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OPUS.PRO FOR AI SHORTS & REELS
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🕰️TIMECODES
00:00 Dodgeball in a Cornfield & Summer Youth Ministry
00:55 My Secret Sauce Strategy
01:46 Monday’s Post
03:17 Wednesday’s Post
04:25 Friday’s Post
05:08 Bonus Ideas
06:11 Amazing Deal

--------------
TRANSCRIPT
00:00:00:06 - 00:00:29:07
Nick Clason | Hybrid Ministry
Consistency is hard unless you have a system. So steal mine if I'm giving you permission. So can we just be honest? Like summer youth ministry is kind of like playing dodgeball in a cornfield. No walls, no rules. Just pure chaos. You're leaders gone. You're students at camp. You simply trying to keep your Instagram feed, not looking like a ghost town.

00:00:29:08 - 00:00:56:22
Nick Clason | Hybrid Ministry
Well, in this video, I'm going to share with you my weekly social media strategy and how I grew a YouTube channel, along with several other social accounts to over 900 subscribers, completely organically. And best yet, it's actually all available to you. Link in the description. For less than a cost of a weekly cup of Starbucks. Welcome, my friends, to the Hybrid Ministry show.

00:00:56:24 - 00:01:18:22
Nick Clason | Hybrid Ministry
Well hey everyone, welcome to the Hybrid Ministry show. If you and I haven't had a chance to meet you. My name is Nick Clayton and in the trenches youth pastor currently serving on assignment in the DFW Dallas Fort Worth area. And I've been passionate about this thing. Digital ministry. I'm trying to make it, possible, accessible and frankly, easy for all of us.

00:01:18:22 - 00:01:45:12
Nick Clason | Hybrid Ministry
And I have a full proof system that I actually I want to share with you. And like I said in the open, steal it, man, it is yours. And so every single Monday, I post some sort of spiritual real. My goal, my goal is to post two pieces of content per day. However, what I recommend for most churches and most youth pastors who, maybe don't have as big of a team or as much experience with content is to post three reels per week.

00:01:45:12 - 00:02:04:25
Nick Clason | Hybrid Ministry
So if you are following my proposed and recommended secret sauce strategy, it would be posting some sort of spiritual reel per day. Now, if you prefilled your messages, or even if you like, capture your video live in the room somehow, then I recommend posting it into something like an opus clip. There's a link down below for you to check out.

00:02:04:25 - 00:02:28:28
Nick Clason | Hybrid Ministry
Opus clip where I'll take your message and I'll just chop it up for you using I super easy, super great. The other good thing is, if you do have some sort of like long form message version of your, of your message, if you're teaching in some way, shape or form, when you upload that to like YouTube shorts, you can link a featured video to the short and it can link out to your long form of that.

00:02:28:28 - 00:02:57:15
Nick Clason | Hybrid Ministry
And so that's what that's what we do. If you don't have either a, the capacity to sit down ahead of time film, that's what we do and that's what I recommend or B, capture it live in the room when you're teaching, then see if you download my social media pack. I actually have, but a bunch of different scripts to help you get through the summer of videos that you can just shoot on your phone selfie style and edit directly in something like a TikTok editor, an Instagram Reels editor, or even something like Cap Cut.

00:02:57:15 - 00:03:16:25
Nick Clason | Hybrid Ministry
And so that's what I would recommend you doing on Monday. And listen, if you're going to steal this, you're just going to grab my strategy. The number one way that you could give back to this channel is a very simple like or a subscribe. It really it costs you nothing over on YouTube or on your podcast catcher. And it really does help us out a whole bunch.

00:03:17:01 - 00:03:35:23
Nick Clason | Hybrid Ministry
Moving on. The second style of post I recommend that you do is do something fun. You know, I think a lot of times in youth ministry we feel like we have to be serious all the time, especially when it comes to what's going on on social media. But the fact of the matter is that think about your personal social media habits, whatever platform it is for you.

00:03:35:23 - 00:03:56:29
Nick Clason | Hybrid Ministry
Maybe it's Instagram, maybe it's TikTok, maybe it's YouTube, maybe it's even something like Reddit or Facebook. You know, I feel a lot of youth pastors on Facebook. Why do you get on social media? Maybe you always get on to, like, do your devotions in a low key sort of sense of the way, hoping that your church that you follow is going to post scripture and, and some sort of reels like that.

00:03:57:01 - 00:04:15:12
Nick Clason | Hybrid Ministry
Or if you're like me, you get on to laugh, to be entertained. Maybe I'm a huge basketball fan. I get on to, watch basketball content. And sometimes, sometimes I'm just going to be very honest with you. Sometimes I even I even get in arguments about my favorite team. So, that's a confession I'm willing to make, but post something fun.

00:04:15:12 - 00:04:48:08
Nick Clason | Hybrid Ministry
And in this downloaded pack, I include some done for you fun content, emoji guesses, or transition hook style videos. Things to have fun with your students. And then Friday, go ahead and post some sort of carousel post. Post a Bible verse or post, something spiritual like what to do if you're facing anxiety. You know, I, I posted that, recently, actually, this link right up here at the top of the screen is, from a video what I posted using my weekly summer content pack and the carousel post performed incredibly well.

