How to Host a Church Ministry Fair and Recruit More Volunteers with MSP

Looking to grow your volunteer base? Hosting a ministry fair (sometimes called a volunteer fair or stewardship fair) is one of the most effective ways to boost participation. A well-run fair brings ministries out from behind the scenes and puts a friendly face to each opportunity—giving attendees a chance to ask questions, discover where their talents are needed, and take that first step to get involved.

Anyone who has planned a ministry fair knows it's more than just tables, flyers, and smiling faces. The key to real growth comes from preparation beforehand and follow-up afterward. Here's how to host a ministry fair that recruits more volunteers, with Ministry Scheduler Pro (MSP) helping at every step.

Before the Ministry Fair: Get Organized

Skip the paper sign-up sheets. Create an Enrollment Form in MSP. New volunteers can enter their information once, choose the ministries they're interested in, and—once you approve the form—their info flows straight into your MSP database. No retyping or manual entry required.

Next, get your ministry leaders organized and excited to engage with new volunteers. Encourage them to:

• Prepare short, simple descriptions of what their ministry does
• Highlight "easy ways to serve" that make a great first step
• Answer questions clearly and enthusiastically

A welcoming leader + a streamlined digital sign-up = the best first impression!

Pro tip: Equip your leaders to mention that MSP's auto-scheduler can keep family members together at the same service. It's a great selling point for recruiting families to volunteer!

During the Ministry Fair: Show and Invite

Help parishioners see what your ministry does and how they can get involved. At each table, consider including:

• Visuals of your ministry in action – photos, posters, or simple displays that show the heart of your work.
• Clear descriptions of each volunteer role – highlight simple ways to start, and if possible, share a sample schedule (you can print your MSP schedule or display it on a laptop).
• Easy access to Enrollment Forms – post a QR code to your MSP Enrollment Form so people can use their phones, or pull up the form on a laptop or tablet.

This balance of visuals, clarity, and convenience helps parishioners picture themselves serving and makes it easy for them to say "yes".

Meanwhile, coach your ministry leaders on lowering barriers to service:

• Emphasize how easy it is to get started
• Offer simple opportunities to first-time volunteers
• Highlight MSP's flexibility—volunteers can set availability and preferences so the ministry fits their schedule

Pro tip: The easier it feels to volunteer, the more confident people feel about getting involved.

After the Ministry Fair: Keep the Momentum Going

Once new volunteers express interest, follow up quickly to build on their enthusiasm. With MSP, you can:

• Send an immediate thank-you message or welcome note.
• Invite volunteers to an orientation or ministry training.
• Begin integrating them into schedules right away, using the preferences and availability they've already provided.

Pro tip: Don't let interest fade. A timely, thoughtful follow-up helps new volunteers feel connected and stay engaged from day one.

Ready to Host a Ministry Fair?

Ministry Scheduler Pro makes it easy to grow volunteer participation.

If you already use MSP: Log in and create your Enrollment Form today so you're ready to capture interest and welcome new volunteers.

If you're new to MSP: Start your free trial and see how simple volunteer scheduling can be.

As a bonus, here's a ready-to-use bulletin announcement you can share with your church to promote your fair:

"Looking for new ways to volunteer? Stop by our Ministry Fair today to:

• Discover where your gifts are needed in our community
• Sign up for roles that fit your schedule and interests
• Take the first step toward getting involved in the life of our church.

Volunteering is a great way to grow in faith while serving others. Come see where you might be called!"