Why Your Church Should Stop Changing Event Dates
How setting dates early—and sticking to them—builds trust and strengthens your ministry
Years ago, when I was a young youth leader, I had a mentor who taught me one of the best lessons I’ve ever learned in ministry.
He told me, “Once you publish a date for something, it’s set in stone. You don’t move it. Even if it means you miss out on a better venue or your favorite guest speaker becomes unavailable. If you put it out there, it’s final.”
At the time, I didn’t fully understand the weight of that advice, but I followed it. I’d lock in the dates for camp and mission trips early, and once we printed or posted them, that was it—no changes.
Now, many years later, I’ve worked with churches that don't follow that principle. I’ve seen the ripple effect it creates.
It doesn’t seem like a big deal at first. The team pushes back the outreach event by a week to give the worship band more time to rehearse. The student ministry moves the lock-in because of a scheduling conflict with another group. The registration deadline gets extended. Again.
None of these changes is made with bad intent. They’re usually made to try and make things better. But over time, they train people to stop trusting the church calendar.
And that’s a problem.
Here’s why.
People plan their lives around what you publish
When a family sees that you’ve announced a weekend retreat in May, they mark it on their calendar. They may turn down other opportunities to keep that date open. Parents arrange childcare. Volunteers block off work shifts. Some even put in vacation requests.
Then, when the date gets changed last-minute, it doesn’t just affect the event. It affects people’s lives. They might not say anything, but they notice. And next time, they’ll wait to commit—just in case the church changes the plan again.
Last-minute changes chip away at trust
Every time you revise a date after it’s been shared publicly, even if there’s a valid reason, you’re teaching people that your word isn’t dependable. Not intentionally, of course. But the message comes through just the same.
The more you do it, the more people start waiting until the last minute to sign up. They figure, "Why commit early if they’re just going to change it?" That delay in response makes planning even harder. And the cycle repeats.
Over time, you end up with a culture where people assume your calendar is more of a suggestion than a plan.
A locked-in calendar forces better planning
When you commit to publishing event dates early and not changing them, it raises the level of accountability and follow-through on your team.
You’re no longer thinking, “We’ll figure out the rest later.” Instead, you’re asking the important questions up front. Do we have the right venue? Is the speaker confirmed? Are there any schedule conflicts we haven’t thought through?
It leads to better internal systems. Better communication. Better execution.
And it sets a tone for your church that says, “You can count on us.”
Here’s how to make it work
If your church has a habit of shifting dates or holding things loosely, this kind of change won’t happen overnight. But here are a few steps to get you started.
1. Build a real calendar planning rhythm
Start by setting aside time each year to plan your calendar intentionally. Look at the school calendar, major holidays, and other community events that might compete for attention. Make smart choices, then stick to them.
Even if you’re only ready to plan three or six months at a time, commit to publishing dates that won’t move.
2. Communicate clearly and early
People are more likely to attend and participate when they know what’s coming. The earlier you can give them those dates, the better.
You don’t need every detail. Just get the date in front of them. Then follow up with more info as it becomes available.
3. Make your internal team aware of the standard
Let your staff and key volunteers know that once an event date is shared publicly, it’s locked in. If something big happens, and a change truly must be made, treat it like an exception, not a habit. And communicate the change with humility and clarity.
4. Teach the “why” behind it
Sometimes people inside the church wonder, "Why can’t we just move the event if it helps us get a better turnout or if the youth room is double-booked?" Help your team see the bigger picture.
It’s not just about dates. It’s about keeping your word. It’s about showing your congregation that you respect their time and their trust.
5. Expect that it will take time to rebuild trust
If your church has a reputation for being flexible (in the not-so-good sense), it may take a little while for people to believe that dates are solid again.
That’s okay. Keep doing the right thing. Over time, people will notice the consistency and begin to trust again.
Final thought
Ministry is unpredictable. Emergencies happen. But most of the time, changing a church event date is a choice, not a necessity. And those choices add up.
When you set your dates with intention and then honor them, you’re doing more than creating a reliable schedule. You’re sending a message to your people that they matter.
Their time matters.
Their trust matters.
And that message goes much further than a perfectly timed email or a beautifully designed flyer ever could.
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Chuck has dedicated over 20 years to serving churches in various capacities, including as a coach, consultant, and in the trenches as a communications director. His passion is helping churches leverage technology and communication tools to fulfill their God-given mission. He's the former executive director at the Center for Church Communication, and you can connect with him @chuckscoggins on most social media platforms.
