Embed Size (px)
Citation preview
Love Fellowship Church of God in Christ
Event PlanningProject Worksheet
Pastor Damon D Robinson
Version 1 This is a guide to assist with planning the event 108012008
Love Fellowship Church of God in ChristEvent Planning Routing Slip
We are proud to present the Planning Worksheet for The Love Fellowship Church Of God In Christ This planning worksheet is designed to help our church in various ways The more productive we are in the planning and development of our events will be evident in the quality of the entire process This packet is due four months prior to the event Please return all completed forms to the Event Coordinator or Ministry Leader
YES NO1048633 Event and Faculty Request Form
Date Submitted to Office _______________________ Event Fee __________________
MINISTRYEVENT TITLE ________________________________________________
Chairperson(s) ___________________________________________________________
Contact Number(s) H ________________ W_________________ C _______________
Email Address ___________________________________________________________
Committee members and responsibilities1 ______________________________________________________________________
2 ______________________________________________________________________
3 ______________________________________________________________________
4 ______________________________________________________________________
5 ______________________________________________________________________
Version 1 This is a guide to assist with planning the event 208012008
Love Fellowship Church of God in ChristEvent Purpose Goal and Mission
Proposed Dates for Event (minimum of two dates required)
Preferred DateTime _________________ Alternate DateTime _____________________
Location of Event (please be specific) ______________________________________________
Approval- (for office use only)
Senior Pastor _______________________ Chief Administrator _______________________
Event Coordinator ___________________ Amount Approved ________________________
I Event Rationale Why should we conduct this ministry activity (Please explain how this ministry event embraces the mission and vision of The Love Fellowship including biblical support) If more space is required please attach documentation
Theme _______________________________________________________________________
Scripture Reference
Purpose of Event ___________________________________________________________________________________________________________________________________________________________________________________________________________________________
II Goal What is the expected result in facilitating this event________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
III Plan of Action How will the planned goal be achieved________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
IV Promotional Plan What form of marketing will be utilized for the church and community Church BulletinHappenings Screen Announcements Mass Mailing Calling Post Radio Newspaper
Version 1 This is a guide to assist with planning the event 308012008
Pastoral Emphasis FlyersPrint WebsiteLove Fellowship Church of God in Christ
Event Suggested Speakers
Suggested Guest SpeakersMinisters (NOTE Pastor must be notified of all guests speakersministers before any invitations)
1 Name and Number (Church and Pastor if applicable) ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2 Name and Number (Church and Pastor if applicable)________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3 Name and Number (Church and Pastor if applicable)________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
PLEASE PROVIDE BIOS AND PICTURES OF SUGGESTED GUEST SPEAKERSMINISTERS IF AVAILABLE
Date Submitted ________________________
Version 1 This is a guide to assist with planning the event 408012008
Ministry Event Budgeting Worksheet 1
Department ___________________________ Date ___________________Name ________________________________ Telephone __________________
COST ESTIMATES ESTIMATES TO REFLECT ACTUAL COST AS MUCH AS POSSIBLE
EVENT BUDGET Est Costs Actual Cost DifferenceTransportation Cost(s)Airfare ____________ ___________ ____________Buses ____________ ___________ ____________Limo ____________ ___________ ____________Other ____________ ___________ ____________Category TotalLodging CostHotel ____________ ___________ ____________NameCategory TotalFood Cost(s)Breakfast ____________ ___________ ____________Lunch ____________ ___________ ____________Dinner ____________ ___________ ____________Caterer ____________ ___________ ____________OtherBeverages ____________ ___________ ____________Category TotalRental Cost(s)LocationNameItem 1 ____________ ___________ ____________Item 2 ____________ ___________ ____________Item 3 ____________ ___________ ____________Category TotalMarketing Cost(s)Printing ____________ ___________ ____________Mailings ____________ ___________ ____________Radio ____________ ___________ ____________TV ____________ ___________ ____________Category TotalSuppliesItem ____________ ___________ _____________Item ____________ ___________ _____________Item ____________ ___________ _____________Item ____________ ___________ _____________
