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Establishing an Event Planning Team

By Alexis and Ashley

Like a clock, there are numerous moving parts within event planning that need to sync together for it to be successful. However, instead of gears, the "components" are called details. These details are powered behind the scenes by an event planning team. But I know what you are thinking, do I really need a team? The answer is YES!

Working within a team atmosphere fosters creative and effective brainstorming. How? By allowing members to openly share and snowball off each other's ideas. Which in turn can create thrilling experiences and a unique event. A team also encourages problem solving by bringing together different perspectives on how to address a problem.

Additionally, a team allows for tasks to be delegated so that each person is responsible for different aspects of the event. This environment inspires members to work hard in order to meet certain expectations. Or if there is a someone who is struggling, they can turn to the team for help. Nonetheless, having a team to help you navigate, prepare and execute an event can help reduce stress. Whether you are planning an event for 1,000 guests or 20, a planning team is a valuable asset for numerous reasons.

Here is a breakdown of the different branches that can make up this team:

1. Team Leader (aka you the planner)
As team leader, you are the director of this cruise ship. Obviously, there are specific event details that you will have to handle. You are the main point of contact and all communication with the venue goes through you. When it comes to the team, your job is to establish goals as well as a timeline, help where needed and oversee all of the teams to make sure they are on track. In other words, you have your thumb in all of the team pies.

2. Treasury Team
Obviously, this team is in charge of the event financials. Their duties include fundraising (if needed), keeping track of costs and updating the budget records. Furthermore, they receive and organize registration payments.

3. Creative Team
This team is tasked with creating and distributing any form of marketing or creative content for the event. Their duties include managing event social media pages, website, an on line live feed, creating posters and/or flyers, distributing marketing materials (if needed). Additional resources they may be asked to assist with could include creating registration forms or informational handouts for guest packets or workshops, event swag, slides for worship or speakers. During the event this team can be seen capturing footage and collecting event feedback.

4. Activities Team
The Activities Team is in charge of planning, preparing and executing all activities at the event. So, for instance, they would be in charge of field games, indoor games, crafting workshops, putting together or booking a worship team and booking guests speakers. Depending on how large of an event you are hosting, you could create a Worship Team that solely focuses on that aspect of the event.

5. Operations Team
The Operations Team is truly your behind the scenes team. They are rarely seen by your guests, and often are supporting other teams in making their plans and vision a reality. This team strategizes closely with your Volunteer team, recruiting the labor it needs to pull off the operational tasks. The Operations team could be front of the house welcoming guests, staffing the event swag table, or serving appetizers for a meet and greet. They could be backstage preparing a set change, setting up an obstacle course in the field, or organizing the college volunteers for KP duty.

6. Security and Wellness Team
This team has numerous responsibilities. They are in charge of receiving and organizing the returned registration and health forms. Along with managing the registration table. Additional duties include, creating an emergency plan, conducting head counts throughout the event and caring for an injured guest. The team would also assist with disciplinary action, for example, if guests become too rowdy during worship or quite hours. Members would be in charge of creating and explaining new health recommendations with counselors. For instance, cleaning and hygiene.

7. Volunteer Committee
This committee is in charge of recruiting as well as preparing volunteers for the event. For example, expressing their specific duties during certain times of the event. Volunteers are a wonderful resource, especially when it comes to setting up and tearing down. However, depending on your event size, you may or may not need to establish this committee.

There are numerous benefits to creating an event planning team. No matter how small or large the detail, each team member will play an important role in the planning process. As the leader, it is important that you clearly express your vision for the event and what you need from the committee. Make sure each team is aware of their specific duties and what is expected of them. It may be beneficial if you create some form of a handout that states this information as well as a timeline with due dates. This will help avoid any confusion down the road.

Christian Retreats Network /

Based at Lake Williamson / PO Box 620 / Carlinville, IL 62626