Years ago, when I was a young youth leader, I had a mentor who taught me one of the best lessons I’ve ever learned in ministry.
He told me, “Once you publish a date for something, it’s set in stone. You don’t move it. Even if it means you miss out on a better venue or your favorite guest speaker becomes unavailable. If you put it out there, it’s final.”
At the time, I didn’t fully understand the weight of that advice, but I followed it. I’d lock in the dates for camp and mission trips early, and once we printed or posted them, that was it—no changes.
Now, many years later, I’ve worked with churches that don't follow that principle. I’ve seen the ripple effect it creates.
It doesn’t seem like a big deal at first. The team pushes back the outreach event by a week to give the worship band more time to rehearse. The student ministry moves the lock-in because of a scheduling conflict with another group. The registration deadline gets extended. Again.
None of these changes is made with bad intent. They’re usually made to try and make things better. But over time, they train people to stop trusting the church calendar.
And that’s a problem.
Here’s why.
People plan their lives around what you publish
When a family sees that you’ve announced a weekend retreat in May, they mark it on their calendar. They may turn down other opportunities to keep that date open. Parents arrange childcare. Volunteers block off work shifts. Some even put in vacation requests.
Then, when the date gets changed last-minute, it doesn’t just affect the event. It affects people’s lives. They might not say anything, but they notice. And next time, they’ll wait to commit—just in case the church changes the plan again.
Last-minute changes chip away at trust
Every time you revise a date after it’s been shared publicly, even if there’s a valid reason, you’re teaching people that your word isn’t dependable. Not intentionally, of course. But the message comes through just the same.
The more you do it, the more people start waiting until the last minute to sign up. They figure, "Why commit early if they’re just going to change it?" That delay in response makes planning even harder. And the cycle repeats.
Over time, you end up with a culture where people assume your calendar is more of a suggestion than a plan.
A locked-in calendar forces better planning
When you commit to publishing event dates early and not changing them, it raises the level of accountability and follow-through on your team.
You’re no longer thinking, “We’ll figure out the rest later.” Instead, you’re asking the important questions up front. Do we have the right venue? Is the speaker confirmed? Are there any schedule conflicts we haven’t thought through?
It leads to better internal systems. Better communication. Better execution.
And it sets a tone for your church that says, “You can count on us.”
Here’s how to make it work
If your church has a habit of shifting dates or holding things loosely, this kind of change won’t happen overnight. But here are a few steps to get you started.
1. Build a real calendar planning rhythm
Start by setting aside time each year to plan your calendar intentionally. Look at the school calendar, major holidays, and other community events that might compete for attention. Make smart choices, then stick to them.
Even if you’re only ready to plan three or six months at a time, commit to publishing dates that won’t move.
2. Communicate clearly and early
People are more likely to attend and participate when they know what’s coming. The earlier you can give them those dates, the better.
You don’t need every detail. Just get the date in front of them. Then follow up with more info as it becomes available.
3. Make your internal team aware of the standard
Let your staff and key volunteers know that once an event date is shared publicly, it’s locked in. If something big happens, and a change truly must be made, treat it like an exception, not a habit. And communicate the change with humility and clarity.
4. Teach the “why” behind it
Sometimes people inside the church wonder, "Why can’t we just move the event if it helps us get a better turnout or if the youth room is double-booked?" Help your team see the bigger picture.
It’s not just about dates. It’s about keeping your word. It’s about showing your congregation that you respect their time and their trust.
5. Expect that it will take time to rebuild trust
If your church has a reputation for being flexible (in the not-so-good sense), it may take a little while for people to believe that dates are solid again.
That’s okay. Keep doing the right thing. Over time, people will notice the consistency and begin to trust again.
Final thought
Ministry is unpredictable. Emergencies happen. But most of the time, changing a church event date is a choice, not a necessity. And those choices add up.
When you set your dates with intention and then honor them, you’re doing more than creating a reliable schedule. You’re sending a message to your people that they matter.
Their time matters.
Their trust matters.
And that message goes much further than a perfectly timed email or a beautifully designed flyer ever could.
podcast transcript
Chuck has dedicated over 20 years to serving churches in various capacities, including as a coach, consultant, and in the trenches as a communications director. His passion is helping churches leverage technology and communication tools to fulfill their God-given mission. He's the former executive director at the Center for Church Communication, and you can connect with him @chuckscoggins on most social media platforms.