00:04:48:08 - 00:05:02:24
Nick Clason | Hybrid Ministry
Go back and listen to that one. You'll see the ways that people were responding to it and says what to do when I'm facing anxiety, what to do when I'm struggling with anger, what to do when I'm struggling with lust, and we feel some of those in there completely done for you. Grab them, download them, post them to your feed and use them.

00:05:02:24 - 00:05:38:26
Nick Clason | Hybrid Ministry
And they're there for you and they're there for the taking. But I also recommend, in addition to some of these things that I've given to you, I've included some of my bonus content. And every week we get together with some of our students and we do man on the street interview style videos, or we do, tier rankings, or we do a guessing game called seven questions like, and we'll get students together on camera, either me versus them, them versus a staff person or them versus each other with podcast microphones or just a little like Bluetooth connected to your phone's sort of microphone, and which interview them we like, have fun, chatting it

00:05:38:26 - 00:05:57:20
Nick Clason | Hybrid Ministry
up with students, hearing their opinion, and then also like kind of messing around with them on on the edit, which is another really kind of like fun way to create content not only for your students, but also with your students and all of that, all of that. The good news is included in my summer seasonal social media pack.

00:05:57:20 - 00:06:20:13
Nick Clason | Hybrid Ministry
That's it. That's my one week. You take that, you repeat, you rinse, you repeat. You do it again, copy it, steal it, and implement it in your ministry. But hold on a second. I got an amazing deal for you on the other side. Check it out. So there's a lot going on this summer, I get it. And you want to stay active even when you're doing slip and slide kickball.

00:06:20:16 - 00:06:42:02
Nick Clason | Hybrid Ministry
This isn't a metaphor. I really own this, and someone's probably definitely gotten hurt on it before. So here's the deal I don't spend six hours a day. I don't spend six hours a week on all of this. I've put all of this together. So all you need to do is hit the link in the description and go download the Summer Seasonal Social Media pack.

00:06:42:02 - 00:07:01:04
Nick Clason | Hybrid Ministry
It has my weekly proposed schedule for you for the summer. It also has some pre-made templates, things like man on the street, questions, graphics. All you got to do is overlay that in an editor and you can do it directly on your phone, or even in something a little bit more upgraded, like an Adobe Premiere Pro or a DaVinci resolve.

00:07:01:09 - 00:07:21:00
Nick Clason | Hybrid Ministry
And then half of the post that you're going to get are completely done for you. Plug and play and you're off to the races. The other 50% is custom, because I don't think that a fully downloadable, where it removes your face and removes your voice and it removes your personality. I don't think that's a good strategy for social media in 2025.

00:07:21:07 - 00:07:40:02
Nick Clason | Hybrid Ministry
And so the good news about my pack is that I still allow you to be the voice, to be the face, to create content with and for your students. And you and your students are featured on your social platforms. But I've done all the heavy lifting on their scripts and graphics and templates and, telling you exactly what to do.

00:07:40:02 - 00:08:04:10
Nick Clason | Hybrid Ministry
All you gotta do is follow my instructions, put a cell phone camera and you are off to the races. The result? Consistency, engagement, and not fumbling the bag on your social media feeds this summer. Listen, I got you a link down in the description. Thank you guys so much for being here on the Hybrid Ministry Show as we attempt to make digital discipleship easy and possible and accessible.

00:08:04:10 - 00:08:08:15
Nick Clason | Hybrid Ministry
Until next time. And as always, my friends, don't forget to stay hybrid.

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BEST DYM RESOURCES
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OPUS.PRO FOR AI SHORTS & REELS
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//YOUTUBE STARTER KIT FOR UNDER $100
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🕰️TIMECODES
00:00 How I Plan Events like a Pro!
01:10 Kaylen, who are you?
05:06 What Lanes did you own?
07:03 How can you help someone think?
08:07 How did you communicate?
11:54 How did you determine call times?
16:30 How do you recruit for an event?
20:05 How many jobs do you give a leader?
21:24 How do you calculate for food?
24:21 What Else?
26:28 What if my church doesn't do all that?
28:34 Keep People's Personalities in Mind

--------------
TRANSCRIPT
00:00:00:00 - 00:00:25:00
Nick Clason | Hybrid Ministry
For what is up everybody? Today I am going to introduce you and have you in for a treat, because I am going to be interviewing one of my friends and coworkers, Kaylen Adams, who's fantastic at event planning. This is going to be the start of a new little playlist series on my podcast, and here on YouTube, where I am going to introduce you to some of the people that I know who do things the best in youth ministry and particular lanes.

00:00:25:00 - 00:00:46:05
Nick Clason | Hybrid Ministry
And Kaylen is the queen of event coordination and event management. Not only is she like, really fun and have a really good mind, but she is fantastic at getting volunteers, recruiting them. And when a volunteer comes in just feeling like they know exactly what to do. And you will. If you implement these things, you will look like a rock star.

