Have you attended a church service and felt welcomed from the time you entered the parking lot until the time you left? If you answered yes, chances are you attended a worship service that has a strong church hospitality ministry.
Today, people have many options for church, including virtual church services. If first-time visitors don’t feel welcome, they might walk out and never return.
Across the country, churches are closing their doors due to low membership. This downturn may be due to the inability or unwillingness to utilize technology effectively. However, in most cases, churches don't have a defined church hospitality ministry.
The size of your congregation doesn't matter. You need a church hospitality ministry plan to continually improve. Keep reading. We’ve prepared a hospitality guide to help attract new members.
Table of Contents
- What Is a Church Hospitality Ministry?
- Why Is the Church Hospitality Ministry a Vital Asset?
- Hospitality Ministry Umbrella
- How to Create a Solid Church Hospitality Plan
- The Roles and Responsibilities of a Hospitality Committee
- Guidelines for Running an Existing Hospitality Ministry
- Best Practices for a Church Hospitality Committee
- Church Hospitality Ideas to Attract New Members
- Key Insights for Adapting a Hospitality Ministry to Church Size
- FAQs
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FREE Welcome Kit: Templates to Convert Visitors into Members
What Is a Church Hospitality Ministry?
The Bible speaks about the church’s responsibility to become a welcoming body. To embrace everyone who crosses their threshold and build a loving community of believers. The goal is to make disciples equipped to go out into the world and share God’s love and plan for salvation.
The church hospitality ministry is the first representation of the church that people come across. However, they are more than the church welcome committee.
The hospitality ministry is just one example of ministry and has many layers that make up the body of the congregation. Their responsibilities span the lifecycle of the members’ interactions with the church.
For the church to build strong disciples who will go out into their communities to teach the Word, it first must have a strong foundation. In this free ministry guide, we go in-depth to define the sub-ministries that fall under church hospitality.
Why Is the Church Hospitality Ministry a Vital Asset?
Whether pastors want to acknowledge it or not, the church is a business that deals with a diverse group of people. Each person has expectations, and the church hospitality ministry should foster a culture of inclusion to support church growth. The church should welcome new members to ensure they return.
Ministry Architects reveals that a church must see at least 300 guests a year to achieve a 100-person annual growth rate. But it's not just about getting these people in your doors. You must also create a friendly church environment.
The first step involves defining the church’s culture. No church can be everything to everybody. However, it can develop processes to ensure its ministry aligns with the church’s overall goals.
To do this, you’ll start by creating a church hospitality ministry guide. The guide outlines the purpose and goals of the ministry. Just as the church has a mission statement, so should each ministry.
The mission statement is a reminder of why the ministry exists. Consider these scriptures from the New Living Translation (NLT) as you think about your hospitality ministry’s mission statement.
Hebrews 3:2
For he was faithful to God, who appointed him just as Moses served faithfully when he was entrusted with God’s entire house.
Titus 1:8
Rather, he must enjoy having guests in his home, and he must love what is good. He must live wisely and be just. He must live a devout and disciplined life.
1 Timothy 5:10
Has she been kind to strangers and served other believers humbly? Has she helped those who are in trouble? Has she always been ready to do good?
1 Peter 4:8
Love each other deeply because love covers a multitude of sins. 9 Offer hospitality to one another without grumbling.
Hospitality Ministry Umbrella
When you think of the church hospitality team, what's the first thing you think of? The greeters at the door? The gentlemen who say good morning as they open the door for you? Or the ladies standing in the foyer, letting you know when it’s okay to enter the sanctuary.
Yes, they are part of the hospitality ministry, but only a small part of the ministry structure. As churches grow, they may develop sub-ministries to support the hospitality team and accommodate a growing congregation. It’s a sign you’re doing ministry right.
A hospitality plan will prepare you to adapt to your growing congregation quickly.
Ministries That Fall Under Hospitality
On the outside looking in, most people have no idea what goes into a successful ministry. Megachurches in the U.S. have perfected the blueprint for inclusion in discipleship. They understand that they must have ownership for people to connect with a ministry.
To gain ownership in a ministry, take an active role by contributing your gifts and talents. The hospitality ministry has several moving parts, and each entity is intertwined with other ministries to create a unique experience.
Let’s take a look.
