Big Events:Finance, Plan and Execute Big Outreach In Your City


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Event Concept- ”Lightning Rod”
Marketing Plan- Media + Grassroots
Partnership- Sponsorship
Venue- Needed Facilities
Cost Recovery (Revenue vs. Expenses)
One or more Follow-up Ideas
Target Demographic

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Big Events:Finance, Plan and Execute Big Outreach In Your City

  1. 1. BIG EVENTS: Finance, Plan and Execute Big Outreach In Your City Josh Rhodes Event Team Leader Connect Ministries
  2. 2. The Seed The Church
  3. 3. The Life of a Church Leader <ul><li>Church activities every weeknight </li></ul><ul><li>Building projects </li></ul><ul><li>New ideas </li></ul><ul><li>Maintaining the gym </li></ul><ul><li>Basketball leagues </li></ul><ul><li>Finding volunteers </li></ul><ul><li>Managing your team </li></ul><ul><li>Monitor spending – budget issues </li></ul><ul><li>Meeting face to face with others </li></ul><ul><li>Counseling </li></ul><ul><li>Sifting through mail </li></ul><ul><li>Summer planning </li></ul><ul><li>Marketing your programs </li></ul><ul><li>Lead a bible study </li></ul><ul><li>Entertain 3 families for dinner </li></ul><ul><li>Find the recipe </li></ul><ul><li>Set up Sunday’s classrooms </li></ul><ul><li>Trouble shoot </li></ul><ul><li>Return phone calls </li></ul><ul><li>Designing your materials </li></ul><ul><li>Updating websites </li></ul><ul><li>Staff meetings </li></ul><ul><li>Dealing with conflict </li></ul><ul><li>Going on mission trips </li></ul><ul><li>Organization </li></ul><ul><li>Casting Vision </li></ul><ul><li>Administration </li></ul><ul><li>Building relationships </li></ul><ul><li>Outreach </li></ul><ul><li>Responding to email </li></ul><ul><li>Finding volunteers and coaches </li></ul><ul><li>Hospital visitation </li></ul><ul><li>Decision making </li></ul><ul><li>Retreats </li></ul><ul><li>Meals with meetings </li></ul><ul><li>Try to catch up </li></ul><ul><li>Blah Blah Blah </li></ul><ul><li>More More More </li></ul>Today’s to-do list:
  4. 4. Resources available to the Church <ul><li>More Christian publishers than ever before </li></ul><ul><li>New web pages every day </li></ul><ul><li>Downloadable products </li></ul><ul><li>Extensive research </li></ul><ul><li>Turn key operations </li></ul><ul><li>Instant access to immediate help </li></ul>
  5. 5. The Real World <ul><li>90% of ministers work more than 46 hours a week (Fuller Institute of Church Growth) </li></ul><ul><li>Over 50% do not meet with a prayer partner regularly (Focus on the Family) </li></ul><ul><li>80% of minister’s spouses feel their spouse is overworked </li></ul><ul><li>80% of ministers believe full-time ministry affected their families negatively (Fuller Institute of Church Growth) </li></ul><ul><li>50% felt themselves unable to meet the needs of the job (Fuller Institute of Church Growth) </li></ul><ul><li>70% say they have a lower self esteem now compared to when they started in ministry (Fuller Institute of Church Growth) </li></ul><ul><li>81% spend insufficient time together with their spouse and 53% experience difficulty in raising their children (Leadership) </li></ul>
  6. 6. Image of the Parallels The Church Bubba
  7. 7. Who is Bubba? <ul><li>Maybe he used to come to your church </li></ul><ul><li>Maybe he has never been to your church </li></ul><ul><li>Burned by the church </li></ul><ul><li>Does not want to hear about the church </li></ul><ul><li>Tired of the church asking for his money </li></ul><ul><li>His real life circumstances did not line up with the message of the church </li></ul><ul><li>Not interested in church at all </li></ul><ul><li>No orientation towards Christ </li></ul><ul><li>Does not feel like he can relate to anyone at the church </li></ul><ul><li>Has many other things he would like to do on Sunday morning </li></ul><ul><li>Does not like what he sees when he actually comes to your church </li></ul>
  8. 8. Stats about Bubba <ul><li>Two out of three born again Christians (64%) accept Jesus Christ as their savior before their 18th birthday. (2004) (Barna) </li></ul><ul><li>Mosaics are the generation least likely to strongly agree that they have a personal responsibility to tell others people about their religious beliefs. Compared to the 25% of Mosaics who strongly agree with the tested statement, 30% of Busters, 39% of Boomers and 41% of Elders strongly agree. (2007) (Barna) </li></ul>
