Event Planning Guide (Paper Version)

  1. Basic Event Information:

Event Name
Date(s) & Time(s)
Volunteer Coordinator
Name:
Phone:
Email:
Sponsoring Ministry
Target Audience
(Church-wide, Women’s Ministry, Men’s Ministry, Missions, etc.)
  1. Description of the Event:

Goals and Objectives of Event
Brief description of event:
Goals: What do you want to achieve
through this event?
Objectives: How does this event support the
mission of the church?
What elements are vital to achieve the event objectives?
Guest Speaker (attach bio if applicable)
  1. Ministry Staff Input:

What would you suggest to enhance the quality of this event? (Promotion, follow-up, fellowship, worship, etc.)
How can we ensure that this event fulfills our mission?
  1. Additional Event Details
  1. Event Promotion: check all items that apply to this event.

*Lead Time / **Promo Time / ***Actual Air Date
Online Registration / 1 week / 6 weeks prior
Print Media / 2 weeks / 6 weeks prior
Video Promo / 3 weeks / 4 weeks prior
Pulpit Announcement / 1 week / 4 weeks prior
Facebook/Twitter / 1 week / 6wks/4wks prior
Website / 2 weeks / 6 weeks prior
Email
Target Audience: / 1 week / 4 weeks prior
Poster/Banner/Flyer / 2 weeks / 6 weeks prior
Bulletin Announcement / 1 week / Wed. pm prior to Sunday

* Amount of time needed to prepare artwork.

** Recommended date to begin promotion prior to the event.

*** Use Actual Air Date to determine Promo Time start date.

  1. Childcare:

Will it be offered? ____Yes ____No

If yes, must be confirmed with Director of Children’s Ministry.

Cost to participant: ______

Are scholarships available? ____Yes ____No

  1. Estimated Attendance:

Adult______

Preschool______

Children______

Students______

Maximum Attendance (if applicable)______

  1. Estimated Cost of Event:______
  1. Church facilities to be used? ____Yes ____No

If yes, an Event Schedule Form must be completed.

  1. Food/Menu Suggestions: ______
  2. Budget: ______
  1. Program/Entertainment (music, drama, games):______
  2. Budget: ______
  1. Theme/Décor: ______
  2. Budget: ______
  1. Setup/Cleanup Instructions: ______

(This information should also be included on the Event Schedule Form)

Planning Checklist:

  1. Determine areas of responsibility and team leadership (List name, email and phone for each area listed below)
  2. Event Planning Coordinator (point person for everything relating to the event):
  3. Food:
  4. Entertainment/Recreation:
  5. Setup:
  6. Cleanup:
  7. Music:
  8. Prayer:
  9. Registration:
  10. Childcare:
  11. Publicity:
  12. Greeter/signage:
  13. Security:
  14. Technology:
  15. Photography:
  16. Handouts/resource:

2. Create an event timeline. Add any deadlines and other requirements to the timeline.

(Planning meetings, promotional deadlines, volunteer recruitment)

6 months out

•Pray

•Ministerial staff discusses event.

•Secure prayer participation/ coverage for the event.

•Complete Event overview and distribute to Event Planning Chairperson.

•Design registration logo and brochure: (Submit media request form).

•Secure speaker.

2-3 months out

•Send out registration brochures/ save the date.

•Prepare program booklet or resources.

•Work with each area leader about responsibilities.

•Finalize the schedule.

•Begin registration for the event.

1 month out

•If preparing booklet/handouts, finalize materials to be produced.

•Plan workdays to assemble/copy resources. Enlist volunteers.

•Place newspaper ads.

•Verify facility and technology requirements are staffed.

•Review signage and registration information.

•Give food committee estimate of attendance.

2 weeks before the event

•Finalize plans with Event Planning Coordinator.

•Confirm lodging reservations and gift basket.

•Complete program book.

•Write guest speaker telling them of registration numbers and send copy of program booklet and word of encouragement.

1 week before the event

•Verify last minute details with various committees.

•Confirm number attending and give numbers to food committee.

•Finalize seating arrangements.

•Obtain check for honorarium.

Day of the event

•Confirm food service schedule.

•Set up registration/reception area.

After the event

•Send thank-you notes to all who helped with the event (including church support staff).

•Pack inventory and mail or discard.

•Do financial reconciliation.

•Complete event evaluation/debriefing.