Promotion Sunday is one of the most exciting times in kids ministry! It marks a fresh start, new relationships, and the beginning of spiritual growth for a brand-new group of kids. But it can also be one of the most hectic Sundays of the year if you’re not prepared!
Whether you’re transitioning preschoolers to children’s ministry or welcoming brand-new families into your church, having a plan in place can make all the difference. Here’s a practical checklist to help your Promotion Sunday go off without a hitch.
1. Plan Class Transitions Early
- Review your current class structure and determine what changes are needed based on grade promotions and class sizes. Enlist volunteers to meet the needs while following church policies.
- Update rosters and room assignments well in advance.
- Communicate transitions to volunteers and leaders before the day arrives.
- Ensure there is clear signage directing families to children’s classes
- Order curriculum for the classes.
2. Prepare Your Space
- Update classroom signage, door labels, and hallway maps to reflect new room assignments.
- Refresh name tags, check-in stickers, and security procedures.
- Consider adding fun touches like balloons, welcome posters, or themed decorations to make it feel like a celebration.
- Restock classroom supplies.
- Remove clutter from the classrooms and children’s spaces.
- Plan a time for volunteers to prepare their classrooms and to pray and fellowship with other teachers. You could also invite families so they can see their classroom before Sunday morning. This can help children who might experience anxiety.
3. Equip Your Volunteers
- Make sure each classroom has two unrelated adults that have completed your church’s policies and procedures for volunteers. However, depending on the age and number of children, more than two adults may be needed depending on the ratios for that specific age.
- Provide leaders with updated rosters and allergy information.
- Give teachers a short devotional or encouragement card to help them start the year with purpose.
- Train teachers on safety and security procedures.
- Distribute curriculum to teachers and train them how to use it.
- Train teachers on characteristics of kids and other best practices of teaching.
4. Communicate with Parents
- Send an email or a handout like a postcard or flyer in the weeks leading up to Promotion Sunday explaining the changes.
- Let parents know where their child will go and what to expect during drop-off and pick-up.
- Be clear about safety and check-in procedures, especially for new families.
- Ask teachers or volunteers to call the families of the children in their class to welcome them and answer any questions they might have.
5. Make New Kids Feel Welcome
- Assign a greeter or “first-time family host” at the welcome desk.
- Prepare welcome bags or postcards to hand to new families.
- Introduce new kids to others in their age group—consider assigning a “buddy” to help them feel at ease.
6. Celebrate Milestones
- Recognize key transitions, such as rising kindergarteners or middle schoolers moving up to student ministry.
- Take photos (with permission) and share them with parents as a keepsake.
7. Follow Up After Sunday
- Thank your volunteers with a small treat or note.
- Reach out to new families within 48 hours with a personal message or email.
- Debrief with your team—what worked? What could be better next year?
- Ask for feedback on what needs to be changed or altered prior to the following Sunday. Communicate changes to parents and volunteers.
Promotion Sunday isn’t just about new rooms and updated rosters, it’s about setting the tone for a new ministry year filled with gospel moments, spiritual growth, and life-changing relationships. With a little planning, this Sunday can be one of the most joyful and meaningful days in your ministry calendar.
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