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Pan-Orthodox Event

Ministry Toolkit

Pan-Orthodox Event

Bridge jurisdictions with a shared experience of worship, learning, and fellowship.

Pan-Orthodox Event

A Pan-Orthodox event brings together faithful from various Orthodox jurisdictions for a shared experience of worship, learning, and fellowship. These gatherings are a visible expression of the Church’s unity in faith and tradition, even across diverse cultures and parish communities. They provide space to meet fellow Orthodox Christians outside one’s immediate circle, building friendships, breaking down misconceptions, and reminding everyone that Orthodoxy is both local and universal.

Planning a Pan-Orthodox event requires humility, hospitality, and a spirit of collaboration. It is not about showcasing one parish or imposing a single style, but about creating space for mutual respect and shared encounter. Organizers should include voices from each jurisdiction early in the process, honor different liturgical and cultural expressions, and focus on what unites rather than what distinguishes. With prayerful preparation and thoughtful planning, these events can become moments of true renewal, planting seeds of unity that bear fruit far beyond a single day.

Clarify Purpose & Vision:

  • Define the goal of the event
  • Choose a theme that resonates across jurisdictions
  • Determine Audience
  • Make a vision for what the event will look like
  • Think about what you want people’s interactions to be like with each other, the program and the space

Form a core planning team:

  • Receive blessing from bishop to hold event
  • Reach out to clergy from multiple jurisdictions to gain support and buy-in
  • Reach out to lay leaders from multiple jurisdictions to help in planning and execution
  • Create a shared planning document
  • Make a list of roles and responsibilities
  • Delegate tasks to members of each group.
  • Create a group chat for the group

Secure a location:

  • Choose location, parish, monastery, or third space where all jurisdictions will feel comfortable
  • Confirm availability
  • Secure necessary approvals from the hosting clergy/bishop.
  • Consider accessibility, parking, size, infrastructure (A/V, tables, chairs etc)

Choose a Date & Time:

  • Choose 3 potential dates that work for the team
  • Make sure to not host an event on an old or new calendar feast days
  • Take note of old/new calendar fasting periods
  • Confirm dates work for each parish that is involved (check their church calendars)
  • Send a “Save the Date” early, even if details are pending

Plan the Program:

  • Invite a speaker or discussion facilitator
  • Outline the flow of the event
  • Make a 2 -column schedule. One column represents what the participants are engaged in at any given time, and the second column indicates what the planning team should be doing at the same time.
  • Allow time to break down initial barriers with icebreakers or opening activities
  • Engage everyone in a shared, focused activity (service project, material, game, etc.)
  • Encourage inter-jurisdictional interactions
  • Plan for weather (indoor backup if outdoors)

Logistics & Hospitality:

  • Plan for food
  • What meals will you be responsible for?
  • Who will prepare them, serve them, and clean them up?
  • Who will pay for those meals?
  • Is it a fasting period for any participants?
  • Set up a welcoming table
  • Name cards, pens, promotional materials, friendly face
  • Arrange childcare

Promotion:

  • Design flyer and social media graphic (include all parish logos if possible)
  • Share with all participating parishes, metropolises & dioceses
  • Post in orthodox groups online & local community boards
  • Email clergy, lay leaders and participants in advanced
  • Have ambassadors from each parish bring in people to the event

Spiritual Prep:

  • Open event with a prayer/short service (include different languages)
  • Make the space feel Orthodox, not ethnic
  • More icons, candles & crosses than flags, maps, and artifacts

Day-Of Coordination:

  • Arrive at least 1 hour early to set up tables, chairs, food & AV equipment
  • Assign greeters from different jurisdictions
  • Prepare materials (Name tags, waivers, handouts & feedback forms)
  • Move the group through the schedule at smooth, relaxed pace

Follow-Up:

  • Collect feedback via form or conversations
  • Send a thank you to speakers, clergy, volunteers, and attendees
  • Share photos to recap on website & socials
  • Schedule a debrief team meeting to discuss what went well, what could be improved, and future events.