This episode of the Hybrid Ministry Show kicks off the "How I..." playlist with a deep dive into event planning with guest Kaylen Adams, an expert in coordination and logistics. Kaylen shares her step-by-step approach to organizing youth ministry events, covering everything from volunteer recruitment and communication to detailed schedules and contingency planning. Whether you're a youth pastor who struggles with organization or looking to refine your event strategy, this conversation is packed with practical insights to help you run seamless, high-impact events.

🦸BECOME A HYBRID HERO

patreon.com/hybridministry

✅ CHURCH COMMUNICATIONS DONE FOR YOU

https://www.hybridministry.xyz/articles/comms

SHOW NOTES

Shownotes & Transcripts

https://www.hybridministry.xyz/141

👉 STAY CONNECTED WITH NICK

YouTube: https://www.youtube.com/@clasonnick

Instagram: https://www.instagram.com/hybridministry/

TikTok: https://www.tiktok.com/@clasonnick

Facebook: https://www.facebook.com/HybridMinistry

Website: https://www.hybridministry.xyz

CONNECT WITH KAYLEN ON SOCIAL

https://www.facebook.com/kaylen.maltais

https://www.instagram.com/kmaltais_/

--------------

🎉 FREE STUFF 🎉

We have all kinds of FREE Things that you can use in your context!

The best way to pay us back is a review or a YouTube Subscribe!

https://www.linktr.ee/clasonnick

--------------

🛠️TOOLS I USE THAT CAN HELP YOU!

Some of the below links are affilate links in which we do recieve a small commission based on your purchase or use of products

VIDIQ

https://vidiq.com/hybrid

BEST DYM RESOURCES

https://www.hybridministry.xyz/articles/dym

OPUS.PRO FOR AI SHORTS & REELS

https://www.opus.pro/?via=a5d361

//YOUTUBE STARTER KIT FOR UNDER $100

https://www.hybridministry.xyz/articles/youtubestarterkit

--------------

🕰️TIMECODES

00:00 How I Plan Events like a Pro!

01:10 Kaylen, who are you?

05:06 What Lanes did you own?

07:03 How can you help someone think?

08:07 How did you communicate?

11:54 How did you determine call times?

16:30 How do you recruit for an event?

20:05 How many jobs do you give a leader?

21:24 How do you calculate for food?

24:21 What Else?

26:28 What if my church doesn't do all that?

28:34 Keep People's Personalities in Mind

--------------

TRANSCRIPT

00:00:00 :00 - 00:00:25 :00

Nick Clason | Hybrid Ministry

For what is up everybody? Today I am going to introduce you and have you in for a treat, because I am going to be interviewing one of my friends and coworkers, Kaylen Adams, who's fantastic at event planning. This is going to be the start of a new little playlist series on my podcast, and here on YouTube, where I am going to introduce you to some of the people that I know who do things the best in youth ministry and particular lanes.

00:00:25 :00 - 00:00:46 :05

Nick Clason | Hybrid Ministry

And Kaylen is the queen of event coordination and event management. Not only is she like, really fun and have a really good mind, but she is fantastic at getting volunteers, recruiting them. And when a volunteer comes in just feeling like they know exactly what to do. And you will. If you implement these things, you will look like a rock star.

00:00:46 :09 - 00:01:04 :05

Nick Clason | Hybrid Ministry

So if you're a typical youth worker who's not very organized, this episode is for you because it will help you and if you think that all hope is lost on you, then this is a great, podcast to send to a volunteer or a high level admin who might step in and help you with some of the logistical things, but you are in for a treat regardless.

00:01:04 :10 - 00:01:31 :06

Nick Clason | Hybrid Ministry

With my interview today with my friend and coworker Kaylen Adams. What's up everyone? Here we are. I am with Kaylen Adams. Which yes, you don't even find that on your name on here because that's how that's how new this is. So it is formerly known as Maltais, not hyphenated. Straight up Adams. Which means you just got married and,

00:01:31 :08 - 00:01:52 :02

Nick Clason | Hybrid Ministry

And you might not know Kaylen, but I know Kaylen. I worked with Kaylen. Worked in the past tense. We are still on staff together, but she has switched departments, so now she's in the kids department. And the reason I ask Kaylen on here is, what was it last weekend? Two weekends ago, we had our high school weekend.

