Planning Tips for the Worship Service
Before the initial planning meeting
Determine how much money, if any, is available to the planning team. Is there a sponsoring group? If the Eight Days: Biblical Reflections will be used, will the same group, or a separate one, organize this activity?
Initial planning meeting
Hold at least one planning meeting three months ahead of the ecumenical worship service (i.e. in mid- to late October for a late January celebration). If the team wants to include creative ideas such as liturgical dance, woven banners, special musical guests or a symbolic action, you may need more lead-time or more meetings. Consider making banners celebrating Christian unity for each congregation represented that can be used year after year.
Key items to address at this meeting include the following:
- Decide which preacher to invite and alternative possibilities. If there is a particular expectation about the length of the sermon, tell the invitee. Biblical commentary and homiletic helps are available on this website.
- Decide whether to invite a local choir or other musical group(s); advance notice is needed and appreciated.
- Select a date for the worship service. Will Sunday or mid-week be best for your community?
- Decide where to hold the service; consider accessibility for people with disabilities.
- Determine the budget:
- for kits, posters, advertising;
- for honoraria, orders of worship, materials needed for the worship service;
- for food and beverages;
- for a donation to the Week of Prayer for Christian Unity for preparation of next year's materials, and a donation to an outreach agency that all participating churches agree on (e.g., a food bank or hospital).
- Set another meeting to adapt the service for local use and to assign responsibilities.
Adapting the Worship Service for Local Use
If possible, have a balance between laity and clergy, men and women, and young and old. Try to reflect the diversity of Christians in your community.
Make sure each member of the planning team has read a copy of the Week of Prayer materials before the meeting. Have an electronic version of the service available at the meeting for adaptation. Have a selection of music resources on hand.
Consider the following as you plan the service:
- Keep a balance between familiar and unfamiliar music.
- Share the service leadership among a variety of people, in ways that are comfortable for them. (For instance, some people would rather read a prepared Scripture or prayer, while others pray spontaneously.)
- If you are not having a preacher, consider increasing the amount of music.
- Decide if clergy and/or congregational representatives will process.
- Decide if clergy will wear vestments. (Consider the traditions represented.)
- If symbolic actions are to be included: ensure that they will be visible and assign people to prepare them.
- Consider providing guidelines in the bulletin for passing the Peace in order to avoid confusion.
Sharing refreshments after the worship service helps to build relationships between communities and individuals. Consider appointing a food convenor and finding ways to encourage worshippers to mix.
To facilitate advertising, draft a sample bulletin announcement and e-mail it to local churches 3 to 4 weeks before the service. Try to time the notice to avoid the Christmas rush. Include the following information:
- Date, time, location and address
- Parking availability
- Details on the reception (if this applies).
You may also want to include the theme, the name of the guest preacher, and the purpose of the offering. If there are church policies regarding scents or foods due to allergies, it would be helpful to mention these.
If you are using the posters that come with the resource, fill in key information before delivering them to the local churches.
Share information about the service with local newspapers and invite them to come and take pictures at the event. Designate an event photographer as well. Photos can be posted on the bulletin boards or websites of participating churches and sent to church media.
After the Worship Service
Hold a brief evaluation meeting, using the feedback form, found on this website. Complete the form to the Canadian Council of Churches, and keep notes of what went particularly well and what you would change for 2012.
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