Years ago, when I was a young youth leader, I had a mentor who taught me one of the best lessons I’ve ever learned in ministry.
He told me, “Once you publish a date for something, it’s set in stone. You don’t move it. Even if it means you miss out on a better venue or your favorite guest speaker becomes unavailable. If you put it out there, it’s final.”
At the time, I didn’t fully understand the weight of that advice, but I followed it. I’d lock in the dates for camp and mission trips early, and once we printed or posted them, that was it—no changes.
Now, many years later, I’ve worked with churches that don't follow that principle. I’ve seen the ripple effect it creates.
It doesn’t seem like a big deal at first. The team pushes back the outreach event by a week to give the worship band more time to rehearse. The student ministry moves the lock-in because of a scheduling conflict with another group. The registration deadline gets extended. Again.
None of these changes is made with bad intent. They’re usually made to try and make things better. But over time, they train people to stop trusting the church calendar.
And that’s a problem.
Here’s why.
People plan their lives around what you publish
When a family sees that you’ve announced a weekend retreat in May, they mark it on their calendar. They may turn down other opportunities to keep that date open. Parents arrange childcare. Volunteers block off work shifts. Some even put in vacation requests.
Then, when the date gets changed last-minute, it doesn’t just affect the event. It affects people’s lives. They might not say anything, but they notice. And next time, they’ll wait to commit—just in case the church changes the plan again.
Last-minute changes chip away at trust
Every time you revise a date after it’s been shared publicly, even if there’s a valid reason, you’re teaching people that your word isn’t dependable. Not intentionally, of course. But the message comes through just the same.
The more you do it, the more people start waiting until the last minute to sign up. They figure, "Why commit early if they’re just going to change it?" That delay in response makes planning even harder. And the cycle repeats.
Over time, you end up with a culture where people assume your calendar is more of a suggestion than a plan.
A locked-in calendar forces better planning
When you commit to publishing event dates early and not changing them, it raises the level of accountability and follow-through on your team.
You’re no longer thinking, “We’ll figure out the rest later.” Instead, you’re asking the important questions up front. Do we have the right venue? Is the speaker confirmed? Are there any schedule conflicts we haven’t thought through?
It leads to better internal systems. Better communication. Better execution.
And it sets a tone for your church that says, “You can count on us.”
Here’s how to make it work
If your church has a habit of shifting dates or holding things loosely, this kind of change won’t happen overnight. But here are a few steps to get you started.
1. Build a real calendar planning rhythm
Start by setting aside time each year to plan your calendar intentionally. Look at the school calendar, major holidays, and other community events that might compete for attention. Make smart choices, then stick to them.
Even if you’re only ready to plan three or six months at a time, commit to publishing dates that won’t move.
2. Communicate clearly and early
People are more likely to attend and participate when they know what’s coming. The earlier you can give them those dates, the better.
You don’t need every detail. Just get the date in front of them. Then follow up with more info as it becomes available.
3. Make your internal team aware of the standard
Let your staff and key volunteers know that once an event date is shared publicly, it’s locked in. If something big happens, and a change truly must be made, treat it like an exception, not a habit. And communicate the change with humility and clarity.
4. Teach the “why” behind it
Sometimes people inside the church wonder, "Why can’t we just move the event if it helps us get a better turnout or if the youth room is double-booked?" Help your team see the bigger picture.
It’s not just about dates. It’s about keeping your word. It’s about showing your congregation that you respect their time and their trust.
5. Expect that it will take time to rebuild trust
If your church has a reputation for being flexible (in the not-so-good sense), it may take a little while for people to believe that dates are solid again.
That’s okay. Keep doing the right thing. Over time, people will notice the consistency and begin to trust again.
Final thought
Ministry is unpredictable. Emergencies happen. But most of the time, changing a church event date is a choice, not a necessity. And those choices add up.
When you set your dates with intention and then honor them, you’re doing more than creating a reliable schedule. You’re sending a message to your people that they matter.
Their time matters.
Their trust matters.
And that message goes much further than a perfectly timed email or a beautifully designed flyer ever could.
VIDEO transcript
Years ago, when I was a young youth leader, I had a mentor who taught me one of the best lessons I’ve ever learned in ministry.
