How to plan your calendar of activities

As a new director, it can be pretty overwhelming to plan your club’s activities for the year. You might be wondering, “Where do I even start?” Don’t worry, we’ve all been there! In this post, I’ll share a few practical tips to help you quickly and confidently create your club calendar.

Why have a calendar?

Having a calendar of activities for the whole year is super important! It helps your families plan ahead so they can actually show up . We all know how busy life gets, especially around the holidays, so giving families plenty of notice increases the chances they’ll be there.

A yearly calendar also helps you stay organized. It gives you a big-picture view of all your activities and makes sure you’re covering every area of your ministry, from outreach to fun family events. It prevents last-minute scrambling, keeps your team aligned, and makes your club look consistent and well-run. Families love that kind of reliability!

What kind of activities should I have?

You can plan any activity that fits your club’s mission, but it’s helpful to make sure you include events from these main categories:

• Meetings– These are the backbone of your club. Instructors work on the curriculum with the kids, helping them complete their awards and get ready for Investiture. Make sure you schedule enough meetings to cover all required lessons throughout the year.
• Outreach– These are vital! Outreach teaches kids how to serve and share God’s love with others. It could be something small like visiting a local nursing home or something big like organizing a community service day.
• Camps– Whether it’s a local, area, or conference camp, these are amazing bonding experiences. Kids and parents love them, and they create lasting memories.
• Field Trips– Field trips are fun and educational. You can tie them to awards (like a nature walk for the “Bugs” award) or just use them as a chance to explore and enjoy creation together.
• Parties & Celebrations– Don’t forget to celebrate! Recognize your instructors, kids, and families. Simple things like end-of-year parties, potlucks, or pizza nights go a long way in building community.
• Fundraisers– Every club needs funds to operate smoothly. Think about hosting events like a fall festival, a Valentine’s dinner, or a community car wash to raise support for your club.

How do I start my calendar?

Here’s a simple way to start building your yearly plan:

1. Start with the Area/Conference Calendar

The first step is to get your area or conference calendar. These events, like the Adventurer Bible Game, camporees, or awards day, are organized by your area coordinator or conference office. Once you have those dates, decide which ones your club will participate in and block them off first.

2. Add Your Meetings

Next, schedule your club meetings. You’ll want to have enough meetings to complete the curriculum, but also give families breathing room. A good rhythm might be two Sabbath afternoon meetings and one Sunday meeting per month . That keeps things consistent without overwhelming everyone.

In my club, we use the two Sabbath meetings to focus on classroom lessons and crafts, while Sunday meetings are for outdoor awards and fun activities. Every club is different, but the key is to find a rhythm that works for your instructors and families. Try to keep it consistent!

3. Plan Outreach Events

Outreach is where the kids put their faith into action. Aim for two or three outreach events during the year. You could visit a nursing home, deliver toys during Christmas, collect clothes for families in need, sing carols in public places, or serve at a soup kitchen. Be creative, the goal is to teach kids the joy of helping others.

4. Schedule Camps

Make sure to include at least one camp during the year. Kids absolutely love camping, and it’s a great time for families to connect with each other. If your area or conference already organizes a camp, that makes things even easier since most of the planning is done for you!

5. Add Field Trips

Plan a couple of field trips, maybe two or three throughout the year. They’re perfect opportunities to learn new things and earn awards in a hands-on way. A hike, bike day, zoo visit, or science museum trip can all turn into meaningful learning experiences. Think about the awards your kids can get on these trips.

6. Include Celebrations

Celebrations make your club special! Besides the big holidays like Christmas or New Year, think about smaller moments to celebrate, like when your kids participate in the Adventurer Bible Game. In our club, we take them out for pizza to recognize their hard work memorizing Scripture. It’s simple but so meaningful for them.

7. Don’t Forget Fundraisers

Every club needs funds for uniforms, materials, and events. Plan a few fundraisers during the year. Keep them fun and community-oriented, like a bake sale, car wash, or dinner night. They’re also a great way to get parents involved.

A Tool to Make It Easier

If you’re using Advent Clubs , we’ve built a calendar tool that makes this whole process super easy! You can plan your entire year in one place and give families a single source of truth for all events. They can RSVP, see updates, and even view pictures from past events, all in one spot.

We designed it to save you hours of planning time so you can focus on what really matters: building relationships and guiding your Adventurers to know Jesus better.