The church event reminders that work best go out twice: about a week before, so people can plan, and the day before, so they remember. Keep each one short, include the time and place, and send it where people actually look, which for most people means a text or an email.
When should you send a reminder for a church event?
Timing matters as much as the message. A good default for most church events is:
- The first announcement, three to four weeks out, so the date gets on calendars.
- A reminder one week before, when people are planning the coming week.
- A reminder the day before, when it is fresh enough to act on.
For a morning event, the day-before reminder works well in the late afternoon or early evening. For an evening event, a short text that morning can also help. Avoid sending reminders very early or late at night; people may find them intrusive.
For events that need preparation, such as a covered-dish meal, a mission trip meeting or a workday, add a reminder far enough ahead for people to shop, find a sitter or take off work.
What should a church event reminder say?
Short and clear is best. Every reminder should answer:
- What the event is
- The day and time
- The place, including the room if it's on campus
- Anything to bring or know, like "wear work clothes"
- How to sign up or say you can't make it
Here is an example of a day-before text:
Reminder: Men's breakfast is tomorrow, Saturday, at 7:30 in the fellowship hall. Bring a friend. Reply if you need a ride.
That is all most reminders need.
Should church reminders go by text, email or phone?
Each has a place:
- Text is best for a quick nudge. Most people read texts soon after they arrive.
- Email works for reminders that need more detail, like a packing list or directions.
- Phone calls are best for homebound members, volunteers with an important role, and anyone who does not use a cell phone.
- The bulletin and pulpit remind the people who are there on Sunday, but not those who are away.
Using two channels for the same reminder, such as a text and an email, covers more people without overwhelming anyone.
How many reminders are too many?
Most people appreciate a reminder or two for an event they care about. Problems start when every ministry sends its own messages on its own schedule, and members get several texts in a day. Coordinate reminders through the church office, keep a simple calendar of what goes out when, and combine small items into a weekly email.
Always give people a way to stop texts if they want to. Being respectful of people's phones keeps them willing to read the messages that matter.
Remind your volunteers separately
Volunteers need a reminder that is about their job, not just the event. Tell them what time to arrive, where to go and who to contact if something comes up. A reminder a few days before gives you time to find a substitute if someone can't make it.
Example: Vacation Bible School
Picture a church of about 120 where, every summer, volunteers forget their days and families forget the start date. The children's director sets up a simple plan: an email to families two weeks out with the schedule, a text one week before and a text the evening before the first day. Volunteers get their own reminders listing their room and arrival time. With that plan, the director can spend the week with the children instead of on the phone.
Keep a reminder template
Write a short template for each kind of reminder, a week-before email and a day-before text, and reuse it. It saves time and keeps your messages consistent.
How ChurchConnect helps
On ChurchConnect Pro, reminders go out on their own a week before and the day before each event, so nobody in the office has to remember to send them. Each event goes out by email and text and is posted to your church website, and a Facebook post, bulletin insert and flyer are written for you to share. People can sign up from their phone, and volunteer shifts help you keep track of who is serving when. Pro is $49 a month with no contract, and your first 500 texts are included.