Version 1 This is a guide to assist with planning the event 508012008
Category TotalMinistry Event Budgeting Worksheet 2
EVENT BUDGET Est Costs Actual Cost DifferenceAwardRecognition CostType ____________ ___________ ____________Type ____________ ___________ ____________Category TotalSpecial Cost(s)Speaker Fees ____________ ___________ ____________Postage ____________ ___________ ____________LicensesSpecial Permits ____________ ___________ ____________Musicians ____________ ___________ ____________Other ____________ ___________ ____________Category TotalDecorationsItem 1 ____________ ___________ ____________Item 2 ____________ ___________ ____________Item 3 ____________ ___________ ____________Category Total
MINISTRY EVENT TOTAL ____________ ___________ ____________
NOTES1 All corresponding receipts are to be submitted along with Budget Worksheet immediately at close of each event2 At least 3 written bids are required for any expenditure exceeding $50000
Version 1 This is a guide to assist with planning the event 608012008
MINISTRY EVENT RECEIPT FORM
Income Receipts Proposed Actual
Registration Number Price
Adults __________ ___________ __________ __________Children __________ ___________ __________ __________
Sales___________________________
MaterialsTickets __________ __________Offering __________ __________Vendor Booth Rental __________ __________Audio __________ __________Underwriting (Sponsorship) __________ __________Scholarships (Donations) __________ __________
Total Income __________ __________
Coordinator(s) of Event Phone Number
_________________________ ______________
_________________________ ______________
Version 1 This is a guide to assist with planning the event 708012008
Love Fellowship Church of God in ChristProgramEvent Evaluation Form
The purpose of this form is to evaluate your recent activity or event Use this form as a tool to review your accomplishments challenges opportunities and stewardship responsibilities
Please submit a copy of this form immediately after event
Ministry responsible for planning event _____________________________________________
Leadership contact ________________________ Phone ____________________________
Email ___________________________________
Program Chair _______________________________ Phone _________________________
Email ______________________________________
Name of EventActivity _________________________________________________________
Date of EventActivity Held ________________________ Time ________________________
Please select one or more of the following which best describes the event
1 EVANGELISM
2 WORSHIP
3 MISSION
4 FELLOWSHIP
5 DISCIPLESHIP
Scale of Evaluation (Rate 1-5) 1-Poor 2-Fair 3-Good 4-Very Good 5-Excellent______________________________________________________________________________
Remarks ________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Ministry Leader Comments _________________________________________________________________________________________________________________________________________________________________________________________________________________
Version 1 This is a guide to assist with planning the event 808012008
Staying on Track Special Event Countdown6-12 Months Ahead
Assigned Date Assigned Task Assigned PersonDecide Event Purpose
Reserve event roomsVisit possible sitesSchedule appointment with coordinator of music amp worshipSchedule appointment with event coordinatorForm committeesGet cost estimates (site rental food drinks soundlight etc)Coordinator of music to assign musicians amp review musicGet bids for decorationsGet bids for outside printingGet bids for other major items over $500Draft initial budgetDesignate someone to oversee budgetResearchapproach honoreesCompile mailing list (individualscorporations)Check proposed date for potential conflicts finalize in writingGet written contracts for catering Develop alternative site (if event is outdoors) entertainment etcInviteconfirm special guest(s)Order date cards or other event announcementsSet marketingpublic relations scheduleDevelop press release and calendar listingsArrange for photos of guest speaker(s)Identify graphic artists begin invitation designGet geographical information on special guest(s)Investigate need for special permits insurance etc
Version 1 This is a guide to assist with planning the event 908012008
Staying On Track Special Events Countdown3 to 6 Months Ahead
