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4 tips for children’s ministry event planning and communication

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May 27, 2021

A few weeks ago, a pastor friend who supervises children’s ministry staff at his church reached out to me and asked, “If you were coaching a children’s ministry leader on event planning and communication, what tips would you give them?” My friend’s question is a great one. After all, children’s ministers have a lot of people with whom they need to communicate. 

When planning for events or ministry initiatives, it’s important to be on the same page with other church staff. On at least a weekly basis, it’s necessary to have regular communication about the service schedule and weekly teaching plan with your volunteers. And speaking of volunteers, it’s essential to have a clearly communicated assimilation process — application, background check, interview, and training — for those who desire to begin serving in the ministry for the first time. Oh, and I haven’t begun to talk about the need to communicate with parents, to promote events through regular announcements, and to think intentionally about how your ministry might use social media as an equipping resource.

Many children’s ministers stepped into their ministry roles with backgrounds in education — even Christian education — but fewer of us had training in event planning and administration when we began. We might know how to interpret the Bible and teach the next generation, but we have a lot to learn about managing a ministry. 

With these realities in mind, I forwarded my friend’s question to several organized ministry leaders that I know. Here are their encouragements:

First, begin your communication about events or ministry initiatives as early as possible. 

Sandra Peoples, who is a disability consultant for the Southern Baptists of Texas Convention and a women’s and disability ministry leader at Heights Baptist in Alvin, Texas, told me, “At our church, anything that’s going on the calendar needs to be requested at least two months in advance. It gets discussed and approved at staff meetings. Then, we begin the planning process.” 

I love Sandra’s idea of a two-month planning minimum, but for larger, church-wide events like vacation Bible school or a community harvest festival — or with any communication of events in a very large church — the communication will need to start even earlier. In his article, “Leadership and Church Size Dynamics: How Strategy Changes with Growth,” Dr. Timothy Keller makes clear that an increasing redundancy of communication is even more necessary as a church grows. Keller writes, “Without multiple forms and repeated messages, people will feel left out and complain, ‘I wasn’t told about it.’ You know you’ve crossed into a higher size category when . . . informal communication networks (pulpit announcements, newsletter notices, and word of mouth) are insufficient to reach everyone.” Once that is the case more lead time is necessary to communicate effectively; fluency is the goal. As Heather Thompson, communications director at Paradox Church in Ft. Worth, Texas, told me, “When you are tired of saying it, that may be just the beginning of people starting to get it.”

Second, as you plan the event, use a checklist. 

If you’ve purchased a vacation Bible school director’s guide or any sort of event planning kit from a Christian publisher, you’ve likely discovered that those kits contain planning timelines or checklists that begin up to a year in advance. Peoples told me that an event planning checklist her church uses includes details like “room setup, registration, graphic design, turning on the AC, and getting keys to whoever needs them.” But the checklists also cover matters of communication. 

In fact, director’s guides and resource kits may even include sample email communication for volunteers and parents or promotional materials such as videos, posters, mailers, and graphics for the church bulletin or social media. One of the great things about these kits is that they not only give you these resources for communication, they also tell you exactly when in the planning process to use them.

When planning an event without any sort of pre-set guide or kit, I’ve often taken a planning checklist that I’ve used before (for an event like child dedication, for example), and then I’ve adapted it as a template for the new event. I just make any necessary adjustments (e.g., enough recruiting lead time for events that require more volunteers) and then follow the checklist step-by-step.

Third, be consistent with your regular communication. 

Consistency with the channels you use to communicate will help the parents in your church and the volunteers who serve in your ministry know where to find the information they need. If, for instance, you’re consistent with sending out the children’s ministry schedule and curriculum via email each Tuesday morning, teachers will learn to look for it on that day in their Inbox. It can be possible to use too many communication platforms, narrowing your communication to one landing page on your website and the most used social media platforms can make your communication more clear.