00:00:46:09 - 00:01:04:05
Nick Clason | Hybrid Ministry
So if you're a typical youth worker who's not very organized, this episode is for you because it will help you and if you think that all hope is lost on you, then this is a great, podcast to send to a volunteer or a high level admin who might step in and help you with some of the logistical things, but you are in for a treat regardless.

00:01:04:10 - 00:01:31:06
Nick Clason | Hybrid Ministry
With my interview today with my friend and coworker Kaylen Adams. What's up everyone? Here we are. I am with Kaylen Adams. Which yes, you don't even find that on your name on here because that's how that's how new this is. So it is formerly known as Maltais, not hyphenated. Straight up Adams. Which means you just got married and,

00:01:31:08 - 00:01:52:02
Nick Clason | Hybrid Ministry
And you might not know Kaylen, but I know Kaylen. I worked with Kaylen. Worked in the past tense. We are still on staff together, but she has switched departments, so now she's in the kids department. And the reason I ask Kaylen on here is, what was it last weekend? Two weekends ago, we had our high school weekend.

00:01:52:02 - 00:02:14:01
Nick Clason | Hybrid Ministry
And you still worked with me then, and, oh, my gosh, Kaylen crushed it. Like, you guys don't have any idea. And as she was, like, literally crushing every, like, logistical and administrative detail of the weekend, in the back of my mind, I was like, we got to get Kaylen on so I can ask her, how do you plan for these big events?

00:02:14:01 - 00:02:38:10
Nick Clason | Hybrid Ministry
So why don't you give us just kind of a quick overview? Kaylen, first of all, like a 20 or 30 second like synopsis of who you are, how we ended up working together. But then, like, what did you oversee, at these events? Like what particular? Like lanes and areas and avenues. And then I just think what you did is such a helpful tool to many of the youth passers that I've ever seen or worked with. And so I just think this would be helpful to get out, you know, to people. Yeah. Yeah.

00:02:38:10 - 00:03:02:13
Kaylen Adams
So we've started working together because I, I went to college at the University of Wyoming and I got a degree in human resources management and entrepreneurship with minors in hospitality anthropology. There you go. So so that was. Yeah. Yeah. And so I did that.

00:03:02:13 - 00:03:29:13
Kaylen Adams
Fell in love with ministry there. And then around like my senior year, I learned the opportunity to do a residency in Texas, which I hate sweating. So my family was like, I was like, I think because I love Jesus, I don't know. So I applied and I ended up getting hired in January. And so after I graduated, I moved to Texas, and I did a residency at Cross Creek Church and guest services.

00:03:29:15 - 00:03:50:22
Kaylen Adams
But I love that, like ministerial aspect. And I still was kind of doing some of more of that support ministry with it. So needed and very, very special. Big shout out to everybody in support ministries. And so that's when I transitioned into students and I kind of brought a lot of my guest services and undergrad knowledge, which infuse that into what I was doing.

00:03:50:22 - 00:04:08:00
Nick Clason | Hybrid Ministry
And students. Yeah. So then like for the first little bit, I remember you're like, I don't really know exactly what you guys want me to do. And we were like, just keep doing like, I mean, like, you guys don't understand. Like, Kaylen was just she just knew what to do. Like, even if she didn't know what to do, she pretend like she knew what to do.

00:04:08:00 - 00:04:30:06
Nick Clason | Hybrid Ministry
And it seemed like she's known what she she's doing. But it was this last high school weekend where, like, you were pulling out, like, spreadsheets and folders and instructions and, even, like, I remember distinctly I was talking with you about our t shirt order number, and, like, our student registration was, like, lower than anticipated. And you were like, no, we're going to need this many t shirts.

00:04:30:06 - 00:04:50:20
Nick Clason | Hybrid Ministry
And I was like, why? And you're like, because of all of our volunteers. And I was like, do you really like, do you really think that? And your confidence, you're like, absolutely. And you were right, by the way. So what like lanes did you let's talk about specifically our high school weekend, which for those of you who don't know the context, it's like a D now without the spending the night element.

00:04:50:22 - 00:05:10:02
Nick Clason | Hybrid Ministry
So it's like two days on campus. Yeah. Like Friday night, Saturday until like 3:00. And so it's probably like our second biggest event next to, like, a thing like summer camp, right? So yeah, in that event, what particularly did you own, like, what were those areas? And I just want to ask you kind of pepper you questions.

00:05:10:02 - 00:05:33:02
Kaylen Adams
Yeah. In that in those arenas. Well so this was we originally had one winter we to middle school and high school. Was it split into middle school night high school. Well for middle school night Darren, the student pastor at Rush Creek pitched and I met my boss, so he. Yeah. So he did a lot of the the directional things for that division.

00:05:33:02 - 00:05:56:21
Kaylen Adams
And then programing. And I took everything else and like, did the logistics of the event planned it all. So by the time high school weekend came around, because I wasn't middle school night, so I didn't play a part at all, which is relevant because when we played high school night, we did a lot of the same stuff. We just like copy and paste a lot of the stuff that worked and made it a little more, for high school and that middle school.

