Church & Organization Planning Checklist

Lodging, meals, and accommodation

Communicate with volunteers what you are able to provide and what is their responsibility. Can you solicit host families (consider food, environmental, and pet allergies)? Can you assist with the cost of a hotel and meals? 

Local members

Encourage mission/church members to work alongside volunteers.

Emergency coverage

It is best practice to have a general liability insurance policy in place.


Coordinate local transportation, as needed, including shuttling to and from the airport. Consider assisting with the cost of airfare or providing for fuel expenses if a volunteer uses their personal vehicle on site.


Regular communication with volunteers (before and during their service) better prepares them for the work they will be doing.

Plan ahead

Write (and share) a clear list of roles/responsibilities for volunteers, prepare a schedule, know how to handle an emergency situation, etc. The more you plan now the better your program or event will run.

Leadership is fluid. Depending on the project...

a) The church/org leads. The church or organization should have most of the plan/project mapped out and the volunteers are plugged into that plan (canvassing neighborhoods, for example).

b) The volunteer leads. If the volunteer is a specialist (like an accountant), find out what they need and then let the volunteer drive the project.

c) Collaborate. For Vacation Bible School, for instance, the host organization could provide the space, marketing, and supplies while the volunteers bring the curriculum and are ready to teach.