- Welcome Ministries
- Communications
- Guest Services
- Member Services
- Security
Welcome Ministry
Welcome ministries are the front line. Their mission is to demonstrate love and concern for members and visitors as they enter and exit the church. These ministries can also move beyond the church building.
1. The Parking Lot Ministry
Volunteers ensure the church parking lot is clean and safe, allowing congregants to enter and exit quickly. They direct traffic and let people know when the lot is full and where to find additional parking.
For large campuses, the ministry has mobile carts to transport members to the building, if needed.
2. Church Greeters
We touched on greeters earlier. These people open the doors for members and welcome them to church. They also have teams in the lobby to answer questions and direct members to the sanctuary or other areas, such as the nursery. Church greeter best practices enhance the church environment.
3. Ushers
Church usher guidelines dictate how these staff members maintain order during church services. They ensure everyone gets a church bulletin and finds a seat. They also collect the offerings and maintain decorum.
Communications
As churches expand, their first order of business is getting a media ministry. The media ministry’s primary function is to record services and manage online streaming.
They also work with the church hospitality ministry to ensure welcome messaging is on point for church visitors. If you’ve been to a large campus, you’ve seen banners directing visitors to the welcome center, youth service, nursery, etc.
The hospitality ministry will also have church announcements regarding upcoming events and invite members to join a ministry.
Guest Services
Guest services centers are growing among church campuses. It can include a welcome center in the foyer or a kiosk located in high-traffic areas.
The purpose of guest services is to provide information to members and visitors concerning church services, the campus, and upcoming events.
Another branch of guest services includes the Health & Wellness Ministry. These are medical professionals on site during church services in case someone experiences a medical emergency. They also host wellness events.
Member Services
Church hospitality should always work like a well-oiled machine. It requires individuals who are patient and compassionate. They also must love serving others.
New Membership
The new church membership ministry takes the wheel guiding church visitor assimilation after they decide to become members. They gather information on the new member. Are they joining as a new member or returning member? Are they baptized?
Many churches offer new members’ classes, and upon completion, members are introduced to the congregation. This is done via the right hand of fellowship ceremony or reception following church service.
The new membership committee may also be responsible for first-time visitor follow-up. They will stay in touch with members after their first visit, making them more likely to return. According to EvangelismCoach.org, follow-up is essential in member retention, especially when prompt action is taken.
For example:
- 85% of guests return if follow-up happens within 36 hours
- 60% of guests return if follow-up happens within 72 hours
- 15% of guests return if follow-up happens within 7 days
Pastor’s Aide Ministry
The Pastor’s Aide Ministry is an elite ministry assigned to the pastor. They provide hospitality services to the pastor and executive leadership. When guest pastors serve at the church, the ministry attends to their needs.
This elite team is also instrumental in planning the pastor’s anniversary recognition activities.
Kitchen Ministry
Find the best cooks among the congregation, and you’re sure to have a beloved kitchen ministry. These members play an instrumental role when it comes to onsite programs. They prepare food for everything ranging from banquets, meetings, and snacks for Vacation Bible School.
The kitchen ministry often operates similarly to a restaurant. Seek volunteers with food service experience. They also require compassion because they are often called on to serve bereaved families.
Security Ministry
Sadly, we live in an era where ministries require security details. Megachurches employ security teams that include off-duty law enforcement agents. Church security isn’t limited to the pastor, who may have private security.
Security ministry members are unpaid volunteers who protect the congregation during services and onsite church events.
Often, congregants have no clue who is in the security ministry. They blend in with the congregation, strategically placed to watch all entry points and movement. They are most active when it’s time to collect the offering.
How to Create a Solid Church Hospitality Plan
Creating a solid church hospitality plan isn’t as hard as you may think. The idea of creating a hospitality plan can come from a church member, ministry leader, or pastor.
Whoever presents the idea should discuss why the church needs to focus on its hospitality structure. For example, engaging newcomers can contribute to retention and growth. Next, present the idea to the pastor and executive leadership.
Once everyone is on board, a church hospitality committee is selected. Their initial duty is strategic planning.
Consider hospitality models used at successful churches. Many church leaders will consider it an honor and invite your team to come and shadow their Sunday service welcoming committee. Don’t shy away from visiting other congregations that are willing to share their church hospitality ministry guidelines with you.