00:05:56:23 - 00:06:20:20
Kaylen Adams
Oh yeah. And then we had known, like, what worked and what didn't. So we're check in by the time we got to high school again. Yeah, that's good. But yeah, by the time we got there, Nick you did programing. So like everything that you were sitting in a session and watching and experiencing. Nick was all in of planning and talking to the people, like worship people and yeah, yeah, I did everything outside of that.

00:06:20:22 - 00:06:44:20
Kaylen Adams
So and how we move through the timelines, you know, when were kids eating, where were they going to be, what activities were they going to be doing. And then we had food making sure we had enough food, making sure. Yeah, we had t shirts. And there they were out and that, you know, we gave away a little like pin to all of our students, like, you made sure that that was where it needed to get and left, you know, passing out our note sheets and pens.

00:06:44:20 - 00:07:08:09
Nick Clason | Hybrid Ministry
And, I mean, you just you thought of like, every detail. So, like, I know your background helps you with that, but like, imagine you're talking to someone who's not as organized as you like. So you come by that naturally, which is what was just like a marvel to behold. But like what? What would you tell someone? Or how would you encourage someone to think if they're like planning something like that?

00:07:08:09 - 00:07:29:11
Nick Clason | Hybrid Ministry
Like what? What's the way that you help us get inside your brain for some of the logistics?

Kaylen Adams
Well, when you're planning an event, yes, for a job, for ministry, ever. You write down all of your ideas like, no one is like, I'm just taking this all right here. I will accept it later. It's going to be there like you always write it down.

00:07:29:11 - 00:07:54:20
Kaylen Adams
You make it through for you. And I just thought, you know, would probably be really helpful for a volunteers to see that map. Like, I don't know why I would keep it from them. They should know, like how we got from point A to point B, because by the time we're at point B and we're doing the thing, they deeply understand what they're doing and not only do what I'm telling them to do, they can actually take initiative and do the things that I missed.

00:07:54:22 - 00:08:13:05
Kaylen Adams
Yeah. And so that's a huge part of it is just like, if I were a volunteer, what would I want to know? So I could do my job? Well, I feel good about it. Yeah. So then how how did you go about communicating? Like, did you have a meeting? Did you send them a text? Did you send them an email?

00:08:13:05 - 00:08:31:03
Nick Clason | Hybrid Ministry
Like what? Because that's probably, I would imagine, a lot of stuff. And I think again, most youth pastors are like, I don't either have the time or be want to overwhelm my volunteers, or maybe see just another reason I didn't actually write it down. It is all in my head. So, I mean, I would say probably for all of us.

00:08:31:06 - 00:08:55:12
Kaylen Adams
Step one is get it out of your head onto paper somehow. And then two, how did you communicate it? Yeah. So I communicated a couple different ways. So the only time that I was texting volunteers instructions or anything was a, when I was recruiting them. Okay. I never sent them like, all the information they needed individually because I needed them all to be kind of in one part.

00:08:55:12 - 00:09:16:24
Kaylen Adams
So I knew who was getting one information and it always the same. Yeah. If I ever was giving instructions, it was in a group chat or a group of people that had a specialized role. Those came last minute. They weren't actually accounted for. Next time we did an event, I probably would account for them in advance. So I'm not texting information because for the smaller like you're saying, the.

00:09:17:01 - 00:09:51:02
Kaylen Adams
Yeah, the smaller, more specialized groups groupings of people. Yeah. Okay. Yeah. I like to create an escape room. We had game masters and we didn't know about that until like pretty close to the event. I probably would have included them into all the mass event communication before that time. Got it as okay. Got it. Yeah. Okay. So and then and then putting together all this information, I'm kind of stockpiling it in a folder called Volunteer Prep, and I'm organizing it by like, this document, they need to know this document.

00:09:51:02 - 00:10:11:16
Nick Clason | Hybrid Ministry
They need to know if they don't really need to know that, I'll pull it back. What are those documents? Can you give us just a few examples, like pull back the curtain a little bit?

Kaylen Adams
Yeah, yeah. So I'll make a volunteer schedule that's like five position. And then I sang people to that position per day. So it's not by time blocks, it's by day and what they're doing okay.

00:10:11:16 - 00:10:28:21
Kaylen Adams
And then I have a document a volunteer job description. They need to know what they're doing, why they're doing how they do it. Yeah. And then I do a document. If we're doing anything outside or in a weird space, I'll do an aerial map and I'll make, like, different stations and positions of where they're going to be.

00:10:28:23 - 00:10:51:09
Kaylen Adams
I'll give them a service order so they can see just how we do, how the whole day is going to go through. They even see like how different session parts are going to work, like what sounds work. It's going to do all the stuff because they help with transitions, like really help because it's easier to be like, hey, after they do a million little miracles, I need you to come out here rather than at 737.

00:10:51:09 - 00:11:11:20
Kaylen Adams
I need you to. Yeah. The more like more like, big landmarks on a map. Yeah. Once you get this song, then this is your cue to come out and help set up for lunch, like, stuff like that. Yeah, yeah. That's why the service order is so important. And for them to see what's in Planning Center is for that.

