Designing Killer Publicity for Ministry: Providing Momentum for Ourtreach Ministry

Musical concerts and events are not only effective as community outreach, they are also a celebration of the goodness of Gods gifts, a validation of dedication to fine arts ministry and an energizing event not only for the community in attendance, but also for those in music ministry. Therefore, it makes great sense to strive for that Critical Mass that will energize and affirm the event.

If the bulk of the preparation is on creating the event itself and very little on promotion, then the total experience is less fulfilling than it could be. Musicians must, by virtue of the spirit of making music, share music with others in a significant way.

Establish the Purpose
First of all, it is important to know the purpose for presenting special programs and concerts. Establish a vision and mission statement that will support the overall vision and mission of the church. Know the value of events before planning them. Build a statement so concise and understandable that anyone can repeat it easily. Share the vision with everyone and help clearly communicate the value of such events in supporting the overall mission of the church.

Write specific goals for special programs. Frame the goals with the following as reference points:
Outreach ministry
Choir Growth
Artistic Expression
Entertainment

Yes, entertainment is one of the reference points. It is permissible to have fun at church! An artistically fulfilling, spiritually lifting musical event can also be fun. It is fun for a choir to present a quality program and to have others validate the high quality of the event. It is fun for congregation members to invite their friends to attend an enjoyable evening together. It is fun to celebrate together!

It is also a joy when fine arts ministries can connect with other ministries of the church. Maybe a Sunday School group, womens ministry, or youth ministry can connect with the event with a display or provide refreshments to promote an upcoming event and even raise funds for the event. There are win/win possibilities.

Know the Target Audience
The theme of Something for Everyone is ok for some events, however, when planning a musical evening, musical play or other music event, it is best to focus on the primary musical audience. Know what music is indigenous to this target audience and build the program around that profile. It is good to include variety, however, keep the focus on the major style chosen for the event.

Consider not only musical content; moreover, include other elements in the visual design of the program, publicity material and even the space where the event is to be held. Consider other fine arts disciplines such as drama, dramatic reading, dance, creative writing and visual art as the event is planned.

Plan the Event Thoroughly
This may sound like a useless comment, however, planning must be intentional. Planning must follow the vision, mission and goals suggested above. Do not plan an event centered on personal favorites. Plan an event, not just another concert or musical. Consider what will make the event stand out from others in the community. Plan an event that will get the attention of the community. Plan and event that will be the topic of conversation in the community for a long time before and after the event date.

With good Event planning, people will look forward to attending, not only the first time, but also for subsequent events in the future. They will be intentional about setting aside the date and attending. They will want to bring others with them (by the way, tell them to bring others it works!).

Energizing musical events not only reach members of the community who would not otherwise come into the church building, but an exciting event will encourage them to attend on a subsequent Sunday morning. Knowing the type of music offered will let them be comfortable in coming back for worship. The church is, after all, charged with making disciples.

Event planning is not a new venture for most church musicians, however, just as food for thought, why not make up a planning resource list with due dates and check off things as they are completed. Here are some items to start with:
1. Plan the budget
Music purchase, rental and royalties
Orchestra costs
Equipment rental or purchase
Publicity
2. Plan the resources
Facility needs
Props
Risers, staging, backdrops
Graphic design for promotional material and programs
3. Plan the timing
Music purchase and rehearsal
Support systems: sound, light, facility reservation
P/R
4. Plan the Publicity

Planning a Comprehensive Publicity Program
In order to have a Critical Mass to create energy and enthusiasm for the event, it is important to present a clear message and capitalize on the number of impressions for that message. No, an announcement in the church bulletin three weeks ahead will not do it!

Plan the promotion effort with enough time to deliver multiple impressions in as many ways available to as many people as possible. Yes, multiple impressions in multiple forms are absolutely necessary to get the attention of todays over impacted public. Do a good job to get their attention. Saturate the community with a powerful message.

Recruit and empower a publicity specific support team. Yes, let go of all the details. Keep the overall control. Choose good people, define the tasks and let them do it. They do it the leader cheers and follows up. Got it? A director cant do it all, do a good job of it all and live to tell about it not for long.