You may also use the First Shiloh Baptist Church as an example. They aim to create a welcoming hospitable environment for guests. Their principles are guided by biblical motivation. The church has several positions in its welcoming committee, ensuring visitor satisfaction.
The Roles and Responsibilities of a Hospitality Committee
There are various roles you’ll need for a well-rounded team. Choose a team that consists of people with a variety of business skills.
Ministry Leader
The ministry leader is an appointed position who reports directly to a member of executive leadership. This person will oversee the implementation of the church hospitality plan. They will appoint the other members of the planning team.
Assistant Leader
The assistant leader will co-chair the leadership role and lead meetings without the leader. The two must have a shared vision for the hospitality ministry and work well together.
Next, the ministry leader and assistant leader will work together to choose a leader for each of the following ministries:
- New Members Ministry
- Kitchen Ministry
- Ushers and Members Services
Roles that aren’t direct ministries under hospitality will require liaisons as a direct point of contact. These include communications, security, and pastor’s aide ministry.
Administrative Assistant
The person or persons volunteering in this role will require good oral and written communication skills. If the church has a church management software platform, request access for the administrative assistant.
Working with the management software will make the job easier. Plus, the person will have access to communication tools when it comes time to roll out the plan to members.
Treasurer
The church hospitality committee will require a budget. Once the ministry is up and running, a separate annual budget will need to be set.
The hospitality ministry will then allocate their annual funds among the ministries directly under their umbrella. A treasurer with budgeting skills is vital to the ministry’s success.
Ministry Counselors
Ministry counselors are there to assure harmony and peace preside over all meetings. Choose two or three counselors for the planning committee and later reassign them to their various hospitality ministries.
Counselors must guide opening and closing all sessions in prayer and be the voice of reason when the team members cannot agree. They are also there for the ministry leaders when they need to vent.
Ministry counselors are not necessarily certified counselors, although that would have great benefits. They are members in good standing who have served in ministry and have extensive knowledge of the Bible and biblical principles.
Guidelines for Running an Existing Hospitality Ministry
The guidelines for running an existing hospitality ministry are simple. Always use biblical teachings to guide decisions and when dealing with church members.
Remember, the goal of the hospitality ministry is to oversee the spiritual growth of the church. It is also vital to measure and monitor the pulse of the church. Is the ministry meeting the needs of the members?
If your church hosts an annual leadership retreat, allow the hospitality ministry to host a session. This is a great way to engage other ministries and promote the one-team concept.
It’s also vital to the church’s growth to stay engaged and look for new technology to advance its efforts.
- Host quarterly workshops
- Reassess qualities
- Reevaluate volunteers
- Review hospitality volunteer duties
- Update attire
- Monitor formations
- Open recruitment
1. Quarterly Workshops
Quarterly workshops help boost the church hospitality ministry performance. It keeps volunteers engaged and thinking about the latest advancements in ministry. It’s also essential to stay in touch with ministry volunteers to ensure they are still committed to the ministry and its goals.
The workshops are hosted by community partners or volunteers wanting to share new concepts. Consider implementing a requirement that volunteers attend a minimum of two workshops a year.
2. Qualities
When your church leadership reassesses the quality of a minister, it is no different than your manager assessing the work being performed at a place of employment. It’s vital to know what to expect.
The church hospitality committee set guidelines for the various ministries during the hospitality planning phase. Periodically, they should measure or survey the performance of the ministries.
Is the kitchen ministry following food preparation standards? Are the greeters courteous? Is the health and wellness ministry recording incidents?
Quality inspections help leaders determine if they require more volunteers or additional church hospitality ministry training.
3. Hospitality Volunteers
A person cannot serve in the same ministry for more than two years at some churches. The thought is, if a person serves in the same capacity for too long, it denies others the opportunity to serve.
Members should constantly grow and look for new opportunities to serve. It gives a better perspective of the church and prevents members from feeling like they own a ministry.
Always encourage members to move around and utilize their gifts in different ways. Offer spiritual gift assessments to help members look for unique ways to serve, so they remain well-rounded.
4. Attire
Volunteers must follow attire guidelines. Choirs wear choir robes or matching outfits. Ushers, greeters and members of the welcome desk wear uniforms.
The guidelines are in place to make them easily recognizable when members require assistance.
