Event Planning
Whether it’s a weekly Bible study, annual conference, or community outreach, SoapBox helps you plan events that run smoothly and reach more people.Creating an Event
1
Start New Event
Go to Ministry > Events > Create Event.
2
Basic Information
Enter event details:
- Event name
- Date and time
- Location (in-person or online)
- Description
3
Settings
Configure:
- RSVP settings
- Capacity limits
- Ticket options (if paid)
- Visibility
4
Promotion
Set up promotion:
- Featured image
- Social sharing
- Email invitations
5
Publish
Make the event live.
Event Types
One-Time Events
Single occurrence events like conferences, special services, or outreach.
Recurring Events
Regular gatherings like weekly Bible studies or monthly meetings.
Online Events
Virtual gatherings with video conferencing integration.
Multi-Session
Events spanning multiple days or sessions.
Event Details
Basic Information
| Field | Description |
|---|---|
| Name | Clear, descriptive event title |
| Date/Time | When the event occurs |
| Location | Physical address or virtual link |
| Description | Full details about the event |
| Category | Type of event (worship, study, outreach, etc.) |
| Image | Featured image for promotion |
Location Options
In-Person:- Church address
- Room/building information
- Parking instructions
- Map integration
- Zoom integration
- YouTube Live
- Custom streaming link
- Access instructions
- Both physical and virtual options
- Different capacity for each
RSVP Management
RSVP Settings
Configure how people register:- Open - Anyone can RSVP
- Members Only - Church members only
- Invite Only - Requires invitation
- Approval Required - Leader approves RSVPs
Capacity Limits
Set attendance limits:- Maximum capacity
- Waitlist when full
- Automatic notifications when spots open
Custom Fields
Collect additional information:- Meal preferences
- T-shirt sizes
- Accessibility needs
- Group size
- Custom questions
Guest Registration
Allow RSVPs to bring guests:- Enable guest option
- Set guest limits
- Collect guest names
- Track total attendance
Ticket Options
Free Events
Simple RSVP without payment.Paid Events
Collect registration fees:- Set ticket prices
- Multiple ticket types (early bird, regular, VIP)
- Discount codes
- Scholarship/free tickets
Payment Processing
- Secure Stripe integration
- Automatic receipts
- Refund management
- Financial reporting
For paid events, ensure your church has Stripe connected in Church Settings.
Promotion
Built-in Promotion
- Featured on church events page
- Announcement post option
- Push notification to members
- Email invitation tools
Social Sharing
Create shareable content:- Auto-generated graphics
- Social media templates
- Shareable links
- QR codes
Email Campaigns
Send targeted emails:- All members
- Specific groups
- Past event attendees
- Custom segments
SMS Reminders
Text notifications:- RSVP confirmations
- Event reminders
- Last-minute updates
- Post-event follow-up
Volunteers for Events
Volunteer Needs
Define positions needed:- Setup crew
- Registration/check-in
- Hospitality
- Technical support
- Cleanup
Recruiting Volunteers
- Pull from existing volunteer pool
- Send targeted requests
- Open sign-up opportunities
- Schedule confirmations
Day-Of Management
- Check-in volunteers
- Assign positions
- Communication channel
- Track attendance
Day-Of Tools
Check-In
Manage arrivals:- Digital check-in
- QR code scanning
- Manual search
- Guest registration
Attendance Tracking
Real-time attendance data:- Total checked in
- Capacity remaining
- Check-in rate
- Guest count
Communication
Day-of messaging:- Announcements to attendees
- Volunteer coordination
- Emergency alerts
- Schedule changes
Recurring Events
Setting Up Recurring Events
- Create the event
- Toggle Make Recurring
- Set pattern:
- Weekly
- Bi-weekly
- Monthly
- Custom
- Set end date (or ongoing)
- Save pattern
Managing Instances
- Edit single occurrence
- Edit all future events
- Cancel specific dates
- Exceptions and variations
Recurring RSVPs
Options for repeat attendance:- RSVP once for all
- RSVP per occurrence
- Default attendance
Post-Event
Follow-Up
After the event:- Thank you emails
- Feedback surveys
- Photo sharing
- Next steps
Reporting
Event analytics:- Registration vs. attendance
- Demographic breakdown
- Source tracking (how did they hear?)
- Comparison to past events
Content
Capture and share:- Event photos
- Video recordings
- Key takeaways
- Social media posts
Event Templates
Saving Templates
Save successful events as templates:- Open event
- Click Save as Template
- Name your template
- Reuse for future events
Template Library
Access pre-built templates:- Sunday service
- Small group launch
- Outreach event
- Conference
- Volunteer appreciation
Best Practices
Start Promotion Early
Start Promotion Early
Begin promoting 4-6 weeks before major events, 1-2 weeks for smaller gatherings.
Clear Communication
Clear Communication
Ensure all details (time, location, what to bring) are crystal clear.
Plan for No-Shows
Plan for No-Shows
Typically 20-40% of RSVPs don’t show. Plan capacity accordingly.
Follow Up Fast
Follow Up Fast
Send thank you and next steps within 24-48 hours while the event is fresh.
Gather Feedback
Gather Feedback
Use surveys to improve future events. Ask what worked and what didn’t.
Celebrate Wins
Celebrate Wins
Thank your volunteers and share success stories with your church.