Give the team resources to do a thorough job of publicity. Here is a list of options to start:
Provide the message to communicate (let them help with this buy revising and clarifying it)
Distribute all information relating to content, theme and participants
Provide a list of all, yes all, media contacts in the area extended area as well (usually available at a local Chamber of Commerce
Supply guidelines for the process
(see http://www.hughballou.com for downloadable forms
o News Release Model
o PSA Model
o Publicity Checklist
o Event Planning Sheet
o Other forms or guidelines
Begin 9 to 12 months ahead of the event to plan the publicity schedule
Schedule only necessary meetings for support and accountability
o Initial meeting
o Six month review (6 months prior to the event)
o 90-day final check-in (before)
Build personal relationships with media personnel (leader and/or team)
Write thank-you notes to media personnel to affirm their contribution to the community (especially the leader)
Design a program for internal promotion (see the information below)
Schedule a celebration party after the event
Schedule an evaluation to include someone from this group after the event

This Publicity Team will be an extremely valuable resource to the ministries of the church. Music programs, due to their very nature, get a lot of attention, however, these programs serve the church as a whole. Therefore, a valuable publicity will serve the whole church by helping a music event reach it potential audience.

The internal publicity is certainly the most fruitful, so do not ignore or underestimate this group so closely connected to all ministries of the church. When scheduling the music event, check the church calendar closely to insure minimal conflict with other church-wide programs and events. Connect with all church staff members to gain their support and solicit ideas of ways other ministry programs could be connected in some way to the music event.

For easy and logical methods for publicity inside the church, you have the following vehicles to develop:
Well designed, attractive flyers and posters strategically placed
Announcements in previous concert programs
Announcements in programs for other church events (you must reciprocate)
Billboards throughout the church
Newsletters for different groups (Sunday Schools, study groups, etc.)
Personal letters of invitation
Verbal announcements from the pulpit
Personal printed invitations for participants to give out or mail
Free tickets of admission (this makes it seem as though seating is limited)

The last bullet Free Tickets is a good idea if managed properly. Issue a ticket that is attractively designed which gives all the information about the concert. This will help those who receive the ticket to remember the facts. State on the ticket that entrance to the event will be restricted to ticket holders until 10 minutes before the scheduled start time. Then seating is open to all. Print 50% more tickets than the facility will hold some recipients will not come. Encourage everyone in the church to take tickets to give to friends and relatives, but to only release the ticket if that person agrees to attend. Maybe means No! So only Yes counts! If the event is exciting, then this will add an element of urgency. Do not overuse this idea, it will lose its impact.

In order to have massive results, it is imperative to have massive output.

Evaluate and Celebrate
Yes, this was mentioned above. It is important enough to repeat. Hold an evaluation meeting within two weeks of the event. Invite about 10 people to join in a one-hour session to evaluate the event. Include representatives from the following groups: music ministry, publicity team, other music staff, non-music staff, congregation-at-large, and others that could provide a complete picture of the event. List comments in several categories:
First, celebrate things that were successful What Went Well?
Second, a positive way to make corrections What Needs Changing?
Third, capture new ideas New Things to Consider

Do not forget written notes of thanks for those who contributed. A short note builds great affirmation in those who worked unselfishly for the cause.

A Note to the Weary and Frantic

If these suggestions seem like too much to do in an already overloaded schedule, then consider if the program is worth doing. If it is worth doing, then decide to give every effort to providing the best program possible. The very principle of delegation will bring energy and momentum to what could be a time-consuming and daunting task if attempted alone. The ultimate fulfillment in music making is having people to share it with! Share the wealth share the success!

