Event Planning Checklist

Legend: (C) Conferences, (W) Workshops, (O) Other Events

**Please utilize checklist for planning all events from approval to the final stages of the event. Confer with the Advisor for your Life Group to ensure timeliness and effectiveness is carried out with excellence.

STAGE 1: Event Approval

Lead Time: (C) 6-12 months* (W) 6 months (O) 3-4 months

Name

This address will receive a confirmation email

Phone

Address

 Submit Ministry Date Form to the Executive Staff for Event approval via the Advisor for the group.

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 Submit the proposed Event Budget Form to Executive Staff and Finance Team for review and approval.

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 Upon approval, submit Facility Rental Form to secure reservation for all required areas needed for the event.

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 Select and submit a proposal for guest speakers for the event for approval by Senior Leadership and upon approval schedule a meeting with the Executive Secretary to prepare the invitation(s) for each guest speaker

STAGE 2: Initial Contact with the Ministry

Lead Time: (C) 6 months (W) 4-6 months* (O) 3 months

 Please confirm dates and budget for event Yes, in process No, I'm working on it I would like assistance

§ Clarify needs required from supporting auxiliaries and departments:

Administrative Requirements

Audio

Children’s Ministry

Communications

Hospitality

Dance Ministry

Finance

Maintenance

Praise & Worship

Transportation

Video

Miscellaneous

Other Requirements

STAGE 3: Follow-up With Ministry Departments

Lead Time: (C) 3 months (W) 3 months (O) 3 months

 Submit appropriate request forms for:  Announcements  Hospitality  Registration Set up

 Schedule follow up meeting(s) with ministry/departmental leaders

 Send follow-up letters to guests/speakers participating

 Arrange for announcements via radio or other external entities

 Request volunteers for specific areas

 Schedule meeting with Finance department to request funds for external purchases for the event.

STAGE 4: Publicity & Follow-Up

Lead Time: (C) 2-3 months (W) 2-3 months (O) 2-3 months

 Send out mailings to individuals, churches and organizations

 Begin announcements and pre-registration

 Prepare and distribute flyers about event after worship services

 Schedule follow up meeting(s) with ministry/departmental leaders regarding responsibilities

 Assign other duties as needed (ex: expediter, host, etc)

 Follow-up with assignments for volunteers

 Schedule final meeting with ministry/life group/departmental leaders, volunteers, hosts and other supporting auxiliaries

STAGE 5: Final Follow-Up

Lead Time: (C) 1 month (W) 1 month (O) 2-3 weeks

 Schedule summary meeting with ministry leaders, volunteers, departmental support staff

 Send final letters to speakers reiterating pertinent information regarding their participation in the conference, speaking schedule, and detailed itinerary with conference details as well as contact numbers for ministry.

STAGE 6: Preparation

Lead Time: 1-2 weeks

FINANCES

 Submit request for all speaker’s honorarium at least 10 days in advance of date needed

SPEAKERS

 Confirm final hosting assignment for each speaker with contact phone numbers

 Confirm hotel accommodations, transportation to/from event location and itinerary

OTHER PREPARATIONS (2-3 Days prior to the event)

 Check facilities to be used for availability for set up

 Ensure all equipment is in place (podium, chairs, tables, registration tables, product tables, vendor stations, name tags, pens, petty cash and rental items required for the event)

 Food preparation, light snacks, drinks, coffee, paper goods, decorations, trash containers

PROGRAM PREPARATION (1 day before or day of event)

 Pre-service briefing and prayer

 Confirm speaker’s host in on task

 Review volunteer posts and duties

STAGE 7: Event Closure

 Send thank you notes to attendees, special guests and speakers

 Cost analysis completed

 Return rental equipment

 Submit all receipts with vouchers for reimbursements (if applicable)

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Event Planning Checklist

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