If you’ve ever done an Easter program with your choir and music team, you know it doesn’t just come together overnight. It’s important to take the right steps in preparing the presentation so God gets the glory and your people enjoy being a part. Here are some of those steps that will help in the process.
Communication is key when you’re working with anyone, but especially volunteers. Three to four months out, have a kick-off meeting after an evening service where you invite all of your cast and crew. Depending on the size of your music ministry, you may even want to invite your choir and musicians. It’s appropriate at a meeting like this to have a light snack and drinks for people as they come in.
At this meeting, you want to get everyone on board. Up to this point, you (and maybe a few others) have been working hard putting together a plan for this program, but this will be the first time that most of your volunteers hear about it. If you’re not excited, they won’t be excited. Let them know that they are going to be a part of something awesome!
Use this meeting as an initial “touch-base” with those overseeing various areas. Hand out a cast and crew list so everyone knows their responsibilities. As you do this year after year, you will develop a core group of people who will assist you. Develop and cherish these relationships. You can’t have a great program without their help.
You may also want to hand out a practice schedule. Think this through and give them accurate dates. Be well prepared for this meeting, and communicate clearly.
Practice and Prepare
Now that you have your choir and musicians excited about being involved, it’s time to get busy. If at all possible, give your musicians a practice CD, and give it to them early. The earlier they receive it the more they know you’ve prepared, and the more willing they’ll be to prepare. This CD is something they can play in their car to and from work or maybe at home while they’re taking care of things around the house. This is a vital tool in getting your choir ready.
You also want to hand out a practice schedule to your musicians. Let them know far in advance when there will be special practices or longer practices. You owe it to your volunteers to keep them well informed and “in the loop.” This schedule should include a few dates after the presentation where you have scheduled shorter practices. People are more willing to give extra time if they know they’ll get it back.
Along this same thought, schedule two big practices. These should be closer to the presentation. I suggest the Saturday before and the Saturday of your program. Use this time to polish the music and to walk through any details. Depending on the size of your program, you can also use this time to set lighting and microphone cues.
An Easter program is great for your church family to enjoy, but you really want this to be an outreach to your community. Have a nice brochure or complimentary tickets printed as a tool your church family can use with coworkers, family members, or out soulwinning. Hang posters in local businesses that advertise this as a family event, and put an advertisement in the newspaper.
This will be an exciting time for your choir and music team as well. They will enjoy inviting people to this, because they’re a part of it!
Thank You Notes
When the program is finished and you have a moment to breathe, sit down and write as many thank you cards as you can. No doubt you will have many people involved helping you in various areas. When they know their work is appreciated they will want to be involved the next time.
I trust some of these tips are a help. Getting people involved and putting on an Easter program is well worth it, and if it’s done right and advertised well, you’ll be able to reach people through it.