Assigned Date Assigned Task Assigned PersonBegin monthly committee meetings (Ministry Event Planning packet is due 6-months)Writesend requests for funding or underwriting to major donors corporations sponsors with approvalReview designs with graphic artist for invitations programs posters etcPrepare final copy for invitations return card postersPrepare final copy for tickets parking permits etcOrder invitations posters tickets etcSign contract with band choir musical group coordinator of music worship review all contractsComplete mailing lists for invitations and hang postersFinalize mailing lists begin soliciting corporations and major donorsObtain profile info sheet from guest speakerObtain radioTV sponsor arrange public service announcements promosSet menuGet written confirmation of special guest(s) needsFinalize audiovisual contractSelectorder trophies awards etcSchedule deliveries of special equipment rentalsObtain and submit voucher request(s)
Version 1 This is a guide to assist with planning the event 1008012008
Staying On Track Special Events Countdown2 Months Ahead
Assigned Date Assigned Task Assigned PersonHold underwriting or preview party to coincide with mailing of invitations invite mediaAssembleaddress invitations (with personal notes)Mail invitationsDistribute postersFinalize transportation and hotel accommodations for special guest(s)Obtain contracts for decorations and rental itemsConfirm TVradio participationRelease press announcements about special guest(s)Follow up to confirm sponsorships and underwritingObtain printingspecified informationSecure permits and insuranceReview needs for signs at registration elsewhereSchedule committee members to review plansHold walk-through of event with committee chairman at event siteReviewrevise budget task sheetsStart phone follow-upSpecial programs for Menrsquos and Womenrsquos Day and Pastorrsquos Anniversaryobtain letter from Pastor Staff Pastors or Director of Ministry
Version 1 This is a guide to assist with planning the event 1108012008
Staying On Track Special Events Countdown1-Month Ahead
Assigned Date Assigned Task Assigned PersonContact registrants via phone email andor letter confirming attendancePlace newspaper andor magazine adsConfirm staff for registration hostingReview special guest needsComplete list of contents for special guest(s) welcome packetsGet enlarged site planroom diagram of event locationAssign seatstablesGive estimate of guests expected to catererfood serviceMeet with event coordinator outside vendors consultants to coordinate eventDraft programIf picture to be framed get bid on framing
Version 1 This is a guide to assist with planning the event 1208012008
Staying On Track Special Events Countdown2 Weeks Before
Assigned Date Assigned Task Assigned PersonContinue phone follow-ups for tickettable salesContinue assigning seats head table speakerrsquos platformArrange to meet special guest(s) at airport train or hotelConfirm hotel accommodations and obtain receiptPrepare transportation and accommodations (include flight number airline person assigned to meet flight)Confirm special security needed for special guest(s) eventPrepare welcome packet for special guest(s) armor bearerConfirm schedule deliveries of special equipment rentalsConfirm set-up time with event siteFinalize plans with partyevent decoratorGive caterer revised numbersfinalize guaranteeMeet with chairperson key staff to finalize any of the abovePick-up checksProvide proper material for special music (ie voice overlay and audio)Order gift basket for hotel for delivery or have at churchGift basket to be presented to speaker(s)
Version 1 This is a guide to assist with planning the event 1308012008
Staying on Track Special Event Countdown1 Week Before
Assigned Date Assigned Task Assigned PersonMeet with all committees to ensure last-minute details are coveredFinish phone follow-up registrationConfirm number attending eventFinish seatingtable arrangementHold training session with volunteers finalize assignmentsSecure two or three volunteers to assist with emergenciesFinalize registration staffset-upDistribute seating chart table assignments to hostshostessesSchedule pick-up of any rented or loaned equipmentDouble-check delivery time with all vendorsReconfirm event site hotel rooms transportationDeliver final scripts to all committee chairpersons program participantsFinalize catering guaranteeFinalize refreshmentsmeals for confirmed number of volunteersMake follow-up calls to media and music ministryDistribute additional flierspostersHold final walk-through at siteSchedule rehearsals and volunteer assignments for day of eventEstablish amount of petty cash needed for change and ticket book or tape salesFollow up on framed presentation
Version 1 This is a guide to assist with planning the event 1408012008
Staying on Track Special Event CountdownDay before Event
Assigned Date Assigned Task Assigned PersonLay out all clothes you will need the day of eventMake sure petty cash checks are readyPRAY PRAY PRAY
Day of Event
Assigned Date Assigned Task Assigned PersonArrive early (with all your clothes bible and comfortable shoes)Unpack equipment supplies and make sure nothing is missingBe sure all program participants are in placeReconfirm schedule for volunteers for assigned task(s)Set-up registration areaCheck soundlight equipment and staging before rehearsalGo over details with catererMake final calls to limousine driver and hotel for time or arrivalsMake sure the check is in hand for special guest(s)Special presentation made to speaker(s)
