Hybrid Ministry - Episodes Tagged with “Church Event Planning”

Episode 175: The Calendar that Rules Them All! [Most Skip Step 1!]

Nick Clason — Thu, 13 Nov 2025 05:00:00 -0600

Struggling with youth ministry planning, church communications, or ministry calendars? In this episode of the Hybrid Ministry Podcast, learn the 5 levels to create the ultimate Youth Ministry Calendar that rules them all! Most skip Level 1—but stick around for the one strategy that fixes all your communication issues and grabs parents’ attention with tips, visuals, and free downloadable designs.

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🕰️TIMECODES
00:00 At a Glance Calendars
00:44 Level 1 - Most Miss!
02:51 Level 2 - FREE Download
05:27 Level 3
06:58 Level 4 - An All Time Idea!
08:10 Level 5 - THIS RULES THEM ALL

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TRANSCRIPT
00:00:00:07 - 00:00:24:17
00:00:00:00 - 00:00:34:14
Nick Clason | Hybrid Ministry
Have you been doing your planning and creation of your youth ministry calendars all wrong this whole time? Well, in today's episode, I'm going to share with you the five levels to create a solid youth ministry calendar, the one that will rule them all. While most don't make it past level one, you should stick around to the end of the video and see the whole thing because I reveal at the end the one trick that I've started adding to all of my calendars that it solves the communication problem once and for all.

00:00:34:16 - 00:01:06:25
Nick Clason | Hybrid Ministry
Oh, and plus there's a free calendar link down below in the YouTube video or the podcast description. Welcome everyone to the Hybrid Ministry show. Well, hey everybody, welcome to the Hybrid Ministry Show. I am your host, Nicolas, and excited to be with you. As we're talking through the five levels of a youth ministry calendar creation. And the reason we're doing this because we're actually, and we actually are and have been in a playlist where we've been discussing different questions that I have come across on different youth pastor Facebook groups.

00:01:06:25 - 00:01:30:17
Nick Clason | Hybrid Ministry
And today, this one, I have, a question that says, hey everyone, I'm looking for examples of an at a glance calendar that highlight your major annual events. Pictures, please. You don't need to include spontaneous or smaller events, just the main ones that plan each year. And so we're going to be looking at what I have been passing out historically, and how we've tried to not only solve the communication problem, but it also helps with our, our visitors and all that sort of thing.

00:01:30:17 - 00:01:51:27
Nick Clason | Hybrid Ministry
So actually, there's a carefully curated playlist with all of those elements, calendar discussions and a welcome box that we have and communication issues linked right here. Tap the video. Go ahead and check it out on YouTube. But step number one is you need to have and this is the one that most skipped. But you need to have a reputable website okay.

00:01:51:28 - 00:02:17:08
Nick Clason | Hybrid Ministry
Because if you want a quote as this question says an at a glance calendar, then you need to have a website that is actually up to date that when people don't have the information that they need from your calendar, they know where they can go and what they should do. In fact, everyone in our student ministry knows and understands that like the calendar doesn't exist with this this piece of literature that they're bringing home.

00:02:17:08 - 00:02:43:03
Nick Clason | Hybrid Ministry
This is, again, as the question as this is high level, this is simply highlights. This isn't every single thing. I've seen calendars designed with every single thing, the entire calendar for the year. But like that, that is not what we pass out. And I'm going to share multiple different reasons why. But one of the reasons is because our website handles a lot of the rest of the stuff that is going to be needed in order to communicate that.

00:02:43:05 - 00:03:04:29
Nick Clason | Hybrid Ministry
So you need to make sure that you have a website that's actually like navigate. Well, that's decent. It's a decent guest experience and it's up to date. The second thing is you want something that's designed well. If you look at the one here on screen, this is one that we, are giving away. Link down below. The templated, the blank version.

00:03:05:01 - 00:03:29:13
Nick Clason | Hybrid Ministry
This is within our church's approved brand color palette and guides. So like, these are the student ministry colors within our church's color palette. So that's the first step of it. The second thing is like when I'm designing it, I typically choose a font or two that are like our fonts for the year. And then I'm just gonna be honest, like, icons are fun, but like, emojis are great.