Ensure that everyone is uniform and following protocol. Your church may cover the cost of uniforms, or it may be the volunteer’s responsibility. They will help maintain the church's image.
5. Formations
Formations apply mainly to hospitality ministries. The formations include how and where they line up.
Ushers must sit on the back pews during the sermon but have different set positions at other times. The health and wellness ministry may have a set section. Greeters are assigned to certain doors on the campus so they can open doors and say good morning to guests.
6. Recruitment
Everyone has a gift or talent that is vital to the ministry. Churches need to attract new members, not only to grow but also to prevent volunteer burn-out. Part of the new member’s classes is a section on spiritual gifts.
Review the assessments and invite candidates to ministry highlights to pique their interests. Sometimes members have no idea the number and types of volunteer roles crucial to the church’s success.
Best Practices for a Church Hospitality Committee
The hospitality ministry is often the first impression of your church. They are responsible for attracting and welcoming new members.
When recruiting members to serve on the hospitality committee, ensure the committee reflects your congregation. Don’t be afraid to embrace diversity.
One mistake churches have made in the past is not being inclusive. Move away from what you used to do and start embracing new thinkers. Everything the church needs is right in the pews...creatives, innovators, and every possible skill set.
Tap new members to join the committee. Embrace technology. Maintain concise records and document all meetings.
To keep the ministry moving in the right direction, be willing to try new things. The pastor is your biggest cheerleader and wants what’s best for the church.
Provide a timely update of all meetings. Run ideas by the pastor to make sure you’re on course with their overall vision for the church.
Review past practices to determine which ones to keep, which ones to modify, and which ones to eliminate. Here are a few to consider.
- Practice learning members’ names. The church should have a family feeling. Ensure new and old members feel close.
- If someone asks for directions, escort them to their destination instead of pointing the way. Incorporate signage and a communications system to assist visitors new to the campus.
- Implement a church health survey to assess how members and visitors perceive the efforts of the hospitality ministry.
- Use welcome packets to make new visitors feel like part of the community.
Information can’t always come from the committee. It’s best to go to the source to assess what the members and visitors need.
Church Hospitality Ideas to Attract New Members
The most efficient way to attract new members is to show them great hospitality and provide a sermon to get through the week.
Use church visitor cards to learn who’s visiting. Reach out to them with a thank you card or gift for attending your services. Determine if they are repeat visitors and have someone reach out with a phone call.
Host a community event and go door-to-door to invite neighbors personally. Encourage members to bring someone to church and acknowledge them during the service.
Go Social! Create an online presence on social media. Start live streaming your services. Invest in Facebook ads to reach your target audience.
Last, always make visitors feel like family. Don’t tell them about God. Let them experience God.
Key Insights for Adapting a Hospitality Ministry to Church Size and Local Demographics
Church hospitality ministries are not one-size-fits all. Ideas and strategies that work for a church with an average weekly attendance of 1,500 likely won’t be an ideal fit if your church averages 150 members a week. So when establishing or developing a hospitality ministry in church, utilize these key ideas based on church size in order to build the best possible ministry to help folks feel welcome when they walk through your doors.
Understanding Church Sizes
Each church has its own personality which is largely based on church size. A smaller church, for example, can be like a small town where almost everyone knows one another and there’s a closeness among the entire congregation that isn’t possible in much larger churches.
On the other hand, large churches typically have a lot going on at once. With different special events and ministries operating simultaneously, it can be challenging for people to build more personal relationships. Here are key concepts to keep in mind regarding church size and how it impacts hospitality ministry in churches.
Small Churches
1. Intimate community dynamics
Smaller churches feature the close-knit atmosphere that develops when most members know one another and services are filled with familiar faces. This can be daunting at first for visitors, who step into a place where they feel like they may be the only one who doesn’t know the rest of the congregation.
2. Personalized interactions
In smaller churches, there are more chances for personalized interactions. Fewer people means individuals have more of a chance to connect with others and get to know them. Encourage relationships by building a hospitality ministry that is adaptable to both outgoing and introverted visitors.
3. Flexibility in programming
With fewer people and likely not as many activities going on as larger churches, smaller congregations typically enjoy more flexibility in their programming. This allows them to be more nimble, adjust to disruptions and adapt to the needs of members and different groups within the church.