Version 1 This is a guide to assist with planning the event 1508012008
MINISTRY CANCELLATION
If the event needs to be cancelled the ministry must notify all key people to be sure that all advertisement is pulled Cancellation must take place within 45 days of the event
Date of cancellation_______________________
Department _______________________________________________________
Action needed _____________________________________________________
Contact name _____________________________________________________
Contact phone (h) ____________________ (w) ________________________
(cell) __________________ other ______________________
Reason of cancellation_______________________________________________
Cancellation approved by
Staff Pastor________________________________ Date__________________
Chief Administrator_________________________ Date__________________
This cancellation is being submitted toMediaChurch SecretaryAdministrative StaffEmail rwrightlovethefellowshiporg
All monies allocated for this event should be credited back to ______________ line item (Department name)
Version 1 This is a guide to assist with planning the event 1608012008
Love Fellowship Church of God in ChristEvent Planning Routing Slip
We are proud to present the Planning Worksheet for The Love Fellowship Church Of God In Christ This planning worksheet is designed to help our church in various ways The more productive we are in the planning and development of our events will be evident in the quality of the entire process This packet is due four months prior to the event Please return all completed forms to the Event Coordinator or Ministry Leader
YES NO1048633 Event and Faculty Request Form
Date Submitted to Office _______________________ Event Fee __________________
MINISTRYEVENT TITLE ________________________________________________
Chairperson(s) ___________________________________________________________
Contact Number(s) H ________________ W_________________ C _______________
Email Address ___________________________________________________________
Committee members and responsibilities1 ______________________________________________________________________
2 ______________________________________________________________________
3 ______________________________________________________________________
4 ______________________________________________________________________
5 ______________________________________________________________________
Version 1 This is a guide to assist with planning the event 208012008
Love Fellowship Church of God in ChristEvent Purpose Goal and Mission
Proposed Dates for Event (minimum of two dates required)
Preferred DateTime _________________ Alternate DateTime _____________________
Location of Event (please be specific) ______________________________________________
Approval- (for office use only)
Senior Pastor _______________________ Chief Administrator _______________________
Event Coordinator ___________________ Amount Approved ________________________
I Event Rationale Why should we conduct this ministry activity (Please explain how this ministry event embraces the mission and vision of The Love Fellowship including biblical support) If more space is required please attach documentation
Theme _______________________________________________________________________
Scripture Reference
Purpose of Event ___________________________________________________________________________________________________________________________________________________________________________________________________________________________
II Goal What is the expected result in facilitating this event________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
III Plan of Action How will the planned goal be achieved________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
IV Promotional Plan What form of marketing will be utilized for the church and community Church BulletinHappenings Screen Announcements Mass Mailing Calling Post Radio Newspaper
Version 1 This is a guide to assist with planning the event 308012008
Pastoral Emphasis FlyersPrint WebsiteLove Fellowship Church of God in Christ
Event Suggested Speakers
Suggested Guest SpeakersMinisters (NOTE Pastor must be notified of all guests speakersministers before any invitations)
1 Name and Number (Church and Pastor if applicable) ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2 Name and Number (Church and Pastor if applicable)________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3 Name and Number (Church and Pastor if applicable)________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
PLEASE PROVIDE BIOS AND PICTURES OF SUGGESTED GUEST SPEAKERSMINISTERS IF AVAILABLE
Date Submitted ________________________
Version 1 This is a guide to assist with planning the event 408012008
Ministry Event Budgeting Worksheet 1
Department ___________________________ Date ___________________Name ________________________________ Telephone __________________
COST ESTIMATES ESTIMATES TO REFLECT ACTUAL COST AS MUCH AS POSSIBLE