00:03:29:13 - 00:03:50:09
Nick Clason | Hybrid Ministry
And I try to just like link an emoji to some of the different events that we have. And that does a great job for it. The other thing is, like you see off to the side, here's like I also try to create some sort of icon that goes with like this season. So for fall we've done like coffee cups or we've done football helmets for the summer, we've done suns.

00:03:50:09 - 00:04:11:18
Nick Clason | Hybrid Ministry
And we, you know, in the spring we've done flowers. And so it gets tricky, especially if you're trying to do different ones and you're like doing them year over year. But you'll see the one linked right here. And you can go ahead and get the templated version link down below in the description. But you want your design to be something that, like, feels a little bit familiar but doesn't feel identical because you don't want them to think I've already got this.

00:04:11:18 - 00:04:28:15
Nick Clason | Hybrid Ministry
Like they need to understand, like, no, this is a new one. Hey, quick break. Let me ask you a question. Are you still waking up every day? Is youth pastor scrambling to figure out what you need to post on your social media? Blurry dodgeball. Pick a video that your leader sent you that's a little bit pixelated, because iPhone still hasn't updated fully to RCS yet.

00:04:28:15 - 00:04:50:24
Nick Clason | Hybrid Ministry
You see, you don't need that kind of stress this fall. That's why I created these the fall seasonal social media pack for youth pastors. It is three months worth of done for you content done for you, paired with some customization so that you and your leaders and your students are the faces and the personalities on your student ministry Instagram, TikTok, and YouTube shorts feed.

00:04:50:29 - 00:05:10:25
Nick Clason | Hybrid Ministry
So here's the thing. You can grab my pack right now over on Patreon. And did you know that monthly hybrid here? A Patreon members who only pay $4 per month and get a bonus podcast? They get this pack completely for free. So if you do the math for three months worth of social media content, it's only $12 where the pack is 1799.

00:05:10:25 - 00:05:37:27
Nick Clason | Hybrid Ministry
Either way, it is a steal for you and it will take away the stress of posting. And you can grab that pack right now and start becoming a master at social media and hybrid ministry. In your youth ministry context, rooting for you as you are crushing it this fall in your student ministry. And another major thing that you're going to want to do here, which is level three, is you only want to include events that you, particularly and specifically choose.

00:05:37:27 - 00:06:00:21
Nick Clason | Hybrid Ministry
And want to highlight. You don't want to put every single thing on your calendar. No, no, you want things that you only want at a high level. And so the way to make it visually appealing, in my opinion, and in my book, and to make it small and concise, is to not overwhelm it with information, but to only make it things that are noteworthy for families to know.

00:06:00:21 - 00:06:23:26
Nick Clason | Hybrid Ministry
For example, we a lot of times say we meet every single Sunday. We meet every single Wednesday. However, these are ones you want to know about, and these are also ones that you want to know that we're not meeting because we meet every single week. But these in particular take note. We are not meeting. Additionally, and especially as it pertains to our spring calendar, we will post things about our, about our like winter weekend.

00:06:23:26 - 00:06:44:09
Nick Clason | Hybrid Ministry
And we'll also post, say, the dates for our summer camp communications already gone out for that. By the time this calendar gets in the hands of our students mid-year and like December. But this one is important that it just, you know, it gets on there because it's actually going to happen during this cycle, which I should say, for context, we produce three calendars per year.

00:06:44:09 - 00:07:05:20
Nick Clason | Hybrid Ministry
We produce a fall one, we produce a spring one, and then we also produce a summer one. And so in light of that, we're pumping out calendars three different times per year to get into the hands of students. The fourth level, and this I think, is, one of them, the most impressive, like, decisions that I ever stumbled into.

00:07:05:20 - 00:07:24:22
Nick Clason | Hybrid Ministry
I honestly can't even tell you how I stumbled into it. And I would say that this is the key. However, level five, is a new one that we've recently unlocked, and I think it's even better. But number four is we make this design and then we print this using like sticker mule. We print this on a magnet.

