Ministry Expo Planning Guide
(Download a PDF of this guide HERE - 60kb )

Getting People Involved

One of the most frequently asked questions about convincing people to adopt stewardship as a way of life is: “How can we get people interested in actually volunteering their time and talent?”

A Ministry Expo or Fair may be the answer for your parish where all parish organizations and ministries set up a booth or table to inform parishioners what they are all about. An Expo puts potential volunteers in face-to-face communication with people who have experience with volunteer activities at the parish. An Expo invites personal commitment and gives potential volunteers a chance to find out what kinds of stewardship opportunities are available to them. The excitement of volunteers rubs off on others who are just in the “thinking it over” stage.

In addition, a Ministry Expo is a celebration of the participation, contributions and importance of the world of those in parish ministry. It allows all parishioners to recognize with pride the value provided by the parish volunteers. The festival is a method of focusing attention on the stewardship of time and talent and educating parishioners on the importance of involvement in the life of the Church. Ministry Expos can greatly enhance the success of your annual stewardship renewal if planned and executed correctly. There are several reasons for this:

• Expos bring people together who are already involved with various organizations.
• With proper planning, Expos can attract many new faces from the parish, bringing even more people together at one time.
• Expos provide two things: a social –type gathering and information about parish life.
• Expos do not deal with the treasure aspects of stewardship. Instead they focus directly on time and talent.

Expo Team

• Get the Pastor’s approval and with his in-put decide:
  
  -Date
  -Location
  -Budget
• Make a list of all the sub-committees needed to assist with the Ministry Expo and identify parishioners who may be gifted to serve on them. Some possible areas to consider:
  
  - Brochure / Ministry Catalogue
  -Liturgy
  -Data entry
  -Mailing
  -Greeting / Hospitality
  -Refreshments
  -Public relations
  -Set-up and decorations
  -Clean-up
  -Activities for Youngsters
• Ask the Parish Staff for a list of the current ministries and contact names. Be sure not to leave anyone out. However, do not “force” organizations to participate.
• Mail letters to ministry chairpersons inviting them to host a table at the Expo. Be specific regarding the time commitment and expectations.
• Request each ministry chair to complete a Ministry Position Description form. This will ensure that accurate information is communicated in the Time & Talent brochure. (Even if an organization is not participating, request the Ministry Position Description.)

Planning the Layout

• Plan the table layout configuration for all participating parish groups, making sure that each is equally accessible and in the normal flow of traffic. (Avoid dead-end corners or awkward set-ups.)
• Have a meeting to acquaint organizational participants with the mission of the Expo. Set an up-beat tone and encourage creativity and interactive displays.
• Communicate the specifics for set-up, i.e., date, time, exact location for each display, etc.

Refreshments and Hospitality

• Schedule a group to serve as greeters and to help direct the flow of traffic. Consider inviting the Youth Group or representatives from a number of organizations.
• Plan refreshments. Think about:

  -What will be served?
  -Who will purchase and pick-up the food?
  -Who will serve?
  -Any special set-up, i.e. refrigeration, etc.
  -Clean up

Public Relations

• Send reminders to parish leaders about responsibilities and timelines.
• Prepare bulletin announcements.
• Prepare pulpit announcements.
• Prepare a website announcement.
• Signs and posters for parish facility and civic community locations.
• Prepare a media release (local cable network or newspapers, Catholic Spirit).

Activities for Youngsters

• Consider inviting the Youth Group to spearhead this area of the Expo.
• Games & crafts
• Videos/cartoons
• Sing-alongs
• Childcare

Decorations

• Special decorations that capture the theme and attract people from Mass to the Expo site.
• Have a contest for most creative display.
• Signs or banners identifying each display.

Set-up

• Tables, chairs, banners, materials
• If outside, will a tent be used?
• Any special tools needed for set-up, i.e. hammer, staple-gun, etc.
• When will set-up take place? Who will set-up?
• Set up an extra table to serve as both an Information Booth and a First Aid Station. Be sure it is well-marked and supplied.

Liturgy

• Music to reflect being “gifted and called.”
• Environmental art to reflect Time & Talent.
• Procession of Ministries
• Stewardship Prayer
• Homily or Lay Witness
• Litany of Ministries
• Pulpit announcement to encourage attendance.

Clean-up

• Who is responsible?
• Have a plan

  - When will clean up be done?
  - Are there other activities scheduled afterward that should be considered?

Follow-up

• Up-date the parish database (add those new to the ministry, delete those who have decided to take a break.)
• Acknowledge every response with a personalized letter and/or a phone call.
• Be sure each ministry leader receives the contact information of those who have expressed an interest.
• Schedule training for new ministers and consider assigning a mentor.
• Add the new ministers to the parish schedule.

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