EVENT BUDGET Est Costs Actual Cost DifferenceTransportation Cost(s)Airfare ____________ ___________ ____________Buses ____________ ___________ ____________Limo ____________ ___________ ____________Other ____________ ___________ ____________Category TotalLodging CostHotel ____________ ___________ ____________NameCategory TotalFood Cost(s)Breakfast ____________ ___________ ____________Lunch ____________ ___________ ____________Dinner ____________ ___________ ____________Caterer ____________ ___________ ____________OtherBeverages ____________ ___________ ____________Category TotalRental Cost(s)LocationNameItem 1 ____________ ___________ ____________Item 2 ____________ ___________ ____________Item 3 ____________ ___________ ____________Category TotalMarketing Cost(s)Printing ____________ ___________ ____________Mailings ____________ ___________ ____________Radio ____________ ___________ ____________TV ____________ ___________ ____________Category TotalSuppliesItem ____________ ___________ _____________Item ____________ ___________ _____________Item ____________ ___________ _____________Item ____________ ___________ _____________
Version 1 This is a guide to assist with planning the event 508012008
Category TotalMinistry Event Budgeting Worksheet 2
EVENT BUDGET Est Costs Actual Cost DifferenceAwardRecognition CostType ____________ ___________ ____________Type ____________ ___________ ____________Category TotalSpecial Cost(s)Speaker Fees ____________ ___________ ____________Postage ____________ ___________ ____________LicensesSpecial Permits ____________ ___________ ____________Musicians ____________ ___________ ____________Other ____________ ___________ ____________Category TotalDecorationsItem 1 ____________ ___________ ____________Item 2 ____________ ___________ ____________Item 3 ____________ ___________ ____________Category Total
MINISTRY EVENT TOTAL ____________ ___________ ____________
NOTES1 All corresponding receipts are to be submitted along with Budget Worksheet immediately at close of each event2 At least 3 written bids are required for any expenditure exceeding $50000
Version 1 This is a guide to assist with planning the event 608012008
MINISTRY EVENT RECEIPT FORM
Income Receipts Proposed Actual
Registration Number Price
Adults __________ ___________ __________ __________Children __________ ___________ __________ __________
Sales___________________________
MaterialsTickets __________ __________Offering __________ __________Vendor Booth Rental __________ __________Audio __________ __________Underwriting (Sponsorship) __________ __________Scholarships (Donations) __________ __________
Total Income __________ __________
Coordinator(s) of Event Phone Number
_________________________ ______________
_________________________ ______________
Version 1 This is a guide to assist with planning the event 708012008
Love Fellowship Church of God in ChristProgramEvent Evaluation Form
The purpose of this form is to evaluate your recent activity or event Use this form as a tool to review your accomplishments challenges opportunities and stewardship responsibilities
Please submit a copy of this form immediately after event
Ministry responsible for planning event _____________________________________________
Leadership contact ________________________ Phone ____________________________
Email ___________________________________
Program Chair _______________________________ Phone _________________________
Email ______________________________________
Name of EventActivity _________________________________________________________
Date of EventActivity Held ________________________ Time ________________________
Please select one or more of the following which best describes the event
1 EVANGELISM
2 WORSHIP
3 MISSION
4 FELLOWSHIP
5 DISCIPLESHIP
Scale of Evaluation (Rate 1-5) 1-Poor 2-Fair 3-Good 4-Very Good 5-Excellent______________________________________________________________________________
Remarks ________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Ministry Leader Comments _________________________________________________________________________________________________________________________________________________________________________________________________________________
Version 1 This is a guide to assist with planning the event 808012008
Staying on Track Special Event Countdown6-12 Months Ahead
Assigned Date Assigned Task Assigned PersonDecide Event Purpose
Reserve event roomsVisit possible sitesSchedule appointment with coordinator of music amp worshipSchedule appointment with event coordinatorForm committeesGet cost estimates (site rental food drinks soundlight etc)Coordinator of music to assign musicians amp review musicGet bids for decorationsGet bids for outside printingGet bids for other major items over $500Draft initial budgetDesignate someone to oversee budgetResearchapproach honoreesCompile mailing list (individualscorporations)Check proposed date for potential conflicts finalize in writingGet written contracts for catering Develop alternative site (if event is outdoors) entertainment etcInviteconfirm special guest(s)Order date cards or other event announcementsSet marketingpublic relations scheduleDevelop press release and calendar listingsArrange for photos of guest speaker(s)Identify graphic artists begin invitation designGet geographical information on special guest(s)Investigate need for special permits insurance etc
