The first crisp days of autumn are a signal for churches everywhere. It’s time to shift our gaze from the ordinary rhythms of the fall to the expectant hope of Advent and the joyous celebration of Christmas. For church leaders and volunteers, this season can feel like a whirlwind of services, events, and activities.

But what if this year could be different? What if, instead of just surviving the season, your church could truly thrive in it?

The key is intentional preparation. By planning ahead, you can create a season that is both spiritually rich for your congregation and logistically smooth for your team. Here’s a practical guide to preparing your church for Advent and Christmas.

1. Start with the Spiritual Foundation (The "Why")  

Before you hang a single wreath, gather your key leaders—staff, worship team, and volunteers—for a time of prayer and reflection. Remind yourselves of the "why" behind the "what."

Re-center on the Story: 

Read the narratives of Christ's birth in Matthew and Luke. Discuss the themes of Advent: Hope, Peace, Joy, and Love. Let these themes guide every decision you make.

Set a Collective Intention: 

What is your prayer for the congregation this season? Is it deeper reflection? A renewed sense of community? A heart for outreach? Define this intention clearly.

Pray for Your People: 

Pray for the families, the lonely, the grieving, and the seekers who will walk through your doors. The Christmas season can be difficult for many; pray that your church would be a place of genuine comfort and joy.

2. Plan Your Worship Services and Sermon Series  

The weekly worship service is the heartbeat of your church during Advent.

Choose a Sermon Series Theme

A cohesive theme helps the congregation journey through Advent together. Popular themes include "The Candle of Hope," "The Songs of Christmas," or a series focusing on the characters of the Nativity (Mary, Joseph, the Shepherds, etc.).

Map Out All Services:

Don't just plan for Sundays. Clearly outline all special services:

• Advent Sundays: Ensure the lighting of the Advent wreath is a meaningful moment.

• Christmas Eve Service: This is often the best-attended service of the year. Decide on the time(s), format (candlelight, family-friendly, traditional), and music.

• Christmas Day Service: If you hold one, plan for a more intimate, reflective gathering.

• New Year's Eve Service: A service of reflection and thanksgiving can be a powerful way to close the year. 

Coordinate Music Early

Work with your worship pastor and musicians to select hymns and songs that align with your sermon series. Give your choir and band ample time to rehearse special music.

3. Create an Inviting Atmosphere (The "Where")

The physical environment of your church can powerfully support the message of the season.

Decorations with Purpose

Move beyond just red and green. Use the colors of Advent (purple/blue) to mark the season of waiting, transitioning to the white and gold of Christmas celebration. Use decorations to draw attention to the cross, the Advent wreath, and the pulpit.

Create a Prayer Station

Set up a simple, quiet corner with an Advent wreath, journals, and prompts for prayer. This provides a tangible space for personal reflection.

Welcome First-Time Guests

Christmas is a time when people who don't normally attend church are most open to visiting. Make sure your signage is clear, your greeters are warm and trained, and you have a simple, non-intrusive way to collect visitor information (e.g., a connection card in the bulletin).

4. Engage the Whole Congregation

Advent and Christmas are for everyone, from the youngest to the oldest.

Children and Youth

• Advent Kits: Prepare simple take-home Advent kits for families with devotionals, crafts, or a Jesse Tree guide.

• Christmas Pageant: Start rehearsals early! A pageant is a beautiful way for children to engage with the story and involve their families.

Small Groups

Provide your small groups with Advent-specific discussion guides that complement the Sunday sermons. Encourage them to meet for a special Christmas fellowship event.

Service and Outreach

The season of giving is the perfect time to live out your faith.

• Organize a Giving Tree for local families in need.

• Partner with a local shelter or food bank for a special Christmas drive.

• Host a free community event like a "Carols and Cocoa" night to build bridges with your neighborhood.

5. Master the Logistics and Communication

A well-communicated plan reduces stress and ensures everyone is on the same page.

Create a Master Calendar

Have one central, shared calendar with every rehearsal, service, event, and deadline. This is essential for staff and key volunteers. 

Communicate Early and Often

• Website & Social Media: Update your website with all service times and event details. Create a graphic to share on social media that clearly lists your Christmas Eve service times.

• Bulletin & Announcements: Start announcing Advent and Christmas events at least 3-4 weeks in advance.

• Email Newsletter: Send a dedicated "Advent at Our Church" email to your congregation with all the information in one place.

Equip and Appreciate Your Volunteers

This is the most important logistical step. You will need more volunteers than usual.

• Recruit Early: Put out calls for greeters, ushers, childcare workers, and musicians now.

• Train Clearly: Hold a brief training session for all Christmas volunteers so they feel confident and valued.

• Say Thank You: Plan a specific way to thank your volunteers after the season is over—a note, a small gift, or a special reception. 

A Final Blessing for Your Preparation

Church leader, as you embark on this holy work of preparation, remember this: you are not just planning events; you are creating sacred space. You are preparing the soil for the seeds of the Gospel to be planted in expectant hearts. May your planning be filled with peace, your services with the power of the Spirit, and your church with the radiant joy of Christ, our promised Hope.

May this be your most meaningful Advent and Christmas season yet.