Hugh Ballou is an independent consultant, facilitator, executive coach and motivational speaker. He has served as director of worship ministries for 40 years in churches of up to 12,000 in membership. As an independent and external presence, he is able to assist in building strong ministry teams, minimizing conflict and mapping clear strategies for success. His book Moving Spirits, Building Lives: Church Musician as Transformational Leader can be found at Cokesbury bookstores and Cokesbury online at http://cokesbury.com/bookstore.aspx?pid=525651 His book Workbook for Transformational Leaders will be available in May, 2006. Other information and articles on leadership are available at http://www.synervisioninternational.com.Magnetic Sheeting
Coffee
Beach Carolina Rental South Vacation
Soccer
W17
Best Rated Cellular Phone Service
01 Mercury Cougar
Covered House Snow
Play Station 2 Online Adapter
Fun Usb
Fitness Exercise
Body Hot Oil Stuff
Community Home Retirement Retirement
Icdl Training
Perfume
Discount Supplement
Mesothelioma
Hawaiian Red Shirt Sox
Clubbing
Top Soccer Goal
Colorado Child Health Insurance
Painted Feather
Normal Hair Loss Woman
Com Jesus Music
Scented Oil Refill
12 Chest Compartment Tea Wooden
Healthy Low Fat Dessert Recipe
Defensive Driving Houston In Texas
1 1 2 Story House Plan
Aruba Linda Playa Sale Week
Ringtone For Verizon Lg Phone
Charter Sailing Utah Yacht
Electric Kettle Moulinex Tea
Argos Home Shopping
Nec Cell Phone Battery
Medicine Hat News Obituary
Myspace Park South Stuff
Wwe Hell In The Cell Toy
Tape Deck
Villas Nj Real Estate
1 Affordable California Health Insurance Plan
P13
Driving
Mini Gas Pump
Killswitch Engage Shirts
144 Kriya Yoga Technique
Flight From Phuket To Bangkok
Redolere Fragrance Lamp
Round Tube
Computer Desk Home Office
Creed Ticket
Dental Discount Health Plan Va
Book On Forex Chart Pattern
100 Cotton Dress Shirt
Bed And Breakfast Business For Sale In Uk
Vitamin B12 Dose Side Effects
Low Voltage Light Bulb
Katya Philippine Santos Scandal
3rd Career Edition Major Option Psychology Strategy Success
Culinary Arts Program At College
Finance Companies In Georgia
Pontiac Carpet
Massage Guide And Directory
Villa Pizza And Restaurant
Book Cook Dessert Fondues Gritty Nitty
Christmas
Delivery Ordering Restaurant System
1 Apartment Dog Search
Football Hoover Team
By Dozen Glasses Louis Sun Vuitton
Bumper Chaise Sectional
Contractor License Wisconsin
Vitamins Chart
Uk Investment Company
Cesar Millan Dog Whisperer
Care Hair Home Natural Skin
Green Office Building
Pittsburgh Mesothelioma Attorneys
0x0000008e Error
11000 Ed Magic Sing
Old Town School For Dog
Truck Breakdown Service
00am Baseball Date Game Jump League Major October Preview Scoreboard
0 Car Financing
North Korea Satellite View
Download Free Ringtone Software Text
Drug Rehabilitation Missouri
Party Supply Wholesales
1 Coffee Cup Maker
White Leather Wallet
100 Celebrity Hot Top
Car Carpet Play
Delta Force 2 Download
Financial And Management Accounting
007 Agent Underfire
Niche
03 Chef Choice Knife Sharpener
Passion Party Lead
Forex Live Chart
Fox Sport En Espanol
House Sitting Australia
Motor Yacht Delivery
Hiking Massachusetts Trail
All Age Night Club In Toronto
Foam Mattress Topper Pad
Shirt
Earring
Mesothelioma
Lamp
Sony Of Canada
College Ranking Soccer
Rupp Mini Bike Part
Console Television Set
General Home Contractor
High School Cheerleader In Bikini
10 Place Retire Top
Discover Platinum Gas Card
Canada Ducks
Landscape Fountain
Airport Atlanta Express Holiday Inn