00:11:11:20 - 00:11:34:07
Nick Clason | Hybrid Ministry
We updated everything for the whole event kind of revolves around that. And you're doing the same for your volunteers. And so because then I would imagine, correct me if I'm wrong, you're able to be like, hey, if you're in charge of lunch, like, these are your three areas or meals, I guess, like these are your three. So like Friday night dinner, Saturday morning breakfast and, you know, Saturday lunch.

00:11:34:07 - 00:11:56:08
Nick Clason | Hybrid Ministry
Like at this time you need to be here for this. Because if we say lunch is at 12, let's say I'm imagining you're having your volunteer get there at 11:15 or 11:30 or something like that. So how do you real quick answer this question for me. How do you determine, what time to to call for them? Like, yeah.

00:11:56:10 - 00:12:18:11
Kaylen Adams
So when it comes to like food stuff because you're dealing with catering and vendors usually like I wouldn't have that start. So we had lunch at like, what was it this year? 12 I think it started and I don't remember the exact time. I just know we had it and it was ready. And that's why you're here. We had food dropped off at like 1115.

00:12:18:16 - 00:12:41:10
Kaylen Adams
Okay. So plenty of time. And most of that was not because I was worried about my volunteers because they knew what to do. And we're not in like the biggest space ever is to account for vendors being late or not knowing where to park and, stuff. Yeah. When it comes to other transitions, they're a lot tighter windows and they're a lot quicker usually it was like the song before something started.

00:12:41:10 - 00:13:04:10
Kaylen Adams
I would send them to go do something, but again, that's also because their space isn't really big and any materials they needed or resources. I set out in a central location, a table in the main space. We all were operating out of the auditorium, and I labeled everything with all the different times that it's going to be needed, and even put under, like during this song, you should take that, this place.

00:13:04:10 - 00:13:25:17
Kaylen Adams
So my volunteers knew to flock to that table when transition times are happening. Yeah, that was so good. So then are you. So you're just labeling those like yeah, color you label like for anything. Yeah. Yes. Yeah. Yeah. You label like crazy. If you think like oh that'd be really obvious for someone to know it's now you should label.

00:13:25:23 - 00:13:45:10
Nick Clason | Hybrid Ministry
Yeah. That's good. Yeah. Because again, your brain versus reality. Right. Like it makes sense in your brain, our brain as we're planning the events. But it might not make sense to volunteer. Yeah, because they're just dropping in. Right. You know. Yeah. After work. Right. They've been at work all day and their mind is in a million other places.

00:13:45:10 - 00:14:06:24
Nick Clason | Hybrid Ministry
And so like, they're, you know, giving up their time and they're willing and they're helpful and all those things. But like I like that. I like what you're saying, like, almost, almost dummy proof it. Right? Not that they're dumb, but, like, make it so simple. Okay. Yeah. Do it. Yeah. Well, my volunteers, they do best when they're confident.

00:14:06:24 - 00:14:24:06
Kaylen Adams
When they're confident, they are empowered to take initiative, make decisions, do something really well when they're not confident in whether or not they're in the right place, holding the right thing, putting it where it should be. Then you have a lot of lag and you have a lot of like question. And that's when things start to like frame fall apart.

00:14:24:09 - 00:14:59:24
Nick Clason | Hybrid Ministry
Yeah. So your job as an event coordinator is just to how can I give my volunteers the most confidence they need in this decision. That's good. Okay. So then anything else on what you tell volunteers? I want to maybe go a different direction if you feel like you've kind of got everything in that lack thing is leading up to the event, you want to send out the longest email of your life, and then is where all of the equipment I talked about keeping in that volunteer folder and you go through, you give an overview and you kind of describe how the event's going, and they need to read those attachments.

00:14:59:24 - 00:15:26:05
Kaylen Adams
I sent it all beforehand because that's our big meeting, and they can refer back to you and have in writing. And then by the time we are at the event, like 30 minutes an hour before the start, that meeting is a refresher or a question. That's not the entire meeting. Yeah, yeah. And then the other thing you did, which I thought was brilliant, was you, taped all those attachments to a wall of one of our leader workrooms.

00:15:26:07 - 00:15:47:10
Nick Clason | Hybrid Ministry
So, yeah, if they didn't want to, you know, fight with their email to find it again, they could just go reference quickly off a printed copy. So again, you don't like you think about your dummy proofing it like, yes, you communicated it in the email. And this is one of the concepts I talk about in communication a lot is like, we live in like a Netflix culture, so people live it with like an on demand mindset.

00:15:47:10 - 00:16:05:03
Nick Clason | Hybrid Ministry
And so you sent it on like a Thursday at 3:30 p.m., but like, they were in the middle of like a business meeting. And so it wasn't in their mind then, but it will be in their mind when they show up on Friday at six. But like they've gotten 27 more emails since then and so. Oh yeah, where is that?

00:16:05:03 - 00:16:24:21
Nick Clason | Hybrid Ministry
And I think it's brilliant to put it somewhere just quick and accessible and maybe even another hack that we didn't even do or think about, but like maybe even having like a static like landing page or like QR code that they could like scan and pull open, like in a, just a tab in their safari. And then that gives them access to everything, you know, that they need.