00:07:24:25 - 00:07:43:07
Nick Clason | Hybrid Ministry
Here's the psychology. Here's my thought behind it. Right. Everyone passes out a calendar for the year. There's the sports calendar. There's the academic calendar. And in a lot of cases, there's the youth group calendar. But what I want and maybe this is just my competitiveness, but like I want my calendar to be the thing holding on other calendars.

00:07:43:07 - 00:08:05:03
Nick Clason | Hybrid Ministry
Right. Like if you got your sports calendar, I want the youth calendar to be the thing that is keeping the sports calendar affixed to the fridge. That puts us on top of it. And they're probably going to choose sports over student ministry. But I just like to think in my own head, like, think about all of these calendars that are on magnets, that are on people's fridges, that are at the top of line, top of sight.

00:08:05:03 - 00:08:33:21
Nick Clason | Hybrid Ministry
And hopefully they're seeing, and remembering and keeping us again, top of mind. The fifth and final level, which I think is like the ultimate is, you'll see here. And you've probably noticed that we actually and this is helpful because of our website, we build our website and our calendar on our website, on the provider of, of nucleus, and on nucleus, what you can do is you can link in a dot ICS, which is an iCal calendar extension.

00:08:33:21 - 00:08:48:27
Nick Clason | Hybrid Ministry
So it's all you put in like your phone. But it's also like a shareable option out of like even a Google calendar. So we create just like a Google Calendar, we keep the Google Calendar up to date. That auto populates to our website, right? Which is like again, and I said, like, you want to make sure that your, your website is up to date.

00:08:48:27 - 00:09:09:00
Nick Clason | Hybrid Ministry
And if people land on your website, that's information is not on your your big calendar, your highlight calendar, your magnet calendar that they do end up on your website, they're able to obtain the information that they need and that they're looking for. But then we've created a QR code where they can simply subscribe to the calendar in their phones.

00:09:09:07 - 00:09:32:15
Nick Clason | Hybrid Ministry
And so this is, in my opinion, the penultimate, because this makes these, at a glance calendars great, but not the most crucial thing. I think a lot of youth pastors treat this calendars the most crucial thing. But what happens when students don't have access to it? What happens when they lose it? What happens when you give it to them and they accidentally set it down before they get it into the hands of their parents?

00:09:32:18 - 00:09:56:22
Nick Clason | Hybrid Ministry
If a parent can subscribe to our calendar, then they will never miss an event. They'll never miss an update. It will be populated onto the very device and onto the very app that they use to manage and control their entire life. Their calendar app. And what a better place than for your youth ministry and your church calendar to be on parents phones and on students phones.

00:09:56:22 - 00:10:18:01
Nick Clason | Hybrid Ministry
And so put a QR code, put some sort of link where they can go and they can subscribe to the events. And so all of the events are exactly where they're supposed to be and where you ultimately want them to be at the end of the day, remember, the goal of this is communication so that people know what's going on and that they then also hopefully choose to attend your church and your event in your youth group.

00:10:18:04 - 00:10:39:25
Nick Clason | Hybrid Ministry
The the goal and this is not a beautiful calendar. Hopefully we can help you create one. And once again link down below free in the in the podcast or YouTube description. But the goal is communication at its core. And so that fifth and final layer adding adding a QR code so that people and parents can, subscribe to your church and your youth ministry calendar.

00:10:40:01 - 00:10:54:15
Nick Clason | Hybrid Ministry
Such a game changer. Well, hey everyone, the next episode is linked right here on the screen as well as the subscribe button. If you found this episode helpful, a payment for this free calendar would be amazing. A like a subscribe and share it with a friend. But until next time. And as always, don't forget. Stay hybrid.

Episode 163: Event Evaluation that WORKS! How to Actually Improve Your Youth Ministry

Nick Clason — Thu, 21 Aug 2025 05:00:00 -0500

In this episode of the Hybrid Ministry Show, we’re unpacking a proven event evaluation strategy for youth ministry that will help you actually improve your events instead of just surviving them. Learn how to run a productive post-event debrief using a 3-question framework that works for digital and in-person debrief meetings alike. Plus, get access to a sample evaluation form, hear a big announcement, and upgrade your fall youth ministry strategy with intentional feedback tools.

