donate to the cause. 

Makes contributions tax-deductible

Donors want to give to a religious organization that is trustworthy and doing good work. But it doesn’t hurt when they also get to write off their donations on their taxes.

Brings more saving opportunities

Beyond saving money on income tax, 501(c)(3) churches can save on other expenses, from the US Postal Service and state sales tax to private brands ranging from Amazon to Microsoft.

Unlocks access to grants

As a 501(c)(3) church, you can apply for grants to help your cause. A popular grant for churches to claim is the Google Ad Grants, which offers up to $10,000 each month in ad spend (for free!!) for churches to create highly targeted search ads. 

Disadvantages

We’ve talked about all the benefits of a 501(c)(3). Now it’s time for an honest breakdown of the disadvantages that come with the 501(c)(3) tax-exempt status.

Application Cost

There is a cost to become a 501(c)(3) church. Expect to pay somewhere between $275-600 to the IRS for the application fee, but you could easily add on $2,000 in fees by having an expert help you organize and file the application. 

Piles of paperwork

Unfortunately, being exempt from paying federal income tax doesn’t mean that your church is exempt from filing tax returns. You’ll need to file Form 990 with the IRS annually to report the church’s income. Between the requirement of filing to keep your 501(c)(3) status and the chance of an audit at any time, it’s essential to keep all those documents up to date. 

Scrutiny on reports

Once your organization has established that it’s not-for-profit, your financial information becomes public. Anyone can download a copy of your State and Federal filings and see where exactly the money is being spent. While transparency is great at establishing trust with donors, it can also lead to scrutiny if people feel you’re not spending your money as you should. 

Fear of violating terms

Churches may end up second-guessing their choices or feeling like they can’t say exactly what they want to out of fear of losing their 501(c)(3) status. With the strict rules in place, especially around politics and activism, a church could risk losing their exemption status.

Manage and track church finances easily

While this post has been written to give you an overview of the process and benefits, we know we’re not the experts in 501(c)(3) exemptions. The IRS and tax pros are. Our specialty is creating tools for the Church, like secure online giving for churches. 

We’re here to equip busy church administrators with tools that empower them with donor development, easily integrate with their current systems, streamline donor communication, and simplify reporting to your leaders. Every step of the giving journey is backed by top-notch PCI Level 1 compliance, so you know your donors’ data is safe and secure. 

Want to learn more? Schedule a call with one of our product experts!

 

Sources

https://www.irs.gov/charities-non-profits/churches-integrated-auxiliaries-and-conventions-or-associations-of-churches 

https://www.irs.gov/charities-non-profits/churches-religious-organizations

https://www.nolo.com/legal-encyclopedia/are-churches-always-exempt.html  

https://www.financestrategists.com/tax/501c3/501c3-church/