Acne Home Cure
Word Of Mouth Car Rental Maui
Cardiac Rehabilitation Center
10 Top Job Site
Box Contact Money Myspace
Hair Loss Ten Top Treatment
Bank Federal First Lincoln
Georgia Mesothelioma Law Suit
1 102 Edge Radio Station
Accessory Chanel Clothing Glasses Shoes Sun
0 Bag Degree Sleeping
Adoption Island Long Pet
1 Affordable California Health Insurance Plan
Amp Bee Bird Concordville Pa
Coffee Cup Maker Single
Houston Office Space For Rent
Food Delivery Take Out
Lufkin Youth Baseball Association
1 Astrology Encyclopedia Medical Part
0 1 Balance Card Credit Offer Transfer Year
Fairbanks Capital Mortgage
1 Pip Spread Forex Trading Platform
Jvc Gv
Estate Illinois Real Streamwood
Talk To A Live Psychic Free Online
Best Cell Phone Sprint Used
Sirius Satellite Radio Stock
Man Shoes Store
2003 Crm Outlook
Sale Toddler Car Bed
1 18 Car Diecast Truck
00 100 Dating Dating Free Free Online
Baby Crib Jesus
1 Golf Volkswagen
Pimple Remedy
W30
African American Gift
Black Book Date Dating Interracial Man Want White Who Woman
Perfume
Voip Comparisons
150 2008 F Ford
Celebrity
Center Community Health Mental New
Garden Pond Bridge
Angeles Los Number Phone Ticketmaster
National Guard Boot Camp
Card Cell Paid Phone Pre Services Sim Usa
Clarks Outlet
Salisbury Tourism
100 Bernardino California Hike In Mountain San Southern Trail
Houston Phone Book Directory
Airport Ft Holiday Inn Lauderdale
Country Kitchen Style
Lancaster Child Family Entertainment
Temporary Office Space Toronto
Learn To Sing Harmony
10 Dating Daughter Rule Teenage
3 Bureau Credit Free Instant Online Report Score
Insider Trading Scandal
Estate Investment Loan Real Requirement
Crm Customer Relationship Management Tool
Sherlock Hound
Chillicothe Ohio Phone Directory
Small Business Web Site Building
Teyo Johnson
Minnesota Fats Pool Stick
Code Myspace Train Whore
Used Rv Florida
12 Volt Wholesales
Party Fat Boy
10 Acne Product Top
1000 Dhaka
Mtv Base Africa
Deficiency K Symptom Vitamin
1812 Age Fighting Naval Sail Story War
Training Of A Pet Animal
10 Cake Chocolate Layer
Business
Birthday Gift Golf
Snow White Video
Cartoon Dog Old
Keyless Remote Control
Chronic Major Depression
0 Car Deposit Finance Uk
Precision Engineered Parts
Braun Kf180 Coffee Maker
Home Peoria Retirement
American Kid Magazine
Credit Card For Poor Credit Rating
About Equine Massage Therapy Muscle Groups
Candy Shoes Store
10 Las Restaurant Top Vegas
Canada Global Warming Appendices
10 Bracelet Gold Jewelry Karat Tanzanite White
10 Bracelet Gold Jewelry Karat Tanzanite White
Condo Hawaii Maui Rental Vacation
Mesothelioma Legal Compensation
Current Releases
Address Contact Email Kingdom United
Blackberry Free Pearl Ringtone
Drug Francisco Rehab San
Health
Bird Pet Photo
Waterford Jewelry Crystal
Cash And Check Advance Kalamazoo
Hair Color Sample
Dior Fire Sun Glasses
Company Phone T T
Sedona Pics
Battle Of Algiers Dvd
W42
Carpet Tile Online
Kitchen
10 Mandamientos
10 Anniversary Gift Idea Wedding Wife Year
05 Saturn Vue
Converter Download Ipod Movie
Exotic Pet Insurance
International Business Issues
P36
Car Part Rat Rod Truck Vintage
Airfare Airfare Flight One One Robot Ticket Travel Way Way
Back Woman Workout
Dock Ipod Pioneer
Free Pool Game Download
Villa Rica Middle School
Vegetarian Lasagne
Arlington Asia Cafe
Korean Entertainment News
Holidays
People Of Color
Bible Britain Criticism In Jsot Supplement Victorian
Center Humble Medical Northeast
Italy Vacation Picture
La Quinta Inn Anaheim
2007 Football Schedule
New York Magazine Crossword Puzzle