Version 1 This is a guide to assist with planning the event 908012008
Staying On Track Special Events Countdown3 to 6 Months Ahead
Assigned Date Assigned Task Assigned PersonBegin monthly committee meetings (Ministry Event Planning packet is due 6-months)Writesend requests for funding or underwriting to major donors corporations sponsors with approvalReview designs with graphic artist for invitations programs posters etcPrepare final copy for invitations return card postersPrepare final copy for tickets parking permits etcOrder invitations posters tickets etcSign contract with band choir musical group coordinator of music worship review all contractsComplete mailing lists for invitations and hang postersFinalize mailing lists begin soliciting corporations and major donorsObtain profile info sheet from guest speakerObtain radioTV sponsor arrange public service announcements promosSet menuGet written confirmation of special guest(s) needsFinalize audiovisual contractSelectorder trophies awards etcSchedule deliveries of special equipment rentalsObtain and submit voucher request(s)
Version 1 This is a guide to assist with planning the event 1008012008
Staying On Track Special Events Countdown2 Months Ahead
Assigned Date Assigned Task Assigned PersonHold underwriting or preview party to coincide with mailing of invitations invite mediaAssembleaddress invitations (with personal notes)Mail invitationsDistribute postersFinalize transportation and hotel accommodations for special guest(s)Obtain contracts for decorations and rental itemsConfirm TVradio participationRelease press announcements about special guest(s)Follow up to confirm sponsorships and underwritingObtain printingspecified informationSecure permits and insuranceReview needs for signs at registration elsewhereSchedule committee members to review plansHold walk-through of event with committee chairman at event siteReviewrevise budget task sheetsStart phone follow-upSpecial programs for Menrsquos and Womenrsquos Day and Pastorrsquos Anniversaryobtain letter from Pastor Staff Pastors or Director of Ministry
Version 1 This is a guide to assist with planning the event 1108012008
Staying On Track Special Events Countdown1-Month Ahead
Assigned Date Assigned Task Assigned PersonContact registrants via phone email andor letter confirming attendancePlace newspaper andor magazine adsConfirm staff for registration hostingReview special guest needsComplete list of contents for special guest(s) welcome packetsGet enlarged site planroom diagram of event locationAssign seatstablesGive estimate of guests expected to catererfood serviceMeet with event coordinator outside vendors consultants to coordinate eventDraft programIf picture to be framed get bid on framing
Version 1 This is a guide to assist with planning the event 1208012008
Staying On Track Special Events Countdown2 Weeks Before
Assigned Date Assigned Task Assigned PersonContinue phone follow-ups for tickettable salesContinue assigning seats head table speakerrsquos platformArrange to meet special guest(s) at airport train or hotelConfirm hotel accommodations and obtain receiptPrepare transportation and accommodations (include flight number airline person assigned to meet flight)Confirm special security needed for special guest(s) eventPrepare welcome packet for special guest(s) armor bearerConfirm schedule deliveries of special equipment rentalsConfirm set-up time with event siteFinalize plans with partyevent decoratorGive caterer revised numbersfinalize guaranteeMeet with chairperson key staff to finalize any of the abovePick-up checksProvide proper material for special music (ie voice overlay and audio)Order gift basket for hotel for delivery or have at churchGift basket to be presented to speaker(s)
Version 1 This is a guide to assist with planning the event 1308012008
Staying on Track Special Event Countdown1 Week Before
Assigned Date Assigned Task Assigned PersonMeet with all committees to ensure last-minute details are coveredFinish phone follow-up registrationConfirm number attending eventFinish seatingtable arrangementHold training session with volunteers finalize assignmentsSecure two or three volunteers to assist with emergenciesFinalize registration staffset-upDistribute seating chart table assignments to hostshostessesSchedule pick-up of any rented or loaned equipmentDouble-check delivery time with all vendorsReconfirm event site hotel rooms transportationDeliver final scripts to all committee chairpersons program participantsFinalize catering guaranteeFinalize refreshmentsmeals for confirmed number of volunteersMake follow-up calls to media and music ministryDistribute additional flierspostersHold final walk-through at siteSchedule rehearsals and volunteer assignments for day of eventEstablish amount of petty cash needed for change and ticket book or tape salesFollow up on framed presentation