He told me, “Once you publish a date for something, it’s set in stone. You don’t move it. Even if it means you miss out on a better venue or your favorite guest speaker becomes unavailable. If you put it out there, it’s final.”
At the time, I didn’t fully understand the weight of that advice, but I followed it. I’d lock in the dates for camp and mission trips early, and once we printed or posted them, that was it—no changes.
Now, many years later, I’ve worked with churches that don't follow that principle. I’ve seen the ripple effect it creates.
It doesn’t seem like a big deal at first. The team pushes back the outreach event by a week to give the worship band more time to rehearse. The student ministry moves the lock-in because of a scheduling conflict with another group. The registration deadline gets extended. Again.
None of these changes is made with bad intent. They’re usually made to try and make things better. But over time, they train people to stop trusting the church calendar.
And that’s a problem.
Here’s why.
People plan their lives around what you publish
When a family sees that you’ve announced a weekend retreat in May, they mark it on their calendar. They may turn down other opportunities to keep that date open. Parents arrange childcare. Volunteers block off work shifts. Some even put in vacation requests.
Then, when the date gets changed last-minute, it doesn’t just affect the event. It affects people’s lives. They might not say anything, but they notice. And next time, they’ll wait to commit—just in case the church changes the plan again.
Last-minute changes chip away at trust
Every time you revise a date after it’s been shared publicly, even if there’s a valid reason, you’re teaching people that your word isn’t dependable. Not intentionally, of course. But the message comes through just the same.
The more you do it, the more people start waiting until the last minute to sign up. They figure, "Why commit early if they’re just going to change it?" That delay in response makes planning even harder. And the cycle repeats.
Over time, you end up with a culture where people assume your calendar is more of a suggestion than a plan.
A locked-in calendar forces better planning
When you commit to publishing event dates early and not changing them, it raises the level of accountability and follow-through on your team.
You’re no longer thinking, “We’ll figure out the rest later.” Instead, you’re asking the important questions up front. Do we have the right venue? Is the speaker confirmed? Are there any schedule conflicts we haven’t thought through?
It leads to better internal systems. Better communication. Better execution.
And it sets a tone for your church that says, “You can count on us.”
Here’s how to make it work
If your church has a habit of shifting dates or holding things loosely, this kind of change won’t happen overnight. But here are a few steps to get you started.
1. Build a real calendar planning rhythm
Start by setting aside time each year to plan your calendar intentionally. Look at the school calendar, major holidays, and other community events that might compete for attention. Make smart choices, then stick to them.
Even if you’re only ready to plan three or six months at a time, commit to publishing dates that won’t move.
2. Communicate clearly and early
People are more likely to attend and participate when they know what’s coming. The earlier you can give them those dates, the better.
You don’t need every detail. Just get the date in front of them. Then follow up with more info as it becomes available.
3. Make your internal team aware of the standard
Let your staff and key volunteers know that once an event date is shared publicly, it’s locked in. If something big happens, and a change truly must be made, treat it like an exception, not a habit. And communicate the change with humility and clarity.
4. Teach the “why” behind it
Sometimes people inside the church wonder, "Why can’t we just move the event if it helps us get a better turnout or if the youth room is double-booked?" Help your team see the bigger picture.
It’s not just about dates. It’s about keeping your word. It’s about showing your congregation that you respect their time and their trust.
5. Expect that it will take time to rebuild trust
If your church has a reputation for being flexible (in the not-so-good sense), it may take a little while for people to believe that dates are solid again.
That’s okay. Keep doing the right thing. Over time, people will notice the consistency and begin to trust again.
Final thought
Ministry is unpredictable. Emergencies happen. But most of the time, changing a church event date is a choice, not a necessity. And those choices add up.
When you set your dates with intention and then honor them, you’re doing more than creating a reliable schedule. You’re sending a message to your people that they matter.
Their time matters.
Their trust matters.
And that message goes much further than a perfectly timed email or a beautifully designed flyer ever could.
Sign Up for Product Updates
Chuck has dedicated over 20 years to serving churches in various capacities, including as a coach, consultant, and in the trenches as a communications director. His passion is helping churches leverage technology and communication tools to fulfill their God-given mission. He's the former executive director at the Center for Church Communication, and you can connect with him @chuckscoggins on most social media platforms.
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