00:01:52 :02 - 00:02:14 :01

Nick Clason | Hybrid Ministry

And you still worked with me then, and, oh, my gosh, Kaylen crushed it. Like, you guys don't have any idea. And as she was, like, literally crushing every, like, logistical and administrative detail of the weekend, in the back of my mind, I was like, we got to get Kaylen on so I can ask her, how do you plan for these big events?

00:02:14 :01 - 00:02:38 :10

Nick Clason | Hybrid Ministry

So why don't you give us just kind of a quick overview? Kaylen, first of all, like a 20 or 30 second like synopsis of who you are, how we ended up working together. But then, like, what did you oversee, at these events? Like what particular? Like lanes and areas and avenues. And then I just think what you did is such a helpful tool to many of the youth passers that I've ever seen or worked with. And so I just think this would be helpful to get out, you know, to people. Yeah. Yeah.

00:02:38 :10 - 00:03:02 :13

Kaylen Adams

So we've started working together because I, I went to college at the University of Wyoming and I got a degree in human resources management and entrepreneurship with minors in hospitality anthropology. There you go. So so that was. Yeah. Yeah. And so I did that.

00:03:02 :13 - 00:03:29 :13

Kaylen Adams

Fell in love with ministry there. And then around like my senior year, I learned the opportunity to do a residency in Texas, which I hate sweating. So my family was like, I was like, I think because I love Jesus, I don't know. So I applied and I ended up getting hired in January. And so after I graduated, I moved to Texas, and I did a residency at Cross Creek Church and guest services.

00:03:29 :15 - 00:03:50 :22

Kaylen Adams

But I love that, like ministerial aspect. And I still was kind of doing some of more of that support ministry with it. So needed and very, very special. Big shout out to everybody in support ministries. And so that's when I transitioned into students and I kind of brought a lot of my guest services and undergrad knowledge, which infuse that into what I was doing.

00:03:50 :22 - 00:04:08 :00

Nick Clason | Hybrid Ministry

And students. Yeah. So then like for the first little bit, I remember you're like, I don't really know exactly what you guys want me to do. And we were like, just keep doing like, I mean, like, you guys don't understand. Like, Kaylen was just she just knew what to do. Like, even if she didn't know what to do, she pretend like she knew what to do.

00:04:08 :00 - 00:04:30 :06

Nick Clason | Hybrid Ministry

And it seemed like she's known what she she's doing. But it was this last high school weekend where, like, you were pulling out, like, spreadsheets and folders and instructions and, even, like, I remember distinctly I was talking with you about our t shirt order number, and, like, our student registration was, like, lower than anticipated. And you were like, no, we're going to need this many t shirts.

00:04:30 :06 - 00:04:50 :20

Nick Clason | Hybrid Ministry

And I was like, why? And you're like, because of all of our volunteers. And I was like, do you really like, do you really think that? And your confidence, you're like, absolutely. And you were right, by the way. So what like lanes did you let's talk about specifically our high school weekend, which for those of you who don't know the context, it's like a D now without the spending the night element.

00:04:50 :22 - 00:05:10 :02

Nick Clason | Hybrid Ministry

So it's like two days on campus. Yeah. Like Friday night, Saturday until like 3:00 . And so it's probably like our second biggest event next to, like, a thing like summer camp, right? So yeah, in that event, what particularly did you own, like, what were those areas? And I just want to ask you kind of pepper you questions.

00:05:10 :02 - 00:05:33 :02

Kaylen Adams

Yeah. In that in those arenas. Well so this was we originally had one winter we to middle school and high school. Was it split into middle school night high school. Well for middle school night Darren, the student pastor at Rush Creek pitched and I met my boss, so he. Yeah. So he did a lot of the the