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https://www.hybridministry.xyz/163

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🕰️TIMECODES
00:00 Post Event Debriefs
00:25 Your Complete Fall Strategy Session
01:33 Proven Debrief Strategy
04:02 This Strategy was GENIUS!!
07:22 Your Fall Social Media Strategy is HERE!

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TRANSCRIPT
00:00:00:00 - 00:00:06:12
Nick Clason | Hybrid Ministry
Post-event debriefs can feel like a roast session if we're not careful. That's why I recommend this

00:00:06:12 - 00:00:19:29
Nick Clason | Hybrid Ministry
proven three part strategy for evaluating and making sure that your events not only get the proper evaluation that they deserve, but are even better on into the future

00:00:19:29 - 00:00:26:00
Nick Clason | Hybrid Ministry
for your next year's event. Welcome, my friends, to the Hybrid Minister show.

00:00:26:00 - 00:00:29:06
Nick Clason | Hybrid Ministry
Well, hey everybody, welcome to the Hybrid Minister Show.

00:00:29:07 - 00:00:57:10
Nick Clason | Hybrid Ministry
I am your host, Nicolas. And in this episode, episode 163. If you want to head to the show notes with transcripts. Hybrid Ministry dot xyzzy slash 163. That would be incredible. And a subscribe while you there would also just do us wonders. But if you have been following along here on YouTube, we are in a playlist for your complete fall like strategy guide and strategy session for, not only your upcoming fall outreach event.

00:00:57:12 - 00:01:22:29
Nick Clason | Hybrid Ministry
How we run outreach events. And it's all kind of been centered around like some principles for like, fall outreach and fall launches. But if you're looking for one, and one of my favorite kind of strategies is a, month long, ongoing, like, bracket style event, and I'm giving one away or I'm giving away an event guide, to one of my products over on download this ministry called the World's Greatest Donut Bracket Event.

00:01:23:01 - 00:01:42:05
Nick Clason | Hybrid Ministry
We've been walking through what those nights look like, how to include and incorporate free time, how to welcome your new guests. But now that all the dust has settled, now that all of the donut madness is over, you're ready to evaluate your event. So whether you're evaluating this particular event or just any of your fall events, this is my proven three part strategy and framework.

00:01:42:05 - 00:02:06:12
Nick Clason | Hybrid Ministry
And I mean, I'm just going to be honest, like you've maybe heard this before. It's not unique or original to me. I've I've used it in a couple of last churches that I've worked in. But there's a few kind of like tweaks and adaptations to it. And so you might have heard this, but the first, you know, the first question worth asking in an event evaluation debrief is what went right, like, let's celebrate the wins straight out of the gate.

00:02:06:12 - 00:02:26:05
Nick Clason | Hybrid Ministry
Like, what were the wins? What were the good things? And kind of go that route. The next question that I like to do and, you know, one of the church that I worked at, we call these questions the for hopefuls, but I like to combine these next two. And so that's why it's only three, three questions because I think these two, are cousins of one another.

00:02:26:05 - 00:02:46:15
Nick Clason | Hybrid Ministry
Right. And so, I like this one of, like the broken what was broken slash confusing. So, broken and confusing can kind of get, like I said, close to one another when you're kind of passing them out, you're like, oh, is this one broken? I'm not sure if that thing, that QR code was broken or if it was just confusing.

00:02:46:15 - 00:03:04:09
Nick Clason | Hybrid Ministry
Right. And and maybe the Q QR code was actually broken, or maybe students just don't know what they're doing, and it made it confusing. And that's kind of how I found that question to kind of land. And so just sticking those two together really like will help you in this question right here. Here's the thing I want to encourage you, don't make this personal.

00:03:04:09 - 00:03:35:01
Nick Clason | Hybrid Ministry
Don't take these things personal, but really like lean into these right here because this is how and this is where, and this is when and how and why you can make this event even better next year when you pull this thing together. Right. Like, this event becomes so much better when you take care of the broken and the confusing parts and you can really turn around, you can optimize, your next event or your next year's event or, some elements of this event that you're going to bring to, like the next Wednesday night, whatever the case might be like, but this is your chance to optimize it.