  9. 9. Stats about Bubba <ul><li>Of over 1,400 adults polled who have not attended church in at least 6 months (LifeWay): </li></ul><ul><li>A majority are turned off by the institutional church and don’t have a biblical understanding about God and Jesus </li></ul><ul><li>71% believe Jesus makes a positive difference in a person’s life and would enjoy an honest discussion with a friend about spiritual matters. </li></ul><ul><li>A full 72% of the people interviewed said they think the church is full of hypocrites </li></ul><ul><li>78% said they would be willing to listen to someone who wanted to share what they believed about Christianity </li></ul>
  10. 10. Stats about Bubba <ul><li>79% think Christianity is more about organized religion than about loving God and loving people </li></ul><ul><li>72% said they think the church is full of hypocrites, people who criticize others for doing the same things they do themselves </li></ul><ul><li>86% believe they can have a good relationship with God without being involved in church </li></ul>
  11. 11. Stats about Bubba <ul><li>78% said they would be willing to listen to someone who wanted to talk about their Christian beliefs. The number rose to 89% among adults 18-29 years of age. </li></ul><ul><li>Only 28% of adults 30 years and older said they think Christians they know talk to them too much about their beliefs. </li></ul><ul><li>78% of adults 30 years and older said they would enjoy an honest conversation with a friend about religious and spiritual beliefs, even if they disagreed with the friend. </li></ul><ul><li>89% of these unchurched people say they have close friends who are Christians </li></ul>
  12. 12. Jesus’ Example <ul><li>Romans 5:8 – Even in our sin…Christ steps towards the ungodly and dies for them </li></ul><ul><li>John 8 – Jesus defends a woman on the verge of being stoned </li></ul><ul><li>John 4 – Jesus moves towards the woman at the well </li></ul>
  13. 13. Paul’s Example <ul><li>Acts 17 – Paul in Athens </li></ul><ul><li>Paul went where they were (synagogue full of idols) </li></ul><ul><li>Paul entered into conversation (about idol worship) </li></ul><ul><li>Paul listened to their philosophy </li></ul><ul><li>Paul spoke their language (noticed an altar for an “unknown god”) </li></ul><ul><li>Paul answered their questions (they were intrigued) </li></ul><ul><li>Paul presented the gospel of Jesus (AFTER he had established a relationship) </li></ul><ul><li>Paul realized that not everyone would believe (only some followed Christ) </li></ul>
  14. 14. Jesus (and Paul) show us… <ul><li>God calls the Church to move towards Bubba </li></ul><ul><li>God helps the Church speak Bubba’s language </li></ul><ul><li>God has given the Church what Bubba is looking for (through Jesus) </li></ul><ul><li>Bubba does not need our church, he needs Jesus (and eventually the church) </li></ul><ul><li>Bubba wants to be in conversation (relationship) without immediately being invited to church </li></ul>
  15. 15. The Image of the Intersection The Church Bubba Intersections
  16. 16. Church Barriers <ul><li>“ That is not the way we do ministry here” </li></ul><ul><li>“ We have very little in common with them” </li></ul><ul><li>“ We have nothing against their race, we are just different from them.” </li></ul><ul><li>“ We have a very tight budget” </li></ul><ul><li>They will catch on to the fact that we are selling something” </li></ul><ul><li>“ It is just uncomfortable” </li></ul><ul><li>“ They will not like our church once they see the inside of it” </li></ul>
  17. 17. One must Cast a Vision for the Event…Why? <ul><li>Gives motivation </li></ul><ul><li>Gives a forward motion </li></ul><ul><li>Provides Energy to the Idea </li></ul><ul><li>Focuses Priorities </li></ul><ul><li>Unites people and ideas </li></ul><ul><li>Sets high expectation and goals (must remain realistic) </li></ul>
  18. 18. How to Communicate Vision to your Church? <ul><li>Pray. </li></ul><ul><li>Cast it often. Then cast it again. </li></ul><ul><li>Cast it sincerely and honestly. </li></ul><ul><li>Cast it clearly – be precise. </li></ul><ul><li>Cast it at the right time . </li></ul>
  19. 19. Implementing Change <ul><li>Create Dissatisfaction with the status quo </li></ul><ul><li>Involve people in the process </li></ul><ul><li>Create an atmosphere of celebration – reward people. </li></ul><ul><li>Define everyone’s roles </li></ul><ul><li>Measure the progress </li></ul><ul><li>Educate the team/church throughout the process </li></ul>
  20. 20. Re-thinking your System <ul><li>Parking Lot </li></ul><ul><li>Lobby </li></ul><ul><li>Welcome </li></ul><ul><li>Small Groups </li></ul><ul><li>Worship </li></ul><ul><li>Staff </li></ul><ul><li>Volunteers </li></ul><ul><li>Ill. Sophie Grace and picking up toys – I will continue to experience discontent until I create a system that encourages cooperation from my children </li></ul>