Jared Crabtree serves as pastor of Families at Redeemer Fellowship Midtown in Kansas City, Missouri. He told me that his team works to have a presence on Facebook and Instagram that follows a regular schedule — ”typically a video with one of our staff or leaders teaching hand motions for the lesson memory verse on Mondays and something like an activity or resource for families on Wednesday or Thursday as well as regular volunteer highlights.” 

I love that the Redeemer team is intentional about celebrating volunteers, because, as Thompson told me, “Regular communication should not just revolve around announcements, promotions, or policies. Great communication is an ‘encouragement channel’ that celebrates what you value; it’s consistently communicating your vision and values for your team and the people you serve.”

Sandra Peoples highlighted another reason for a consistent communications schedule or planning checklist. It minimizes decision-making. “You don’t have to think of everything every time,” she said. “Make one decision that you can apply over and over when possible. I do this in dozens of ways. I have assigned days for posts on social media and a schedule for what I want to share; I also wear the same shirt every Monday, and we always have the same meals on the weekends.” 

I get it. We have Taco Tuesdays and Tuscan Thursdays (pizza or spaghetti) every week at the Kennedy house! As Peoples told me, “It may feel restricting for creative types at first, but then they realize how much brain space they have for the things that really matter when they put the rest on auto-pilot.” Planning in advance when you’re going to post on social media gives you the opportunity to be more deliberate about what you say and the tone with which you say it. It also gives you the time to have a well-rounded plan that addresses each of your target audiences — parents, children, and team members. Planning ahead gives you the opportunity to be prayerful, deliberate, and intentional.

Finally, make event planning and communication a team project. 

Rachel Mills and Alix Carruth, who serve with Crabtree at Redeemer Fellowship, run one of the best children’s ministry Instagram accounts I’ve seen. To help with consistency, they’ve put together a shared spreadsheet that maps their regular social media posts, and they use Slack, a team communication app, to share ideas for headlines. Carruth told me, “We alternate days of posting on Facebook and Instagram, but we meet every two weeks to plan for two weeks in advance so that we can be two weeks ahead.” 

Working together makes Mills and Carruth’s work lighter. Teamwork makes the dream work! It provides built-in accountability, too. Whether you’re leading a children’s ministry as a volunteer, serving as the only staff member, or part of a larger team, it’s important that you find others in your church who can help you bear the communication load.

All leaders communicate, and as Proverbs 25:11 (NKJV) says, “A word fitly spoken is like apples of gold in settings of silver.” If you are a children’s ministry leader, you have a unique communication burden due to the numerous communication channels you have to manage — with fellow church staff, volunteers, parents, and the congregation as a whole. It’s one that can be carried with God’s help. By prayerfully planning ahead, using a checklist, being consistent, and working with a team, you can communicate in a way that’s gentle, intentional, and effective. 

Jared Kennedy

Jared is the husband of Megan and father to Rachael, Lucy, and Elisabeth. After serving fifteen years on staff at local churches, Jared now works as an editor for The Gospel Coalition, coaches children's ministers through Gospel-Centered Family, serves on the Theological Advisory Council for Harbor Network, and teaches as an adjunct instructor … Read More

Article 12: The Future of AI

We affirm that AI will continue to be developed in ways that we cannot currently imagine or understand, including AI that will far surpass many human abilities. God alone has the power to create life, and no future advancements in AI will usurp Him as the Creator of life. The church has a unique role in proclaiming human dignity for all and calling for the humane use of AI in all aspects of society.

We deny that AI will make us more or less human, or that AI will ever obtain a coequal level of worth, dignity, or value to image-bearers. Future advancements in AI will not ultimately fulfill our longings for a perfect world. While we are not able to comprehend or know the future, we do not fear what is to come because we know that God is omniscient and that nothing we create will be able to thwart His redemptive plan for creation or to supplant humanity as His image-bearers.