Medium-Sized Churches
1. Balancing personal connections and larger gatherings
Medium-sized churches enjoy some benefits of larger and smaller churches, but also share some of the challenges that both of them face. For example, you should balance larger gatherings with the need for members to develop deeper connections with one another as they grow their faith.
While attending a service with several hundred other worshippers can be an uplifting experience, it can also make it tougher to build meaningful personal bonds. Medium-sized churches should keep this in mind and look to create opportunities for members and visitors to interact on a more personal level.
2. Implementing scalable hospitality initiatives
Because medium-sized churches share common ground with both larger and smaller churches and often feature groups and activities of varying sizes, it’s smart to develop hospitality initiatives that can adapt and scale accordingly. When coming up with hospitality ideas to welcome people to church services and activities, structure things in a way that can fit a large Sunday service, a more intimate gathering for a small group or anything in between.
3. Cultivating a sense of belonging
A desire to feel welcomed and valued is a key element when visiting a new church. Your church hospitality ministry is a key to this experience. Encourage hospitality volunteers to help new people feel at home and to know they’re welcome just as they are. While it’s good to recognize that they are new to your church, try to help them feel like they are part of the group and are readily accepted.
Large Churches
1. Managing scale without sacrificing personal touch
Those who have visited or attended a larger church know it’s easy to feel lost in a sea of people and struggle to connect. While larger churches enjoy the benefits of more resources and more people to participate in their ministries, keeping a personal touch so members and visitors feel connected can be challenging.
Church hospitality ministries and volunteers can be a key tool in maintaining a personal touch even in a larger congregation. They can put a name, face and voice on the church’s efforts to make people feel welcome and having a friend to connect with in a large service or gathering makes a big difference.
2. Utilizing technology for communication
With a lot going on any given Sunday and throughout the week, larger churches depend on good communication to keep members and visitors connected. You don’t want people to attend service on Sunday and feel disconnected from church the rest of the week. Technology is a great way to extend hospitality even when folks aren’t inside the church walls.
Utilizing social media, the church website and other apps allows large churches to send out messages, use tools such as photos, video and livestreaming and broadcast their voice to smartphones, tablets and computers. Letting someone know they’re thought of and cared about as they go through their week is a great way to show hospitality. If you're interested in how to improve newcomer outreach strategies, we broke down a series of explainer videos to help improve the flow of newcomers into the church and the church assimilation process to help them become members. However, we outline a specific process for building key content for newcomers, including...
- Newcomer Pages
- Sermon Summaries
- Church Update Blog Posts from Existing Church Newsletters
Within the video, we show you how to easily create this material fast using free tools. Check it out if you're interested in learning how you might build more than 65 blog posts within a year, or how to build a newcomer page that answers the question, "What should new visitors do next?"
3. Creating smaller, connected groups within the larger congregation
Anyone who’s attended a service at a large church knows that once the service ends, most people quickly depart to go pick up their kids from children’s ministry, to get to lunch or make their way to the next stop on their day. That makes it tough to connect on a deeper level.
Small groups are a powerful resource for developing connections. Meeting throughout the week either at the church or in members’ homes, these groups can be based on interests, where people are at in life or for specific groups like parents with young children. They offer a chance for conversation, connection and biblical discussion and learning in a more relaxed, personal setting.
Catering to Different Demographics
It’s important to understand the different demographics within your church and develop hospitality efforts and ideas that meet every person where they are, helping them feel like they fit and are valued within your congregation.
Age Groups
1. Tailoring welcome strategies for children, youth, adults, and seniors
It’s not a surprise that the things that help a 5-year-old and 75-year-old church member feel welcomed can be very different. Kids feel more welcomed by things like a fun place to play and their favorite snack as they enjoy a Bible lesson, while adults and seniors might prefer a cup of coffee and a place to sit and talk before or after a church service. Church visitor gifts are another great option.
Seek to create inviting, welcoming spaces that make each age group feel at home. Talk to existing members in these age groups and gather their feedback on what they feel would make visitors of similar ages feel welcome, then try to put those ideas into action.
2. Designing age-appropriate events and activities
One of the hurdles that will keep people from attending church events and activities is not having something that appeals to their age group. For example, an event aimed at adults that doesn’t offer childcare or a place for kids to have fun while their parents enjoy their part of that event is less appealing to families.