  21. 21. Summary <ul><li>Dealt with tension between the Church and Bubba </li></ul><ul><li>The stats prove the tension </li></ul><ul><li>Christ shows us how to overcome the tension </li></ul><ul><li>Vision, Change, and System </li></ul>
  22. 22. Moving Forward <ul><li>This info is foundational in conducting events that Connect your church to your community </li></ul><ul><li>If you move to dreaming before this is understood – you put the cart before the horse </li></ul><ul><li>Events sometimes fail in the idea stage because they are not presented from a foundational level </li></ul><ul><li>John 21 – We are “sent” people </li></ul>
  23. 23. The Blue Print
  24. 24. 10 Key Essentials for Launching a Successful Event
  25. 25. Key Ingredients <ul><li>The church must be spiritually prepared. </li></ul><ul><li>Moving the church through the mentality that people “know where we are and they will visit when they get ready” is a difficult scenario. It takes time. </li></ul><ul><li>Create a plan (through God’s direction) to help prepare the church for a “new way of thinking.” </li></ul><ul><li>Some people might have already grasped the idea of “getting outside the walls” but they are not willing to put forth the effort to join the team – we must prepare them also. </li></ul><ul><li>We must understand – it is a spiritual battle. </li></ul><ul><li>Reduce the clump factor </li></ul>
  26. 26. Key Ingredients <ul><li>Research and Identify your target demographic. </li></ul><ul><li>One must know the specific demographic you are targeting. This will drive your marketing, partnership, and scope of the event. </li></ul><ul><li>As you cast the vision, include the results of your research. This helps the “negative voices” understand the necessity and relevancy of the event. </li></ul>
  27. 27. Key Ingredients <ul><li>3. Generate staff wide support. </li></ul><ul><li>Massive community events must have the support of the Senior Pastor. </li></ul><ul><li>Involve him in the process as much as he desires without it becoming a burden. </li></ul><ul><li>Sit down with each staff member and share the vision individually. This will help you know their level of excitement and involvement. </li></ul>
  28. 28. One Team – Communicating! Pastor Task Force Director Staff Liaison
  29. 29. Key Ingredients <ul><li>Build a well balanced task force team. </li></ul><ul><li>Pray for people that are gifted in the areas you need leaders. </li></ul><ul><li>Communicate clearly the time commitment involved to serve on the team. </li></ul><ul><li>Spread the responsibilities out as evenly as possible. </li></ul>
  30. 30. Sample Task Force Team Task Force Director Corporate Sponsor Dir. Personnel Director Follow Up Dir. Courtesy Director Recreation Program Manager Operations Director Co-Corporate Sponsor Director Marketing Dir. Family Fun Zone Director Spiritual Development Director Volunteer Dir. Concession Dir. Hospitality Dir. Tip Off Meal Dir. Technical Director Logistics Dir. Tournament Dir. Registration Dir.
  31. 31. Organizational Chart (Another Option) Task Force Director Tournament Director Family Fun Zone Director Follow-up Director Concession Director Marketing Director Hospitality Director Logistics Directors Registration Director Technical Director Spiritual Development Director Corporate Sponsor Director Volunteer Director Tip-off Meal Director
  32. 32. Key Ingredients <ul><li>5. Develop the event budget </li></ul><ul><li>Is your event going to be cost recovery? If yes, what are some ways to generate revenue while at the same time attracting the demographic you desire to reach? </li></ul><ul><li>Is it supported through the operating budget of the church? </li></ul><ul><li>*Do not under estimate your financial needs. This has a way of putting the event at risk. God will provide for every vision He inspires. </li></ul>
  33. 33. Key Ingredients <ul><li>6. Identify potential partnering organizations and businesses. </li></ul><ul><li>-What organizations in the community have an interest in the demographic you are targeting? </li></ul><ul><li>-What benefits would they like to receive as a result of partnering with you? (Create win-win relationships) </li></ul><ul><li>-Approach the right people. </li></ul><ul><li>-Cast the vision well and cast it large. </li></ul>
  34. 34. Key Ingredients <ul><li>7. Execute your marketing plan. </li></ul><ul><li>Utilize every channel you (and your team) have to distribute the materials. </li></ul><ul><li>Create a marketing distribution team. </li></ul><ul><li>Utilize everyone. </li></ul><ul><li>Ensure that your material is well designed and provides the information people will need to make a decision. </li></ul><ul><li>Make sure the material has a “Call to Action.” </li></ul>
