Do These Things First

• Find out what's already on the calendar. You may have inherited committed events — a ward dinner that's been announced, a holiday party that's expected, a room reservation that's already been made. Get a list before you start planning anything new.
• Get introduced to your committee members. If any activities committee members are already called, meet them this week. Know who's on your team before you need them.
• Find the budget. Ask the ward clerk or executive secretary: What is the annual activities budget, and how much has already been spent this calendar year? Do not plan a single event before you know the number.
• Find the supplies. Many wards have a closet, storage room, or garage stash with tablecloths, serving dishes, decorations, and equipment. Find out where it is, what's in it, and who has the key.
• Understand facility reservations. Who requests building time — you, the executive secretary, or someone else? How far in advance do reservations need to be made? Is there a stake calendar system, or do you call a facilities manager directly? Figure this out before you need it urgently.
• Ask the bishop one question: ↗ text him "What does a successful activity year look like to you? What's the most important thing we do?" Listen carefully. His answer tells you what to prioritize and what's non-negotiable.

What the Activities Chair Actually Does

The Activities Committee Chair plans and executes ward activities — ward dinners, holiday events, service projects, socials, and other whole-ward gatherings. Your job is to create opportunities for ward members to connect outside of Sunday. You're building the infrastructure for everything that doesn't happen in sacrament meeting.

The calling is part logistics, part collaboration. You're coordinating with auxiliaries, managing a budget, reserving the building, and pulling together volunteers who all have other callings and full lives. You won't do any of this alone — but you are the one who makes sure it actually happens.

• Planning and calendar — knowing what's coming, when, and building a schedule that doesn't conflict or overwhelm
• Logistics and execution — booking the room, ordering the food, assigning setup and cleanup, being there when things go sideways
• Coordination with auxiliaries — communicating with RS, EQ, Primary, YM/YW so you're aligned, not colliding

Building the Activity Year

Start by talking to the bishopric about which activities are traditional or expected in your ward. Every ward has standing events — things that have happened for years and that members plan around. Pioneer Day, the ward Christmas party, trunk-or-treat, the summer picnic — whatever your ward does consistently is your foundation. Build around those first.

Common Ward Activities

• Ward dinner or social — quarterly or semi-annually; the anchor of the activity calendar
• Service project — at least once a year; particularly good for pulling in less-active members who prefer doing over socializing
• Holiday events — Christmas party, trunk-or-treat, Pioneer Day celebration; varies by ward culture
• Summer family activity — outdoor event, ward campout, or park day; casual and low-cost
• New member welcome events — occasional dinners or socials oriented toward recent converts and new move-ins

How to Build the Calendar

Start with standing events and anchor them on the year. Then look at the gaps — months where there's nothing and connection opportunities are thin. Fill those selectively. Not every month needs an activity. Once you have a draft, present it to the bishopric for approval before you commit to any dates, reservations, or announcements. They may have conflicts you don't know about.

The Planning Timeline

Managing the Activities Budget

Your ward has an annual activities budget allocated from Church funds. Know the number before you plan anything. Spending money without knowing the budget is how you end up in an uncomfortable conversation with the bishop mid-year.

Track every expenditure. A running total in a notes app, a simple spreadsheet, whatever works — just keep it current. Submit receipts to the ward clerk promptly after each event. Do not let them accumulate into a pile you're afraid to deal with.

Food Event Estimates

Estimate cost per person conservatively. RSVP counts are always optimistic — not because people are dishonest, but because life happens. Plan and purchase for your expected headcount, but assume your floor is about 80% of that. Don't over-order, but don't cut so close that you run out in the first twenty minutes.

When You're Running Low

Talk to the bishop before the money is gone, not after. He may be able to adjust the allocation or help you scale back a planned event. Going over budget without prior approval puts everyone in an awkward position. Going over it with approval — when circumstances genuinely require it — is a conversation, not a crisis.

Reserving the Meetinghouse

The meetinghouse is managed by the stake or a designated facilities coordinator. Reservations typically go through a stake calendar system or a specific contact — find out which system your ward uses on Day One and don't wait until you need a room to learn the process.

Reserve early. Other wards and auxiliaries use the same building. Saturday evenings before major holidays are the first dates to go. If you know your ward Christmas party is in December, reserve the cultural hall in September.

Know the Rules Before You Need Them

• What time must the building be cleared? Build your event timeline backwards from that number.
• What rooms are available — cultural hall, overflow, kitchen, classrooms?
• Are there kitchen restrictions on open flames, certain equipment, or outside caterers?
• Who holds the key, and how do you get it before the event?

Recruiting and Working With Volunteers

Working With Auxiliaries

You are not planning events for individual auxiliaries — they plan their own RS activities, EQ service projects, and youth events. Your lane is whole-ward events that serve everyone regardless of organization.

Communicate your calendar to RS, EQ, Primary, and YM/YW presidents before events are announced. A simple heads-up prevents the frustrating situation where you've planned a ward dinner on the same night as the RS's biggest quarterly event. Conflicts are easy to prevent and painful to navigate after the fact.

For some events, auxiliaries co-sponsor or actively contribute. The RS might coordinate food for a ward dinner. YM/YW might run games at a ward social. EQ shows up for heavy setup and teardown. Build those relationships now, when nothing is urgent, so the ask is easy when you need help.

Who You Work With Regularly

Operational Notes

Log your meeting schedule, room numbers, key dates, or anything worth handing off when you're released.