Similarly, an event that is a bit louder and more high-energy could appeal to students and even young families, but may not fit older visitors and members. Not every event can appeal to all age groups, but trying to include as many as possible is a smart step and when that’s not possible, look to design other events that appeal to additional groups and demographics.
Cultural and Ethnic Diversity
Depending on where your church is located, the level of cultural and economic diversity in your area could be significant. But regardless of whether you have less diversity or a major amount, your church needs to understand that diversity and the qualities and characteristics of the different groups that make your community what it is.
1. Sensitivity to cultural nuances
As visitors come to your church, be aware that there could be cultural nuances between what you’re used to and their norms. These could include how people dress, the way they speak, the language they use and the basic norms that govern conversation and interaction.
While it’s not possible to understand every single nuance in advance, a church should be sensitive and respectful of these differences. It goes a long way toward making new people feel welcome when they walk through your doors.
2. Multilingual communication strategies
This can vary depending on your geographic location, but in many areas of the country, different immigrant and ethnic groups bring their native language to the community. While they may speak English to some level, there can be members of these communities who aren’t as comfortable with it and strongly prefer to communicate in their native language.
Work to understand which other languages might be common in your community and when speakers of those languages are part of your church, make sure you communicate with them in the way that works best for them. This might mean finding members who are fluent in their language or using technology as a way to translate messages to their language.
Also, remember that there could be hearing-impaired members and visitors at your church and providing resources like sign language interpreters during services allows these individuals to participate in worship and learning.
3. Inclusive events and celebrations
The Bible provides many examples of Jesus seeking out and spending time with those who were often shunned by society. His example of extending love to those who had been marginalized is one churches can still follow today. Love people where they are and show kindness to those in need.
Socioeconomic Considerations
When hosting church events, it should be as easy as possible for everyone to attend, regardless of their socioeconomic status. Making people feel excluded because they can’t afford the cost of admission goes against the Bible’s ideals of caring for the poor, helping those in need and loving others the way God loves them.
1. Ensuring accessibility for all economic backgrounds
Sometimes, it’s possible to host free church events, but this isn’t always the case.
Whether it’s a simple event that doesn’t require a lot of manpower or supplies, a larger special event that the church can put on through donations or an activity like a church camp where people can provide scholarship support, finding ways to allow anyone who’s interested to take part is a great example of hospitality.
One great aspect of these types of events is that when donations or scholarships are made and offered, those receiving them can do so anonymously so that only a small number of trustworthy church staff members or special event leaders know who has received financial aid.
2. Offering diverse ministry programs and support
No matter how much diversity you see when you look out across your congregation during a service, it’s there – sometimes in ways that aren’t obvious at first glance. To match that diversity, churches should offer a range of ministry programs and support for members.
Take time to learn about your members, their backgrounds and their lives and work to develop programs that meet them where they are and minister to needs in their lives. Each member has their own unique story and expecting one or two ministries to be the right fit for everyone isn’t the best idea. Create programs and groups that speak to a diverse congregation and its needs.
Special Needs and Disabilities
It's vital to provide facilities and services that allow special needs members to feel like part of your church. You don’t want a person with a learning disability or a physical disability to feel unwelcome or be unable to participate in a church group or activity because your facilities make it difficult for them to get around the building.
1. Providing accessible facilities and services
Be sure to research and understand the laws and guidelines for handicap-accessible spaces and facilities for your church. This starts before people even step inside your building, as having a sufficient number of handicap and wheelchair-friendly parking spaces near the building is paramount.
Also, check to make sure your sidewalks and entries allow those in wheelchairs or with other disabilites to safely access your facilities. Once inside, these people should have the tools in place to allow them to move around safely and take part in services and activities. If their disability is hearing, sight or speech-related, work to ensure these disabilities don’t keep them from taking part in what’s going on and create safe areas for those who may be autistic or need sensory-friendly spaces.
2. Training hospitality teams for inclusivity
Your visitor welcome team or hospitality committee is the face of your church in many ways as the first people visitors see when they walk through the doors. It's essential to train these staff members and volunteers on the best way to interact with those who have special needs or disabilities.
Even if your hospitality team doesn’t have an extensive background in this area, you can provide hospitality volunteer training so they can be as welcoming and helpful as possible.