00:16:24:23 - 00:16:58:15
Nick Clason | Hybrid Ministry
But yeah, I think that was that was so smart. So then how do you go about, like, help us get in your brain because, you know, you had a couple volunteers there that I was like, oh, like, I wouldn't have thought that they would be here. Not because they did, like a bad job or they're just they weren't like as maybe like involved or like, maybe they're only serving like once a month or once every other, week, like in our student ministry and like, you had the, like, in charge of, like, food or like certain like, you know, snack type areas, like, how did you go through and think, who am

00:16:58:15 - 00:17:16:22
Nick Clason | Hybrid Ministry
I going to recruit? Because I thought that was one of the other really special things was like, you asked a very particular or like, dedicated ask for like just very, again, very specific volunteers. You didn't I didn't feel like you did like an all call, though. You maybe you did to kind of pick up anyone who might be interested.

00:17:16:22 - 00:17:39:11
Nick Clason | Hybrid Ministry
But then I think you went particularly after, like certain names or certain individuals. How did you how did you like, think about them to, to ask them and like what goes into you? You know, determining this person would be good for that. Does that make sense? Yeah. Yeah. Well, you definitely do an all call because, well, we are desperate for people to help.

00:17:39:13 - 00:18:06:02
Kaylen Adams
We're not gonna act like or not, but, honestly, I just kind of go with a philosophy of I'll never say no for somebody like, you know, I think sometimes we do that even if we say that we're not like, well, they only serve on Sundays and they're very particular about their job. And I'm like, yes. But they also probably like high school is I don't know, maybe the chances are, and so I just kind of like we always have conversations for like, oh, that person would be like, so good at this.

00:18:06:02 - 00:18:27:03
Kaylen Adams
Or if only they do it. And I usually take that person and then ask, yeah, like I make a list of all. Yeah. As I am planning events and I just keep people's personalities in mind like I, we see them work all Sunday and we see them work Wednesday. And you kind of see like what things kind of light them up and what things they're like, oh can I do anything else but that.

00:18:27:07 - 00:18:42:18
Kaylen Adams
Yeah. And so I just kind of catalog that and that way. And I do kind of mentally. But it wouldn't hurt to like make a list of people like I love reaching out to this person for this. This is this. And I've noticed that they've done events. We have volunteers that really get fired up for events like that.

00:18:42:18 - 00:19:02:24
Kaylen Adams
Just being a part of a big beast of a programing thing, like kind of lights them up and exciting. And so I have people that I regularly reach out with, like Kyra Allen Love. She's one of our checking people. I remember when I came in, she was on like some sort of kind of understanding that she was only going to volunteer a couple times because she had some things going on.

00:19:02:24 - 00:19:26:20
Kaylen Adams
And I just remember, like, she was so stoked to do this back to school bash experience. That was like a Wednesday night special because, like, I definitely would love to do events and she's been my event checking person every single time I day. Yeah, yeah that's good. Yeah. She loves it. So you have like a you're very in tune to to them like just ongoing right.

00:19:26:20 - 00:19:44:20
Nick Clason | Hybrid Ministry
Like you're keeping an eye as you're doing your job. And so that makes it easier obviously. Then when you go to to think and yeah I like that it is not creepy but it is. No. Yeah. But I think that's part of the that again I when I saw some of those people that was like interesting but also awesome and like that was all kudos to you right.

00:19:44:20 - 00:20:01:11
Nick Clason | Hybrid Ministry
Like I'll kudos you because like I wouldn't have thought to ask that person. Like I would have thrown a link in our leader group chat. Hey, you know, want to volunteer? They did it. And now I'm desperate, you know? And, so yeah, I was we were more than fully staffed, you know, for. Yeah. And so that was the other thing.

00:20:01:11 - 00:20:20:11
Nick Clason | Hybrid Ministry
Like how, like how many jobs do you try to give a leader? Like how many are you trying to, like, let people do double duty? Or like, hey, you're in charge of like, food and like, that's your job the whole weekend. Like, how do you make those decisions?

Kaylen Adams
Yeah, some of our jobs, like, they feel very crucial and important because they are.

00:20:20:13 - 00:20:40:05
Kaylen Adams
But they're not crucial. Important in that they happen the entire time of the program. Like right there. Yeah. There are a window a very important window. But then and. Yeah, and you have to remember, when you're dealing with these volunteers, they're adults with full time jobs are like at the leaders, if they're they're at your event, they are high capacity.

00:20:40:07 - 00:21:01:24
Kaylen Adams
They don't do well, bored or sitting and doing nothing. They want to do something. And if they're doing something that morale is high and they'll probably do another event because they're like, that was awesome though. So yeah, it's good. Yeah. So I assign generally like 2 or 3 roles throughout the service order to people. So they're like constantly transitioning and moving to do so.

00:21:02:01 - 00:21:22:02
Kaylen Adams
Yeah. And that comes back to your like schedule your map. And you're like you're thinking that ahead. Like okay. Do they after this window closes they can go to this, but then they maybe can't do this next thing because they're going to be busy doing that. Like, again, that's the next level stuff, Kaylen, that you're like, you're very good at.