00:03:35:01 - 00:03:53:11
Nick Clason | Hybrid Ministry
Perfect. It really kind of like hone it in. And then finally, this last question, what was missing? And so it could be like, you know, while we were in the middle of the event, I thought it would have been great if we had this. We didn't think of it ahead of time. But let's next year, let's let's kind of plan to make this happen now a couple different ways that you can handle debriefs.

00:03:53:11 - 00:04:11:00
Nick Clason | Hybrid Ministry
And I think probably the most common is just like an in person. Right. Like you get together, you talk about it with your team and you, you know, take notes and you go off to the next one. And for major events like big events like this ones you spend maybe a lot of budget money on, I would recommend doing some sort of like in-person debrief.

00:04:11:00 - 00:04:30:21
Nick Clason | Hybrid Ministry
However, if you're debriefing every single event, you're never not debriefing because let's just be honest, like, if you meet once a week in youth ministry, there's always one time a week we got to get together and get a debrief. And then if you're meeting twice a week, say Wednesday night and Sunday morning, you're also getting together another time to kind of look back at Sunday morning.

00:04:30:28 - 00:04:54:20
Nick Clason | Hybrid Ministry
And what if you're meeting Sunday night then now you're meeting three different times for three different evaluations. And so it can become a lot and it can become a lot of meetings. And sometimes it's just like, man, we just got work to do. Right. And so, one of the things that my boss, has instituted is we use base camp, and he instituted this idea, and he just cause, our debriefs sometimes, we keep them all digital.

00:04:54:21 - 00:05:19:17
Nick Clason | Hybrid Ministry
So it's a digital debrief. We go into base camp, into the the message board there, and he'll ask three different questions. Sometimes he'll ask, right, right. Wrong, broken, confused. Like all that. But other times he'll throw in, like a curveball or, you know, like, and I think like this question, for example, is a good example of like, missing, you know, but he'll be like, what's one thing that we could have done to really take this event over the top?

00:05:19:19 - 00:05:35:20
Nick Clason | Hybrid Ministry
And so it just get your brain thinking in a little bit of a different category, though, it is probably like an answer to the missing question. But it's framed really well. That makes you like, think in a different kind of way, you know what I'm saying? So but what we'll do then is everyone on the team has to complete that digital debrief comment done when they're done.

00:05:35:22 - 00:05:51:17
Nick Clason | Hybrid Ministry
And then, he'll take those and he'll, he'll archive the, the plan. So it's out of our, like, base camp. But then next year, as we're getting ready to pull that back together, he'll, he'll go grab those archive notes. Because who in the world can remember what we did a year ago, let alone a month ago?

00:05:51:17 - 00:06:16:14
Nick Clason | Hybrid Ministry
All right, take those archive notes and add them to the upcoming plan. So then, when the upcoming plan is coming, we look back and say, what did we say last year? And like a great example of this is like at summer camp, people said like last, like not the most recent summer camp we did, but the one from the summer last summer, people said something small like, hey, we should have a lost and found, or we should have more trash cans.

00:06:16:16 - 00:06:33:07
Nick Clason | Hybrid Ministry
And so, you know, a week or two before we went, really? Hey, let's let's look back at that. Those debrief notes were like, oh, yeah, that's right. The lost and found in the trash cans. We pull those together quick. There are small things we were going to completely forget to do them, because we were so focused on all the other kind of like things and elements of camp.

00:06:33:14 - 00:06:51:26
Nick Clason | Hybrid Ministry
But we looked back at our debrief notes and those two little small things like, really help. Like I said, kind of like May made the difference, right? And so however you choose to do it, one of the words that my boss always kind of used was, we need a place to memorialize these thoughts, right? So like we say them, write them down for us.

00:06:51:26 - 00:07:21:06
Nick Clason | Hybrid Ministry
It's base camp. You can use whatever kind of project management tool or software that you want to do and go ahead and take that to the races, but you should use these right? Broken slash confusing and missing. Use them in your next event evaluation. And here's the thing. If you go ahead and download my donate, event guide, come back to this episode or check this episode out right after your event is over so that you can really, truly lean in to, these questions and make your event as good as it can be, on and off into the future.

