How to Coordinate a Church Outing

Want to improve your church attendance, enhance involvement, bring people closer to faith and raise funds with group outings? Follow these steps to coordinate a fun, well-organized and well-planned gathering!

1. Brainstorm Ideas

Think of some event ideas. Do you want a laid-back hangout so members can get to know each other? Or do you want to host a fundraiser to benefit youth programs and church mission trips? If you don’t have a formal church event planner, ask for volunteers or build an event planning committee. 

2. Determine a Location 

Choose where you want your church activities to take place. If you’re hosting a conference or holiday gala, research venues with enough space for your formal gathering. When planning memorable and exciting experiences, look up the best things to do by city, state and region.

3. Select a Date and Time 

Decide when you’d like your event to happen. Is there a standard amount of gatherings your church wants to organize seasonally and annually? Ensure coordinators and volunteers have availability to work together. Schedule your outings several weeks or months in advance for the best results. 

4. Promote Your Church Event

Inform your church members, friends, family and community about the upcoming gathering. Provide details by word-of-mouth, posters, your website and social media. Ensure you’re clear about who, what, when, why and how so everyone knows what to expect. 

5. Estimate Your Total Attendance

Send out RSVPs or create an event sign-up sheet — you can provide invites virtually or physically. After gathering a guest list and learning how many attendees to anticipate, it’s time to plan accordingly. Ensure you have enough space, food, tables, seating and activities for everyone involved. 

6. Book Your Transportation in Advance

Coordinate your transportation. Are you planning a half-day event, weekend retreat or week-long experience for your church groups? Find safe and comfortable vehicles using BusRates. Our directory of rental charter bus operators provides an easy way to shuttle 30 to 61 people to and from each location. Keep your luggage organized, stay entertained with luxurious amenities and make memories traveling together. 

7. Have Fun and Plan Your Next Gathering

Enjoy the drive to your church outing! Look up scenic routes, landmarks, attractions and restaurants to experience along the way. Complete your planned activities and ask for feedback at the end of your event to learn what worked well.

Want to coordinate a volunteer event, sports game, concert, theme park experience or travel trip for your next outing? To start planning and budgeting, search our directory of providers for rental bus transportation and request a quote today!