Christmas Planning 101: How to Successfully Plan Your Church’s Christmas Services this Year

Leaves are falling, autumn is in full swing, and... many churches are already in Christmas planning mode. At least, mine is! Just this week, my creative team held a four-hour Christmas planning meeting to discuss Christmas service dates, our theme, special service elements, our communication strategy, and even decorations. This marathon meeting was just our initial brainstorming session, but the broad scope of our conversation reminded me that Christmas planning is often a really large undertaking for churches. 

With that in mind, I decided to write a guide on how to successfully plan for your church’s Christmas services this year. This list is far from comprehensive, but it will get you started in planning an impactful Christmas service for your church and community. Whether your church is big or small – whether you have a generous budget or no budget at all – the tips will serve as planning a checklist as you get ramped up for the Christmas season! 

8 Helpful Tips for Your Church’s Christmas Planning Process

#1 Start Early

I get it – planning Christmas in the fall may feel a little overeager, like those people who put up Christmas decorations before Thanksgiving has passed (guilty!). Even so, there is a lot of wisdom in starting the Christmas planning process early. The fall and winter seasons can be incredibly busy for churches, with everything from small group launches to Harvest Festivals to conferences and retreats. If we don’t plan ahead, we run the risk of having to do everything all at once, which is a recipe for burnout. 

The earlier you begin planning and executing, the fewer last-minute things you’ll have to do when Christmas rolls around. Start planning your Christmas services early - you won’t regret it!

#2 Consider Your Calendar

For most churches, Christmas services tend to vary based on the day of the week Christmas falls on. In 2023, Christmas Eve is on a Sunday, meaning many churches will consolidate their typical Christmas Eve productions and Sunday services. My church is choosing to hold services all weekend long, with the evenings of Friday the 22nd and Saturday the 23rd reserved for evangelistic Christmas programs. Sunday will maintain its typical service rhythm with a special emphasis on the birth of Jesus. 

However your church chooses to celebrate, consider your calendar, plan ahead, and create a realistic schedule for services over Christmas weekend. Whether you add additional services to your calendar or choose to consolidate your services, make sure you have a plan so your staff and coworkers know what to expect!

#3 Get Brainstorming 

The next step of the Christmas planning process is choosing which theme or concept you will focus on during your services. The Christmas story is centered around the Incarnation of Jesus, of course, but there are several rich elements of the Christmas story that you can focus on. Jesus, the Lamb of God, was placed in a manger fit for sacrificial lambs. Herod, afraid that a messianic king would take away his throne, would rather blot out the Savior than relinquish his pride. Mary and Joseph, in awe of a virgin birth, faithfully stewarded a miracle without completely understanding its ramifications. 

Once you have narrowed in on a messaging theme or concept, determine how to best showcase it. Would a living nativity be the most powerful illustration? How about an art installation in the church lobby? Should your graphics and decorations be bright and cheery, or are you hoping to cultivate a more contemplative mood? Brainstorming through all of these points will help you create a seamless and powerful Christmas experience.

#4 Cast Vision for Your Team

Christmas planning is a lot of work, and your staff team (or team of volunteers) will be the key to making your services happen! Instead of hitting the ground running, take time to cast vision for your team. Hold a fun Christmas meeting (it doesn’t have to be four hours long!), and explain your goals for the Christmas service, the concepts you are trying to make come to life, and the important role each of them plays in the process. 

Rather than simply assigning tasks, invite collaboration! (This is something my church leaders do an incredible job with.) Each team member has a unique role in making your church’s Christmas services come to life, and they may have good ideas that help shape the production for the better. The better you can inspire them, the more unified your team will be during the process, and the better the end result!

#5 Advertise Your Services

Now that the framework for your Christmas service is set and your team is on board, it’s time to get the word out! My team is currently brainstorming everything from a social media strategy to street signage to a billboard! As you process how to advertise your services, first consider your budget and your audience. If you have a minimal advertising budget, avoid expensive signage and opt for boosted social media ads. You can design your graphics for free on Canva and boost them on Facebook or Instagram. If your church is a rural community, flyers may really stand out!

Think outside the box! Could you collaborate with local businesses for some cross-promotion or host an outdoor event to garner more community attention? Whatever methods you choose, make sure to clearly communicate the date, time, and location of your services. The goal is to invite not just your regular attendees but the wider community as well.

#6 Schedule Volunteers

As you are probably aware, Christmas tends to be a busy travel season. (Cue: “I’ll Be Home for Christmas!”) Because of this, it is a good idea to begin scheduling your Christmas volunteers months in advance. Which of your volunteers will be in town? Who is willing to serve on Christmas Eve? Don’t be discouraged if your typical volunteer base is unavailable. There are many people who would love to participate in a Christmas service but haven’t been asked yet! This may even be a good time to add some new volunteers to your roster!

#7 Consider Gifts for Your Staff and Volunteers

The Christmas season is an excellent opportunity to show appreciation to your dedicated staff and volunteers. As you go about the Christmas planning process, think through ways you may be able to offer a small token of gratitude. Whether it is a hand-written card, a custom ornament, or a gift card to a local coffee shop, showing appreciation can go a long way. For larger teams, consider giving employees an extra day or half-day off of work. Everyone will be working hard leading up to Christmas, so they will value the extra rest!

#8 Don’t Forget About Follow Up

Many people who don’t typically attend church are willing to attend on Christmas, and it’s highly likely that your Christmas services will attract a few new guests. Whether it's a personal phone call, an email newsletter, or a postcard in the mail, ensure you have a system in place to connect with these individuals. Whether it's a personal phone call, an email newsletter, or a postcard in the mail, ensure you have a system in place to connect with these individuals. Consider inviting them to an upcoming event in the New Year, or simply sending a message of gratitude for their attendance. Such gestures can significantly increase the chances of them returning and feeling a part of the church community.

Plan Effectively with Breeze

Looking for tools to help with the Christmas planning process? Breeze offers a powerful church management software that will help you manage everything from volunteers to service flow to new visitor follow up. Check out our features page to learn more!