Genesis 1; Isaiah 42:8; Romans 1:20-21; 5:2; Ephesians 1:4-6; 2 Timothy 1:7-9; Revelation 5:9-10

Article 11: Public Policy

We affirm that the fundamental purposes of government are to protect human beings from harm, punish those who do evil, uphold civil liberties, and to commend those who do good. The public has a role in shaping and crafting policies concerning the use of AI in society, and these decisions should not be left to those who develop these technologies or to governments to set norms.

We deny that AI should be used by governments, corporations, or any entity to infringe upon God-given human rights. AI, even in a highly advanced state, should never be delegated the governing authority that has been granted by an all-sovereign God to human beings alone. 

Romans 13:1-7; Acts 10:35; 1 Peter 2:13-14

Article 10: War

We affirm that the use of AI in warfare should be governed by love of neighbor and the principles of just war. The use of AI may mitigate the loss of human life, provide greater protection of non-combatants, and inform better policymaking. Any lethal action conducted or substantially enabled by AI must employ 5 human oversight or review. All defense-related AI applications, such as underlying data and decision-making processes, must be subject to continual review by legitimate authorities. When these systems are deployed, human agents bear full moral responsibility for any actions taken by the system.

We deny that human agency or moral culpability in war can be delegated to AI. No nation or group has the right to use AI to carry out genocide, terrorism, torture, or other war crimes.

Genesis 4:10; Isaiah 1:16-17; Psalm 37:28; Matthew 5:44; 22:37-39; Romans 13:4

Article 9: Security

We affirm that AI has legitimate applications in policing, intelligence, surveillance, investigation, and other uses supporting the government’s responsibility to respect human rights, to protect and preserve human life, and to pursue justice in a flourishing society.

We deny that AI should be employed for safety and security applications in ways that seek to dehumanize, depersonalize, or harm our fellow human beings. We condemn the use of AI to suppress free expression or other basic human rights granted by God to all human beings.

Romans 13:1-7; 1 Peter 2:13-14

Article 8: Data & Privacy

We affirm that privacy and personal property are intertwined individual rights and choices that should not be violated by governments, corporations, nation-states, and other groups, even in the pursuit of the common good. While God knows all things, it is neither wise nor obligatory to have every detail of one’s life open to society.

We deny the manipulative and coercive uses of data and AI in ways that are inconsistent with the love of God and love of neighbor. Data collection practices should conform to ethical guidelines that uphold the dignity of all people. We further deny that consent, even informed consent, although requisite, is the only necessary ethical standard for the collection, manipulation, or exploitation of personal data—individually or in the aggregate. AI should not be employed in ways that distort truth through the use of generative applications. Data should not be mishandled, misused, or abused for sinful purposes to reinforce bias, strengthen the powerful, or demean the weak.

Exodus 20:15, Psalm 147:5; Isaiah 40:13-14; Matthew 10:16 Galatians 6:2; Hebrews 4:12-13; 1 John 1:7 

Article 7: Work

We affirm that work is part of God’s plan for human beings participating in the cultivation and stewardship of creation. The divine pattern is one of labor and rest in healthy proportion to each other. Our view of work should not be confined to commercial activity; it must also include the many ways that human beings serve each other through their efforts. AI can be used in ways that aid our work or allow us to make fuller use of our gifts. The church has a Spirit-empowered responsibility to help care for those who lose jobs and to encourage individuals, communities, employers, and governments to find ways to invest in the development of human beings and continue making vocational contributions to our lives together.

We deny that human worth and dignity is reducible to an individual’s economic contributions to society alone. Humanity should not use AI and other technological innovations as a reason to move toward lives of pure leisure even if greater social wealth creates such possibilities.

Genesis 1:27; 2:5; 2:15; Isaiah 65:21-24; Romans 12:6-8; Ephesians 4:11-16

Article 6: Sexuality

We affirm the goodness of God’s design for human sexuality which prescribes the sexual union to be an exclusive relationship between a man and a woman in the lifelong covenant of marriage.

We deny that the pursuit of sexual pleasure is a justification for the development or use of AI, and we condemn the objectification of humans that results from employing AI for sexual purposes. AI should not intrude upon or substitute for the biblical expression of sexuality between a husband and wife according to God’s design for human marriage.