Xml Source
100 Boy Cut Girl Hair Meet Mp3
Blast Ipod Sound Speaker System
001 110 Delhi New
0a Care Career Health
Text Book Cover
Linseed Oil Paint
07 Camry
Cookie Egg Molasses Recipe
Matrix Child Costume
Royal Bank Online Services
French Vogue Magazine
Black Entertainment Rhino
Apartment In London Rent Uk
Coast Dance East Steps Swing
1600 Love Sailing Ship True
Funny Cows
Depression
1 5 Adjustable Gym In Little Tikes
Best Small Colleges
International Business Phone Directory
Bulk Candy Vending
Ellis David
Barry Allen
0n Cruise Group Pacific Wedding
10 Aircraft Flight Simulator
09 Bird Tattoo
Mtv
Michigan Toy Soldier Company
Parkway Central Middle School
Retirement Early Withdrawal
Stamp Act Crisis
Alias Script
Reverse Mortgage Lender
Fashion Dress Up Celebrity
30 Day Guerilla Guerrilla In Marketing Marketing
Condo For Sale In Austin
Bird Bird Field Field Geographic Guide Guide National Ng Texas
Baby Car Seat Installation
Ford Quote
Common Law State United
Vegetarian Single
Indian Dance Picture
Wedding Shower
Ipod
10 90s Change Driving Force Future Managing
Albert Pujols Autographed Baseball
07 Cricket Ea Sports
1 800 Partyshop
Snoopy Holiday Screensaver
Fantasy Soccer Manager
0 Ford
Identify Rocks And Mineral
Fimo Clay
Infant Pattern Sleep
Aylmer Quebec Shopping
11 7 Convenience Store
Activities For Teens
Salt Lake Tribune Obituary
A Perfect Game In Baseball
Mineral Well High School
Law Louisiana Malpractice Medical
Chaise Dieu
Cartoon Game Network Video
2008 Date Holiday
Belief On Green Party
Exchange Foreign Forex Guide Insider Real Revolution Trading World
0 Car Finance
Diesel Glasses Sun
A Bat Baseball Bat
Free Holiday Light
Acne Acne Get Rid Treatment
Last Minute Flight Deal
Hospital Las Vegas Nevada
Seventeen Magazine Quiz
06 Honda Accord
Contractor Heating Salisbury
Brazil Cheap Flight Uk
Cincinnati Ohio Obituary
Mortagage Interest Rates And New Jersey
Dating
Ae86 Turbo
Fuel Marine Oil
Phentermine 99
038 Shut Sing Up
Cheap Flight From Tenerife
Red Asco
Low Calorie Diet Plans
The Great World Atlas
Navy Sports
0ld Classic Truck
Map Of Baltic Sea
1928 Dollar
Antique Rembrandt Lamp
California Driving School Tuolumne
Cheap Flight Mexico
Celebrity Jeopardy Video Clip
Salt Water Swimming Pool And Maintenance
100 Construction Financing Loan
Coffee Coffee And Tea
Saint Louis Shopping Venues
10 In Las Restaurant Top Vegas
Sail Boat Charter Miami
Sea
Perfect2
Casting Fur Junge Tanzer Linz
1 Chef Contestants Season Top
Bahamas Charter Yacht
Ancira Chevrolet
Custom Made Wedding Ring
Mr Coffee Water Filter
1 800 Coupon Meds Pet
To Burn The Midnight Oil
Christmas Island Resort
Leadership In The Work Place
05 Accord
Fur Gloves Leather
Piton Post Earrings
1001 Fat Low Recipe Vegetarian
0 0interest Balance Card Credit Transfer
Cosmetic Dentistry In New York
11595 Bradley Construction Florida Ft Kelly Myers Road
Asbestos Lawyers Mesothelioma Attorney Mesotheliom
W29
944 Parts
Perfume Movie
Missouri Psychics
Brownie Chocolate Dark
Birthday Brooklyn Choir Happy Jesus Tabernacle
Mannatech Vitamins
Caribbean Cruise Boat
Hiking In Zion National Park
Fun And Free Multiplayer Online Game
Convertibles Furniture Jennifer Store
Game Over Online Magazine
1 4 Scale Gas Engine
Clinic Houston Medical Sunset
Entertainment In Atlanta
How To Make A Shopping List
Polar Bears And Global Warming
Unlock Qtek S100
Furniture Rental Houston
0800 Internet Access Free
2007 Time Share Calendar
Ergonomic Office Chair Discount
Crystal Fair Growing Project Science
01 Civic
Christmas Hank Snow