00:21:22:02 - 00:21:44:02
Kaylen Adams
So, okay, so then, let's talk a little bit about like, food. Okay. How do you determine, how much to order? Like, is it just as simple as, like, as many as there are registered. How do you account for, like, walk ins at an event like this where we do leave registration open all the way up until you know, it starts.

00:21:44:02 - 00:22:05:20
Kaylen Adams
And so theoretically, a kid could walk in and do you have enough food for them, like how do you how do you kind of try and manage that or think about that? Yeah. It all it does depend on how, big of an invite event. This is like I think high school weekend was an invite like, but we didn't like push super hard and say like my friends going for it.

00:22:05:22 - 00:22:25:12
Kaylen Adams
Yeah, yeah. So always keep that in mind. Yes. You keep the registration number, but you also want to account for all of the adults in the building. Don't forget yourself or your staff then volunteers. And if you're providing food for tech and worship or if they're doing their own thing so that all is in that number. Yeah.

00:22:25:14 - 00:22:49:00
Kaylen Adams
But registration, I just kind of. I don't want to have too big of a margin because then we're spending a lot of money on food. But things that I can give out is like door prizes, like pizza. I'm a little more willing to have extra of because we could have done or do to make their night, but like, same with, you know, because no one wants like a cold, soggy sandwich by the end of like 12 of them.

00:22:49:06 - 00:23:10:08
Kaylen Adams
Yeah. So I would be a little bit more tight on food like that. And also keep in mind that everyone's like, kids are so hungry they're going to eat three slices of pizza. You keep in mind the girls, because girls don't eat as much food as boys. And, like, I definitely like they're just there's camping retreat food.

00:23:10:08 - 00:23:32:14
Kaylen Adams
That is great because you're hungry, but it's not a lot of kids. First choice. Really like one of it. Yeah, they'll like maybe one and a half will split with a friend. Yeah. So just keep that in mind. Like the ratio is not as monstrous as you think. Yeah, I think the ratio I've tried to use for pizza is, two and a half times your number.

00:23:32:14 - 00:23:51:06
Kaylen Adams
So, like, think you're big number of all the people including tech and worship and check in and staff and everyone. And then you multiply it by two and a half. That'll give you the total number of slices that you need. And then you can divide that by eight, because that's how many slices of pizza are in, your pizza box.

00:23:51:06 - 00:24:06:02
Nick Clason | Hybrid Ministry
And then that'll give you a number with a decimal. And you can either round up around whatever you, you know, feel. And what's really nice is like, you know, you do the random picker thing, like, with their name. And for those who don't know, you picked the names and then they just get a random prize for doing nothing.

00:24:06:03 - 00:24:22:03
Kaylen Adams
Yeah, that great. Pick that food leftovers too, because you don't want to bank on having extra if you're just kind of guessing because kids might be really hungry and you don't have it, and then you just lost a prize for a game. Yeah. So you want that to be like a random moment that if they don't get it, they have no idea.

00:24:22:05 - 00:24:48:02
Nick Clason | Hybrid Ministry
Yeah, yeah, yeah. That's good. All right. Let's see what else. What else do you what else do you think about for an event that I'm not thinking even to, like, ask you? Listen, you have to know if your church has any sort of, like, admin team, administrative volunteers that help put these things together with your operations at all, like your facilities and your finance people or whatever it might be.

00:24:48:04 - 00:25:09:00
Kaylen Adams
You need to meet with them, like way ahead of time. So I see way ahead of time. Yeah. So I start meeting with people. We've been cutting it kind of close and cutting it close to meeting two months in advance. Okay. So you need to some of us that might be like, oh, that's when I start thinking about it.

00:25:09:02 - 00:25:34:17
Nick Clason | Hybrid Ministry
Yeah. No. Especially if it's like a really big event. Which high school weekend is a really big event for us? We need to start planning that month in advance. And depending on, like, the capacity of your team, that could fluctuate a little bit. Like if it's just you and one other person, I would say probably start looking at that at like six months and having if you have a couple other people who can share that, you could maybe do a little bit less.

00:25:34:19 - 00:25:59:21
Kaylen Adams
But you definitely need to start meeting with administrative people on your church staff that are handling this, because their personalities are a lot different than yours. As a ministry person, you're used to pivoting and being creative and all the things and pulling it off at the last minute. Yeah, they are not. They love systems and processes and if you break their system, it's going to be really, really hard to get them to like be on the same wavelength with you.

00:26:00:01 - 00:26:22:11
Nick Clason | Hybrid Ministry
Good. Yeah, yeah. And like in our particular, you know, setting, we have like our facilities people like they set everything up for us, which is fantastic. But to your point, like, only if we're on top of it, if we slide in in the ninth hour and we're like, this is what we want, they're like, yo, we're already on to like, stuff for like later, next weekend.

00:26:22:11 - 00:26:43:23
Nick Clason | Hybrid Ministry
Like we've already, you know, planned our day. So, you know, to her point like, and whether you know so like, here's the thing I do know if like you're listening, you're like, okay, I don't work at a church anywhere near that. Has any of that. Like, I am the operations, I am the admin. And what I would say is, lean into your volunteers if you're like that sounds fantastic.