Genesis 1:26-29; 2:18-25; Matthew 5:27-30; 1 Thess 4:3-4

Article 5: Bias

We affirm that, as a tool created by humans, AI will be inherently subject to bias and that these biases must be accounted for, minimized, or removed through continual human oversight and discretion. AI should be designed and used in such ways that treat all human beings as having equal worth and dignity. AI should be utilized as a tool to identify and eliminate bias inherent in human decision-making.

We deny that AI should be designed or used in ways that violate the fundamental principle of human dignity for all people. Neither should AI be used in ways that reinforce or further any ideology or agenda, seeking to subjugate human autonomy under the power of the state.

Micah 6:8; John 13:34; Galatians 3:28-29; 5:13-14; Philippians 2:3-4; Romans 12:10

Article 4: Medicine

We affirm that AI-related advances in medical technologies are expressions of God’s common grace through and for people created in His image and that these advances will increase our capacity to provide enhanced medical diagnostics and therapeutic interventions as we seek to care for all people. These advances should be guided by basic principles of medical ethics, including beneficence, non-maleficence, autonomy, and justice, which are all consistent with the biblical principle of loving our neighbor.

We deny that death and disease—effects of the Fall—can ultimately be eradicated apart from Jesus Christ. Utilitarian applications regarding healthcare distribution should not override the dignity of human life. Fur- 3 thermore, we reject the materialist and consequentialist worldview that understands medical applications of AI as a means of improving, changing, or completing human beings.

Matthew 5:45; John 11:25-26; 1 Corinthians 15:55-57; Galatians 6:2; Philippians 2:4

Article 3: Relationship of AI & Humanity

We affirm the use of AI to inform and aid human reasoning and moral decision-making because it is a tool that excels at processing data and making determinations, which often mimics or exceeds human ability. While AI excels in data-based computation, technology is incapable of possessing the capacity for moral agency or responsibility.

We deny that humans can or should cede our moral accountability or responsibilities to any form of AI that will ever be created. Only humanity will be judged by God on the basis of our actions and that of the tools we create. While technology can be created with a moral use in view, it is not a moral agent. Humans alone bear the responsibility for moral decision making.

Romans 2:6-8; Galatians 5:19-21; 2 Peter 1:5-8; 1 John 2:1

Article 2: AI as Technology

We affirm that the development of AI is a demonstration of the unique creative abilities of human beings. When AI is employed in accordance with God’s moral will, it is an example of man’s obedience to the divine command to steward creation and to honor Him. We believe in innovation for the glory of God, the sake of human flourishing, and the love of neighbor. While we acknowledge the reality of the Fall and its consequences on human nature and human innovation, technology can be used in society to uphold human dignity. As a part of our God-given creative nature, human beings should develop and harness technology in ways that lead to greater flourishing and the alleviation of human suffering.

We deny that the use of AI is morally neutral. It is not worthy of man’s hope, worship, or love. Since the Lord Jesus alone can atone for sin and reconcile humanity to its Creator, technology such as AI cannot fulfill humanity’s ultimate needs. We further deny the goodness and benefit of any application of AI that devalues or degrades the dignity and worth of another human being. 

Genesis 2:25; Exodus 20:3; 31:1-11; Proverbs 16:4; Matthew 22:37-40; Romans 3:23

Article 1: Image of God

We affirm that God created each human being in His image with intrinsic and equal worth, dignity, and moral agency, distinct from all creation, and that humanity’s creativity is intended to reflect God’s creative pattern.

We deny that any part of creation, including any form of technology, should ever be used to usurp or subvert the dominion and stewardship which has been entrusted solely to humanity by God; nor should technology be assigned a level of human identity, worth, dignity, or moral agency.

Genesis 1:26-28; 5:1-2; Isaiah 43:6-7; Jeremiah 1:5; John 13:34; Colossians 1:16; 3:10; Ephesians 4:24