  35. 35. Key Ingredients <ul><li>8. Implement a comprehensive logistics plan </li></ul><ul><li>A well thought through logistics plan is like putting together a 1000 piece puzzle. </li></ul><ul><li>Create an event timeline that details everything that has to be done leading up to the event. </li></ul><ul><li>By investing time in the logistics area, you reduce the amount of stress on the day of the event. </li></ul><ul><li>People notice events that “think of everything.” </li></ul>
  36. 36. Key Ingredients <ul><li>9. Mobilize volunteers. </li></ul><ul><li>Impress upon your church the necessity of involving as many people as possible in the actual event. It is impossible to have too many. The more people…the more conversations…the more conversations…the more intersections…the more life change. </li></ul><ul><li>Training the volunteers prior to the event (Tip-off Meal) </li></ul><ul><li>Provide guidance during the event through a coordinator </li></ul><ul><li>Celebrate the volunteers after the event. </li></ul>
  37. 37. Key Ingredients <ul><li>10. Assimilate new people into the life of the church. </li></ul><ul><li>Begin developing a “follow-up” plan day one. </li></ul><ul><li>Provide adequate resources to do excellent follow-up. </li></ul><ul><li>Make your follow-up strategy relevant to the demographic you are targeting. </li></ul>
  38. 38. Planning an Event
  39. 39. Details of your Event Plan <ul><li>Event Concept- ”Lightning Rod” </li></ul><ul><li>Marketing Plan- Media + Grassroots </li></ul><ul><li>Partnership- Sponsorship </li></ul><ul><li>Venue- Needed Facilities </li></ul><ul><li>Cost Recovery (Revenue vs. Expenses) </li></ul><ul><li>One or more Follow-up Ideas </li></ul><ul><li>Target Demographic </li></ul>
  40. 40. Picture of the Day <ul><li>Connect 3 on 3 Basketball Tournament </li></ul><ul><li>Family Fun Zone </li></ul>
  41. 41. Picture of the Day Sample Schedule for the Weekend Friday 4:00 p.m. Meet to set up for tip-off meal 6:00 Tip-off meal 6:45 Tip-off meal program 7:30 Meet with volunteers for each task force work group 8:15 Begin assembling the hospitality bags Saturday 5:00 a.m. Meet for prayer experience 5:15 Begin set-up for tournament registration and family fun zone 7:00 Set-up complete 7:05 Registration begins 8:00 Team captain meeting 8:30 Games begin 10:00 Family Fun Zone Opens 11:30 Lunch 12:15 p.m. $10,000 Hot Shot competition(optional) and Gospel presentation 12:30 Games resume (Tournament begins) 3:00 Family Fun Zone Closes 3:00 Championship Rounds begin 4:45 Award Ceremony 5:00 Clean-up efforts begin 5:30 Follow-up team meets to immediately respond to all event participants
  42. 42. Basketball Tournament <ul><li>Approach to league play and elimination play </li></ul><ul><li>Enforce rules and etiquette (Captain’s Meeting) </li></ul><ul><li>Security (Logistics will help this part) </li></ul><ul><li>Court host and referees </li></ul><ul><li>Bracket Development for league and elimination play </li></ul><ul><li>$10,000 Hot Shot </li></ul><ul><li>Trophy Presentation </li></ul>
  43. 43. Marketing Director <ul><li>Responsible for all advertising and publicity surrounding the 3 on 3 Basketball Tournament and Family Fun Zone. </li></ul><ul><li>Recruit and motivate a team of people who can creatively promote this event to both the community and to the church body. </li></ul><ul><li>Implement and expand the provided Marketing Plan. </li></ul><ul><li>Invite the community to come to this event. </li></ul>
  44. 44. Red Zone - Blue Zone - Orange Zone - Green Zone - Yellow Zone - April 9 th , 2011 Regions Park, Hoover, AL
  45. 45.
  46. 46.
  47. 47.
  48. 48.
  49. 49. Poster
  50. 50. <ul><li>Registration Flyer Front </li></ul>
  51. 51. Registration Flyer Back
  52. 52. Yard Sign
  53. 53. Postcard Front and Back
  54. 54. Family FunZone Flyer
  55. 57. Mass Media
  56. 58. Social Networking @connectjosh Become A “Fan”! “ Connect 3on3 Basketball Tournaments”
  57. 59. Corporate Sponsor Director <ul><li>Leads the effort to raise enough financial resources to support the event. </li></ul><ul><li>This is done through a 3-tier sponsorship opportunity (provided by Connect 3 on 3) </li></ul><ul><li>Cultivate marketing support in the sponsor’s place of business (i.e. Publix) </li></ul>
  58. 71. 118 TEAMS! Connect 3on3 Record!
  59. 72. $10,000 Hot Shot Contest
  60. 73. $10,000 HOT SHOT Winner Pineville, LA- 10.13.07
  61. 74. Contact Information Josh @connectjosh