Church Calendar: Preparing for Summer Events

May 23

As I sit to write this article, I still have snow in my backyard. However, the sun is shining and the steady drip of melting ice off my roof reminds me that spring is here, and summer will soon follow. I have so many wonderful memories of summer – especially as a kid:

Vacation Bible School (VBS) at church, with its crafts, songs, and Bible stories.
Bible camp with all my cousins, swimming in the lake and having campfire worship.
Mission trips with my youth group friends, sharing the Gospel in another county.

Summers always gave me so much to be excited about. As an adult, I still look forward to all the fun that summer brings, but I think about it differently as a member of a church staff. Summer can be one of the most dynamic and opportunity-rich times in the life of a church family, but planning events and activities presents an ever-evolving challenge.

Without careful preparation, summer events can become a blur of logistics, sign-up sheets, and last-minute scrambles—distracting us from their true purpose: growing disciples, serving our neighbors, and drawing people into deeper relationship with Jesus.

So how can church leaders best prepare for summer while staying grounded in our mission? How do we plan while balancing activities with restfulness? Here are seven strategies for building a summer calendar that's fruitful, fun, and faithful.

1. Ask Yourself "Why?"

Before you pencil in a single date, gather your team together and ask this simple but powerful question: Why are we doing this?

Summer events should always connect to your church's mission and values. Whether it's outreach-focused (like a community carnival), discipleship-driven (like a youth retreat), or meant for fellowship and refreshment (like a church picnic), knowing the purpose behind each event will guide your planning and help your team avoid burnout.

Ask:

How does this event serve our congregation or our community?
What do we want participants to walk away with—spiritually or relationally?
Is this something God is truly calling us to do this year?

Real-world application: At our church, we evaluated our annual Vacation Bible School program and realized that the program would be more effective if we ran our program in the evenings throughout the summer rather than consecutive weekdays. This enabled us to reach more families at the times they were available to participate as well as recruit more volunteers.

Remember, sometimes the best decision is to say "no" to a good event that no longer aligns with your church's calling in this season. Just because you've done an event in the past doesn't mean you have to do it again! Give your team permission to depart from the past or make changes to accommodate the changing culture of our community.

2. Plan Early. Communicate Often.

Clarity is one of the best gifts you can give your church (and yourself!). Start your summer planning as early as possible and communicate your plans clearly with leaders and church members.

Create a comprehensive Summer Events Calendar that you publish across all platforms:

Church website (with online registration links)
Social media (with shareable graphics for each event)
Weekly email newsletters (highlighting upcoming events)
Printed handouts (for Sunday services)
Announcement slides (during worship)

For each event, clearly communicate:

Dates, times, and locations
Purpose or theme
Registration details and deadlines
What to bring or how to prepare
Contact information for questions

Pro tip: Create a standard "Summer Events FAQ" document that answers common questions about registration, costs, scholarships, volunteer needs, and cancellation policies.

Remember, over-communication is better than under-communication. Families are often managing vacations, sports schedules, and family commitments. The more clearly you outline expectations and timelines, the more likely you'll have strong participation and fewer last-minute issues.

3. Empower Your Leaders and Volunteers

Summer ministry can be taxing, so multiply leadership wherever possible. This not only makes the work more manageable but also disciples leaders by giving them ownership and responsibility.

Practical steps for empowering volunteers:

Provide clear role descriptions with specific responsibilities
Offer training sessions before the summer rush
Create leadership teams rather than placing responsibility on individuals
Establish a mentor system where experienced volunteers guide newcomers
Schedule regular check-ins throughout the summer season

Example: For Vacation Bible School, instead of having staff members lead each station, recruit volunteer "station captains" who own their area completely—from planning to execution. Provide them with resources, a budget, and the authority to build their own teams.

And don't forget to celebrate your team! Host a volunteer appreciation lunch, write personal thank-you notes, or create photo books capturing memories from the summer's events. Recognition and gratitude go a long way in sustaining morale and building a culture of service.