00:07:21:06 - 00:07:38:22
Nick Clason | Hybrid Ministry
Now, here's the thing. All of this has been ramping up. This is a this has been focused on one night, right? One night of like a big event, one night of like bring your friends. And you know, we talked about in the first episode, but the the spiritual CPR strategy. So cultivate and then plant and then reap. That's a cultivate event.

00:07:38:22 - 00:08:06:18
Nick Clason | Hybrid Ministry
That's a cultivate night. How do you then carry on that momentum on into the next coming weeks? One of the elements, one of the small slivers component, but one that I really think has been super huge in our student ministry around, reaching, frankly, reaching more students, and reaching more lost students in an effort to be, both like planting seeds of like, spirituality as well as just like having fun is, is through using, the means of social media.

00:08:06:18 - 00:08:26:08
Nick Clason | Hybrid Ministry
And so obviously, here I am. It's a hybrid ministry podcast. You probably saw that one coming, but that's been a hugely beneficial and hugely big piece in our overall strategy. And it's become one of our primary evangelism mechanisms. And next week I am dropping the fall seasonal social media pack. Now here's how this is going to work next Thursday.

00:08:26:08 - 00:08:47:29
Nick Clason | Hybrid Ministry
If you're subscribed, you're going to get it as soon as it drops. It's over on my Patreon. So is Patreon.com slash hybrid ministry. And over there there is a tier of podcast, a bonus weekly podcast where I'm just detailing an outline, all of my events, and all of our Wednesday nights, our programing, what's going well, what we're doing on social media, moves are making changes that we got going on.

00:08:47:29 - 00:09:03:13
Nick Clason | Hybrid Ministry
Here's the thing. This week at time of of filming that one, this episode drops. So at time of filming, my boss actually just submitted his resignation. So I'm actually stepping into a new role and I'm stepping into a new seat. And so I'm going to have the opportunity to share some of that with you. And I'm really excited.

00:09:03:13 - 00:09:34:06
Nick Clason | Hybrid Ministry
But that podcast that patrons hear is $4 per month. Now, here's the thing. The seasonal social media pack is like 1799, and it is meant to last for three months. So if you do the math, you actually come out ahead on the, on the tier. And so what I would recommend right now, if you're listening to this week leading into launch, go over to Patreon, give me the $4 per month, getting in on that tier, and then you will get everything in the store, not just this upcoming seasonal pack, but you can grab the summer pack.

00:09:34:13 - 00:10:02:02
Nick Clason | Hybrid Ministry
And then, on Thursday, you can grab the fall pack, and there's actually a free week trial there, for you to check it out. So click the link down below. Become what we call a hybrid hero at that $4 per month tier. So excited to do that. And we're going to be dropping not only that pack next week and kind of walking through what that is, but then we're also going to start looking at how can you build and create a social media team within the the gathering in your in your context as is, that's fully and completely run by teenagers?

00:10:02:02 - 00:10:19:10
Nick Clason | Hybrid Ministry
I'm going to walk you how we did it and how you can do it in your youth ministry to reach students, but also create momentum for your students that are attending your church in person as well. So once again, thank you guys so much for being here. I hope you found this episode helpful. If you did like it, subscribe, share with the friend.

00:10:19:10 - 00:10:23:15
Nick Clason | Hybrid Ministry
But until next time and as always, don't forget to stay hybrid.

Episode 141: How I Plan Events with Kaylen Adams

Nick Clason — Thu, 20 Mar 2025 05:00:00 -0500

This episode of the Hybrid Ministry Show kicks off the "How I..." playlist with a deep dive into event planning with guest Kaylen Adams, an expert in coordination and logistics. Kaylen shares her step-by-step approach to organizing youth ministry events, covering everything from volunteer recruitment and communication to detailed schedules and contingency planning. Whether you're a youth pastor who struggles with organization or looking to refine your event strategy, this conversation is packed with practical insights to help you run seamless, high-impact events.

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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

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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.