Practical Implementation Tips
Training, education and collaboration are three key elements of this entire process. When you have willing volunteers who care about others and want to help create a welcoming setting within your church, the stage is set for success.
By training your hospitality team volunteers to work with the diverse visitors who walk through your doors and ensuring those volunteers are informed and educated about how to welcome and assist those they encounter, you help create an environment people will want to be a part of. Collaborate with stakeholders in this process, communicate standards and expectations to them and keep the channels open for feedback to continually refine and improve your hospitality team’s (or hospitality committee’s) efforts.
Flexibility in Programming
Rigid, inflexible churches often push people away through their unwillingness to adapt or change. A church is a living, growing entity full of people who (hopefully) are growing and changing as well. With that in mind, it’s a good idea to have programming that is flexible and able to adapt to the changing needs of a changing congregation.
1. Adapting events and activities for different contexts
One of the worst reasons to do things a certain way is, “That’s how we’ve always done it.” Just think if your church was still doing things the same way it was 10, 20 or 35 years ago and hadn’t changed at all.
When you host events and activities, be flexible and willing to adapt them to meet the needs of different audiences. For example, if you know there will be a lot of kids at an upcoming event, add kid-friendly elements that will keep children engaged and make it more appealing for families to attend. Don’t dogmatically stick to one narrow way of hosting events and ignore the context around them.
2. Rotating schedules to accommodate various commitments
People are busier than ever and while it would be nice if the world was less hectic for all of us, the reality is that it’s not likely to change any time soon. Know that members, volunteers and event visitors have busy schedules and be willing to rotate schedules to accommodate their commitments.
If you’re too fixed in your event and activity schedule and not willing to move things around to allow people to take part, they’ll either not show or will get burned out trying to get to everything on their schedule and eventually, they may stop participating out of fatigue.
Training and Equipping Hospitality Teams
Regular, ongoing training helps your hospitality team do their jobs well and helps them create a warm, welcoming environment for those they serve. Here are some key steps in making that happen.
1. Diversity and inclusion training
Diversity and inclusion training helps staff and volunteers understand how to interact with diverse groups of people in a respectful way and ensures all members of a group or activity feel included.
Having regular training sessions, perhaps every six months or once a year, for an hour or two can help refresh these concepts for existing volunteers and get new volunteers up to speed.
2. Empowering teams to adapt to different situations
When you have a solid group of hospitality volunteers who you count on to set a welcoming tone for your church, one of the next steps is empowering them to adapt to the different situations they encounter as they carry out their work. While it’s important to have standards and guidelines for your various ministries, it’s equally important to give those who participate in them the ability to adjust in the face of changing situations.
If your hospitality team or hospitality committee encounters something that isn’t covered in the existing guidelines, entrust the team’s leaders to make decisions to handle that situation based on their training and skill.
Regular Feedback and Evaluation
1. Gathering input from diverse members
Listen to those involved with your ministry, both volunteers and visitors who interact with those volunteers, for potential hospitality ministry ideas. Regularly ask their thoughts on what your team is doing to make visitors feel welcome and to create a friendly environment within your church that can help turn visitors into members.
Ask if there is anything else your team could do to make visitors more comfortable or if there’s anything you could modify to create a better setting for those who attend services and events. As you solicit feedback, try to talk to a wide range of people to get perspectives from multiple age groups, background, socioeconomic groups and ethnic backgrounds.
2. Assessing the effectiveness of hospitality initiatives
Be willing to take an honest look at your hospitality efforts and their impact. Does the work your volunteers do have a positive impact and make visitors feel at home? Do you see improvement in the overall atmosphere at church events through the efforts of your hospitality team?
Consider doing simple surveys where you ask attendees to share their thoughts on topics like how they were greeted, whether they received help finding the location they were going to and if they were able to get information or answers to questions they had when they visited. Once you have that feedback, use it to assess your hospitality efforts and determine any changes you could make.
Understanding hospitality is more than stationing a few friendly people outside the doors to your church and having them greet people as they arrive for services. It extends to every corner of your church and understanding what hospitality is and how to do it well are vital for growth.
Hospitality Ministry FAQs
What is the church hospitality ministry guide, and why is it important?
The hospitality ministry in church guide is a wealth of welcome tools, including templates for connection cards and welcome messages, sample welcome letters and welcome quotes to help you find the right words to greet new faces and encourage them to return.