4. Budget with Mission in Mind

Summer events often require extra spending. Whether it's craft supplies for VBS, transportation for a mission trip, or food for a community BBQ, make sure your budget aligns with your goals.

Here are a few helpful tips:

Review last year's expenses and adjust based on what worked (or didn't)
Create a "Summer Ministry Fund" in your budget or as a special giving opportunity
Break down costs per participant to better understand your investment
Seek out sponsors or donors for specific needs (e.g., T-shirts, meals, scholarships)
Research creative funding options like matching grants or community partnerships
Be transparent with the church about financial needs—they're often more willing to give when they see the impact

Budget-stretching idea: Create a "Summer Resource Share" where multiple churches in your area pool or share expensive resources like inflatable games, sound equipment, or curriculum materials.

A well-planned budget is not just about saving money—it's about stewarding resources for maximum kingdom impact.

5. Engage Your Community

Summer is a golden opportunity for outreach. People are more likely to attend outdoor events, kids are out of school, and neighbors may be looking for connection. Think strategically about how your church can be a presence in the community.

Effective community engagement ideas:

Family Movie Nights: Set up a projector on your church lawn with free popcorn and lemonade. Screen family-friendly films and create space for conversation before and after.
Community Service Days: Partner with local organizations to clean parks, stock food pantries, or help elderly residents with yard work.
Parenting Workshops: Offer practical sessions on topics like "Surviving Summer with Teens" or "Screen-Time Strategies for Families."
Neighborhood Block Parties: Take your church to the community by hosting simple gatherings in different neighborhoods where church members live.

Promotion strategies that work:

Create eye-catching yard signs for church members to place in their neighborhoods
Develop relationships with local school counselors who can refer families to your programs
Submit events to community calendars in local papers and online platforms
Post in neighborhood apps like NextDoor or in local Facebook groups
Equip your congregation with simple invitation cards they can hand to friends
Most importantly: when people show up, be ready to connect. Train greeters to identify newcomers, create simple follow-up systems, and design your events with natural conversation spaces where relationships can form.

6. Sabbath Rhythms Still Matter

Summer can feel like a sprint, but it's also a season where people seek rest. As leaders, we need to model healthy rhythms even in the busiest times.

Practical ways to incorporate rest:

Schedule "blackout weeks" on your church calendar where no major events happen
Encourage staff to take vacation time and fully disconnect
Consider lighter Sunday service formats for certain summer weekends
Create rotating schedules so volunteers serve at some events but can attend others as participants
Begin staff meetings with longer periods of prayer and reflection
Provide devotional resources that help families incorporate spiritual practices into vacation time

Church example: One congregation designates July as "Sabbath Month" with simplified worship services, no committee meetings, and an emphasis on personal spiritual renewal. They report starting fall ministries with greater energy and clarity.

Remember, ministry is not about productivity—it's about abiding in Christ and inviting others to do the same.

7. Pray Through Every Plan

Finally, and most importantly – cover your summer season in prayer.

Host a prayer walk through your facilities before the season begins
Create prayer cards for each major event that church members can take home
Establish prayer partnerships between volunteers and participants
Set up a prayer team that commits to daily intercession throughout the summer
Begin and end all planning meetings with specific prayer for the people you'll serve
Create visual prayer prompts around your church building

Practical idea: Create a "Summer Prayer Map" displaying all your events on a timeline with specific prayer points for each week. Make it visually appealing and display it prominently in your church.

Prayer reminds us that we're not just hosting events—we're sowing seeds of eternal impact. And only God can bring the growth.

In Closing

Summer ministry is a beautiful mix of joy, hard work, and divine opportunity. As you plan, remember that God is already at work in your church and your community. Our role is to show up faithfully, plan wisely, and trust Him with the results.

So, grab your calendar, gather your team, and get ready. Summer is coming—and with it, the chance to shine the light of Christ in ways that may last far beyond the season.

Alicia Osgood

Support & Implementation Specialist, Threefold Solutions

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