1 Acb
Home Office Idea
Aviator Glasses Gucci Sun
1 Minute
Adult Retirement Community
Boat House Clothing Store
Gym Program Total Workout
W35
0 Insurance Major Medical Short Termsbox
Career Estate Real Travel
Refinishing Kitchen Cabinet
Catherine Breillat
Minute Calculator
W31
Sea Spirit
Wholesale Bedding
Commercial Estate Mortgage Real Texas
Washington State Dept Of Social And Health Services
10 Fast Food Restaurant Top
Victa Lawn Mower
Career Describe Doctor Medical Shaped Their They Thirty Two
Sarasota Square Mall
Brother Mfc 5840
A Bat Baseball Bat
Multilevel Marketing Mlm Multi Level
100 Directv Offer
1 B Bomber Vitamin
Apartment Finder Fireplace Pet Pool
Vegetarian
100 Real Estate Financing
South Florida Car Accident
Full House Season Six
1 800 Coupon Meds Pet
Child Birthday Party Entertainment
Club Liquid Night Windsor
New York City Zagat Restaurant
Beauty Fitness Health Wellness
Area Real
L42
Body Building Calo Maria Woman
00 221 Lund Se Sweden
10 Gold Jewelry Karat Ring Tanzanite White
2000 Estate Real Remax Team
Vegetarian Diet Programs
Massage
1 Attorney Information Com Mesothelioma Mesothelio
Cute Puppy Dog Picture
Cake Cream Ice Picture
Big2
W25
20 Add Cart Shopping Site Web
W25
Psychic Lines
Baby Gift Basket Drop Ship
Diet Pregnancy Vegetarian
Acuba Japonica
Whistler Blackcomb Condo Rental
0 3 Costume Halloween Infant Month
Fun Pool Water
1 Bank Convenience First
Earth Planet Series Television
Today Fixed Mortgage Rate
Real Estate Northern Ontario Canada
Machine Distributors
Torx Tool
Bed Breakfast Gloucester Massachusetts
Cosmetic Ontario Surgeon
Minnesota Fencing
Basketball California College Junior
1930 Ford Coupe
Executive Home Office Furniture
B3 Vitamin
Cafe Curtain Kitchen Valances
Space Exploration
Chicago Sedation Dentist
East Texas Fishing Report
Free People Locator Unlisted Phone Numbers
Opec Oil Prices
Job Vacancies
1 16 Scale Farm Toy
Motor Home Rental Idaho
Acne Adult Female
American Sport Fishing Association
Dinah Shore Palm Springs
2008 Altima Coupe Nissan Pic
Coach Handbag Inspired Wallet
Marketing
Aid Filter Kitchen Water
1 Dtr
Motivational Quotes For Customer Relationship Management
Fort Wayne News Sentinel Obituary
Acne Diet Free Lose Weight
Hot Anime Cartoon Girl
Body Building Diet Muscle
Painting And Decorating Ideas
1 Cave Crystal Merlin Novel Volume
Suggest A Site To Web Directory
Beach Hamilton Iced Maker Tea
0 Lux Camera
Apartment
Cd Encryption Software
Engine Job Product Search
Ebay Wedding Dress
Shopping
Denver Selling A Home
Las Sell Share Time Vegas
2008 President Sanford Vice
1 5 Gym In Little Tikes
Vending Machine Coffee Commercial
07 Camry
Bird Blue Home Motor Sale
Wedding
Patrick Graham
Phoenix Radio Stations
Durabrand Portable Dvd Players
Purple Lava Lamp
Gem Healing Jewelry Stone
1 64 Diecast Oil Shell
Online Survey Template
Timeless Perfume
Hilton Time Share Resort
Case Study Global Warming
Furniture
Celebrity Mr Skin
Aba America Bank Number Routing
Customer Relationship Management Belgium
Cute Halloween Costume
Dead Nail Product Sea
Ink Miami
1 2 3 Flower Gardening
00827 Electronics Home Remington
Small Business Canada
In Massage Sale Table Toronto
Christian Dating Canada
Fish Jelly Man War
03 Springfield
In Kitchen Nj Soup
Wallet
Suzuki Kawasaki
Chicago Colleges
2008 Pic Sequoia Toyota
Chicago Chocolate Factory
Motel 6 Burlington
Westin Hotel In Providence Ri
1 Gas Mustard War World
Detox
Aboriginal Australia Island Lonely Planet Strait Torres
Loss Man Weight Workout
05 Pool Summer
Academy Sports Nashville