It’s important because when someone visits your church, there’s a good chance they’re interested in finding a church home and the degree to which they feel welcome and wanted has a strong impact on whether they decide to come back.
How can a church benefit from implementing a hospitality ministry?
The obvious answer is a more welcoming environment that makes visitors want to come back and encourages members to stay consistent in their participation.
But beyond that, growth and a greater sense of connection and community are fruits of a successful hospitality ministry in church. When people feel like they’re appreciated, valued members of your congregation, they’re more likely to want to connect with others, and be part of your church’s efforts to love and serve the community.
What are the key responsibilities of a church hospitality ministry?
A church hospitality ministry’s main responsibilities are welcoming those who attend services and events, helping people find information they need, answering questions and reinforcing the values and personality a church wants to project.
This can include greeting attendees at the door, helping them hang up their coat, directing them to the area they’re going to, answering questions about church ministries and events and more. It also includes interacting with members and visitors in and around events, building relationships and helping forge connections between believers.
How can churches create a welcoming environment for newcomers?
Creating a welcoming environment and engaging newcomers means blending friendliness, helpfulness and a non-threatening space where they can learn more about your church and feel appreciated while being able to explore and determine if it’s a good fit for them.
Steps toward this goal include a friendly greeting, having volunteers to assist and answer questions, free refreshments like coffee and doughnuts and creating an environment where visitors feel free to be themselves. Allowing them to move at their own pace and not being overly pushy or aggressive is another key to establishing a welcoming setting that encourages people to return in the future.
Are there specific training programs available for hospitality ministry volunteers?
Yes. An online search can turn up several options for training programs for hospitality ministry volunteers. When searching for these programs, be sure to review their features and areas of focus, as well as the types and sizes of churches for which they’re designed. This will help you find a program that fits your church and helps prepare your hospitality team to serve members and visitors.
What role does effective communication play in church hospitality?
Communication is a core component of church hospitality. From simpler steps like greeting visitors to more involved ones like communicating via email and social media, hospitality hinges on communicating well and sharing information and encouragement to visitors and members.
Every interaction your staff or hospitality team have with someone who attends a church service or event is built on communication and effectively sharing messages and words of support and encouragement can be a game-changer for your church.
How can a church measure the success of its hospitality ministry?
While measuring the success of a church hospitality ministry isn’t as straightforward as measuring the success of a fundraising campaign by totaling up donations, there are ways to determine its effectiveness.
You can conduct surveys to gather visitors feedback on their interactions with your hospitality team or hospitality committee, talk with team members to hear their thoughts on how their work is going and see if visitor numbers are up or if more visitors are returning after their initial visit to your church. All of these activities can help you measure the success of your hospitality ministry and develop new hospitality ministry ideas.
How do we recruit more volunteers for our hospitality ministry?
You can recruit more volunteers for your hospitality ministry by sharing your vision from the pulpit, personal invitations, and training incentives. During services, have a church leader express their vision of a more welcoming church. Explain how volunteers can help achieve this vision.
That may be enough to encourage members to volunteer their services, but if you aren't getting sign-ups, try sending personal invitations. Look for outgoing individuals who have the time to lend a hand.
Training can also be a great incentive. Let members know about the skill sets they will acquire and how they can apply them in both their personal and professional lives.
What materials or resources do visitors typically want when they arrive?
When visitors arrive, they may want resources such as:
- A Schedule of Services: Hand out a schedule that shows when you hold services and other programs so they can determine which they would like to attend.
- Children's Ministry Details: Some families may be interested in enrolling their children in your ministry program. Provide details so they know what to expect.
- Contact Information: All handouts should include contact information, such as an email address, phone number, and preferred contact times, so people can reach out with any questions or concerns they may have.
Should your hospitality ministry coordinate with other church departments?
Yes, synergy among ministry leads to better churchgoer experiences. It ensures a consistent image across departments, enhancing the church's mission and vision. Input from various parties can also guide improved results.
Get All the Materials You Need to Welcome Church Visitors
We’ve built a complete kit of templates to help you get started on building a comprehensive welcome packet for newcomers. Download our free church welcome kit to get...
- 8 church connection card templates.
- Church verse & quote cards for your welcome packets.
- 40 amazing welcome quotes to use in your printed material.
- Free welcome message templates for visitors and new members.