00:26:43:23 - 00:27:15:12
Nick Clason | Hybrid Ministry
I would love that. But I don't have anyone that works for me with me on my team. Anything like that like that doesn't mean you can't do it, and it doesn't mean you still can't delegate and dish out. You just may have to do that more of like a volunteer capacity. So find a mother. Or like someone who, like, works in like an administrative like role that has a little bit of, bandwidth and margin and like, ask them, you know, like, I'm sure if I'm saying that many of you right now, as you're listening, you're like, oh, yeah, I could probably ask so and so, like that person's come into your mind like, let

00:27:15:12 - 00:27:33:00
Nick Clason | Hybrid Ministry
that person be your Kaylen for your event. And like, yes, we had the luxury of like Kaylen being on our team payroll, but like, you know, it doesn't it doesn't, they don't have to be right. And like. Yeah, setting up you can. I mean, we employ teenagers, like, students to, like, come early and do stuff like that.

00:27:33:00 - 00:28:00:12
Nick Clason | Hybrid Ministry
And, you know, we call them what we call them. Simps. Yet SMPs student is tone texting is for like, student oh my gosh. Okay. Do not disturb do that anyway. Ministry student minutes protege. Protege. Yeah yeah yeah. Protege. Yeah. And so anyway, we employ them, they, get free camp, and stuff like that, but they come early in, like, sets, set things up.

00:28:00:12 - 00:28:25:02
Nick Clason | Hybrid Ministry
So, like, they can be like facilities team. So again, as we're saying it like, don't don't be like I had never be there like you for sure can like employ volunteers and people that'll do it for free. And they like to to Kaylen's point. Yeah they do. That might not be your gifting. And you're like, no one would ever want to run administrative or set chairs up like some people genuinely do.

00:28:25:02 - 00:28:47:19
Nick Clason | Hybrid Ministry
And so don't rob other people of being able to serve your youth ministry, God's kingdom, whatever. By not asking them. What else Kaylen. Anything else or do we hit it all. I just would in mind people's personalities. You're going to have people who, when they're planning events, they just run just like that's just their personality and that's how they work best.

00:28:47:19 - 00:29:06:12
Nick Clason | Hybrid Ministry
And so they're going to ask a lot of questions and they're going to want to meet with you last minute and their vibe might kind of like make you kind of thrown off because you're like, I thought we had all this plan. Why do you need to meet and double check? They've probably done a great job. They just want to make sure that they've done everything you need to help you.

00:29:06:14 - 00:29:25:20
Nick Clason | Hybrid Ministry
And so if you have someone in your life who's like that, just remember, like, just have your questions kind of written out of what you know, that they text and have those input ready for them. And that's going to help those meetings a lot quicker. I had a at one churches I worked at, I had a volunteer like that.

00:29:25:20 - 00:29:47:23
Nick Clason | Hybrid Ministry
Her name was Sarah. And the way that I would think logistically when I was planning things because, like, I was a one man band, we had a church secretary 20 hours a week that served the entire church. Right. So, like, I could get some stuff, you know, to for her to do for the youth ministry, but not like she wasn't like, there to, like at my beck and call for everything.

00:29:48:00 - 00:30:12:16
Nick Clason | Hybrid Ministry
And so as I was like dishing things off to volunteers and whatnot, like my, my filter in my head was always like, what would Sarah want to know? Right? It's I think that's a good like a good way to think about it is like, think about the volunteer who has the most questions for you. And then ask the question like, would the amount of information that I'm sending up, would it satisfy that person?

00:30:12:16 - 00:30:37:12
Nick Clason | Hybrid Ministry
And if yes, then you're on the right track. If not, then you probably need more detail. So yeah. Yeah, I love that. Cool. Kaylen, is that it? Do we hit it? Yeah. There's our all events for future and for always going to be planned, do you think? I think I think so well, yeah probably. All right. Well hey, this was how I plan events with Kaylen.

00:30:37:14 - 00:30:57:18
Nick Clason | Hybrid Ministry
Not Morty's Kaylen Adams. And, she's awesome. So, Kaylen, I mean, like, can people, like, follow you, like, on social media or anything if they want to? Yeah. Yeah. Where, where where can they find you? It's funny. I have to, like, go double check. Well, I can't fake my name. Oh, wait. What is it? Now that I just had to change my social media handles?

00:30:57:18 - 00:31:22:13
Kaylen Adams
Because I just got mail? I know well, and Instagram is actually really hard to change your last name on, so it hasn't been changed yet. My handle, but my name on there stage so you can find me at K Maltese Underscore on Instagram. It's cmake lta s underscore on Instagram Facebook Palin Adams look me up. I think that's all in I'm on because I'm old and TikTok that's okay.

00:31:22:17 - 00:31:32:21
Nick Clason | Hybrid Ministry
It's banned anyway. So actually it's back. I don't know if you heard but oh all right people. Well I'm signing off for Kayla and this is Nick. Talk to you next time. Stay hybrid guys.