Version 1 This is a guide to assist with planning the event 1408012008
Staying on Track Special Event CountdownDay before Event
Assigned Date Assigned Task Assigned PersonLay out all clothes you will need the day of eventMake sure petty cash checks are readyPRAY PRAY PRAY
Day of Event
Assigned Date Assigned Task Assigned PersonArrive early (with all your clothes bible and comfortable shoes)Unpack equipment supplies and make sure nothing is missingBe sure all program participants are in placeReconfirm schedule for volunteers for assigned task(s)Set-up registration areaCheck soundlight equipment and staging before rehearsalGo over details with catererMake final calls to limousine driver and hotel for time or arrivalsMake sure the check is in hand for special guest(s)Special presentation made to speaker(s)
Version 1 This is a guide to assist with planning the event 1508012008
MINISTRY CANCELLATION
If the event needs to be cancelled the ministry must notify all key people to be sure that all advertisement is pulled Cancellation must take place within 45 days of the event
Date of cancellation_______________________
Department _______________________________________________________
Action needed _____________________________________________________
Contact name _____________________________________________________
Contact phone (h) ____________________ (w) ________________________
(cell) __________________ other ______________________
Reason of cancellation_______________________________________________
Cancellation approved by
Staff Pastor________________________________ Date__________________
Chief Administrator_________________________ Date__________________
This cancellation is being submitted toMediaChurch SecretaryAdministrative StaffEmail rwrightlovethefellowshiporg
All monies allocated for this event should be credited back to ______________ line item (Department name)
Version 1 This is a guide to assist with planning the event 1608012008
Love Fellowship Church of God in ChristEvent Purpose Goal and Mission
Proposed Dates for Event (minimum of two dates required)
Preferred DateTime _________________ Alternate DateTime _____________________
Location of Event (please be specific) ______________________________________________
Approval- (for office use only)
Senior Pastor _______________________ Chief Administrator _______________________
Event Coordinator ___________________ Amount Approved ________________________
I Event Rationale Why should we conduct this ministry activity (Please explain how this ministry event embraces the mission and vision of The Love Fellowship including biblical support) If more space is required please attach documentation
Theme _______________________________________________________________________
Scripture Reference
Purpose of Event ___________________________________________________________________________________________________________________________________________________________________________________________________________________________
II Goal What is the expected result in facilitating this event________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
III Plan of Action How will the planned goal be achieved________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
IV Promotional Plan What form of marketing will be utilized for the church and community Church BulletinHappenings Screen Announcements Mass Mailing Calling Post Radio Newspaper
Version 1 This is a guide to assist with planning the event 308012008
Pastoral Emphasis FlyersPrint WebsiteLove Fellowship Church of God in Christ
Event Suggested Speakers
Suggested Guest SpeakersMinisters (NOTE Pastor must be notified of all guests speakersministers before any invitations)
1 Name and Number (Church and Pastor if applicable) ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2 Name and Number (Church and Pastor if applicable)________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3 Name and Number (Church and Pastor if applicable)________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
PLEASE PROVIDE BIOS AND PICTURES OF SUGGESTED GUEST SPEAKERSMINISTERS IF AVAILABLE
Date Submitted ________________________
Version 1 This is a guide to assist with planning the event 408012008
Ministry Event Budgeting Worksheet 1
Department ___________________________ Date ___________________Name ________________________________ Telephone __________________
COST ESTIMATES ESTIMATES TO REFLECT ACTUAL COST AS MUCH AS POSSIBLE
EVENT BUDGET Est Costs Actual Cost DifferenceTransportation Cost(s)Airfare ____________ ___________ ____________Buses ____________ ___________ ____________Limo ____________ ___________ ____________Other ____________ ___________ ____________Category TotalLodging CostHotel ____________ ___________ ____________NameCategory TotalFood Cost(s)Breakfast ____________ ___________ ____________Lunch ____________ ___________ ____________Dinner ____________ ___________ ____________Caterer ____________ ___________ ____________OtherBeverages ____________ ___________ ____________Category TotalRental Cost(s)LocationNameItem 1 ____________ ___________ ____________Item 2 ____________ ___________ ____________Item 3 ____________ ___________ ____________Category TotalMarketing Cost(s)Printing ____________ ___________ ____________Mailings ____________ ___________ ____________Radio ____________ ___________ ____________TV ____________ ___________ ____________Category TotalSuppliesItem ____________ ___________ _____________Item ____________ ___________ _____________Item ____________ ___________ _____________Item ____________ ___________ _____________
Version 1 This is a guide to assist with planning the event 508012008
Category TotalMinistry Event Budgeting Worksheet 2
EVENT BUDGET Est Costs Actual Cost DifferenceAwardRecognition CostType ____________ ___________ ____________Type ____________ ___________ ____________Category TotalSpecial Cost(s)Speaker Fees ____________ ___________ ____________Postage ____________ ___________ ____________LicensesSpecial Permits ____________ ___________ ____________Musicians ____________ ___________ ____________Other ____________ ___________ ____________Category TotalDecorationsItem 1 ____________ ___________ ____________Item 2 ____________ ___________ ____________Item 3 ____________ ___________ ____________Category Total
MINISTRY EVENT TOTAL ____________ ___________ ____________
NOTES1 All corresponding receipts are to be submitted along with Budget Worksheet immediately at close of each event2 At least 3 written bids are required for any expenditure exceeding $50000
Version 1 This is a guide to assist with planning the event 608012008
MINISTRY EVENT RECEIPT FORM
Income Receipts Proposed Actual
Registration Number Price
Adults __________ ___________ __________ __________Children __________ ___________ __________ __________
Sales___________________________
MaterialsTickets __________ __________Offering __________ __________Vendor Booth Rental __________ __________Audio __________ __________Underwriting (Sponsorship) __________ __________Scholarships (Donations) __________ __________
Total Income __________ __________
Coordinator(s) of Event Phone Number
_________________________ ______________
_________________________ ______________
Version 1 This is a guide to assist with planning the event 708012008
Love Fellowship Church of God in ChristProgramEvent Evaluation Form
The purpose of this form is to evaluate your recent activity or event Use this form as a tool to review your accomplishments challenges opportunities and stewardship responsibilities
Please submit a copy of this form immediately after event
Ministry responsible for planning event _____________________________________________
Leadership contact ________________________ Phone ____________________________
Email ___________________________________
Program Chair _______________________________ Phone _________________________
Email ______________________________________
Name of EventActivity _________________________________________________________
Date of EventActivity Held ________________________ Time ________________________
Please select one or more of the following which best describes the event
1 EVANGELISM
2 WORSHIP
3 MISSION
4 FELLOWSHIP
5 DISCIPLESHIP
Scale of Evaluation (Rate 1-5) 1-Poor 2-Fair 3-Good 4-Very Good 5-Excellent______________________________________________________________________________
Remarks ________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Ministry Leader Comments _________________________________________________________________________________________________________________________________________________________________________________________________________________
Version 1 This is a guide to assist with planning the event 808012008
Staying on Track Special Event Countdown6-12 Months Ahead
Assigned Date Assigned Task Assigned PersonDecide Event Purpose
Reserve event roomsVisit possible sitesSchedule appointment with coordinator of music amp worshipSchedule appointment with event coordinatorForm committeesGet cost estimates (site rental food drinks soundlight etc)Coordinator of music to assign musicians amp review musicGet bids for decorationsGet bids for outside printingGet bids for other major items over $500Draft initial budgetDesignate someone to oversee budgetResearchapproach honoreesCompile mailing list (individualscorporations)Check proposed date for potential conflicts finalize in writingGet written contracts for catering Develop alternative site (if event is outdoors) entertainment etcInviteconfirm special guest(s)Order date cards or other event announcementsSet marketingpublic relations scheduleDevelop press release and calendar listingsArrange for photos of guest speaker(s)Identify graphic artists begin invitation designGet geographical information on special guest(s)Investigate need for special permits insurance etc
Version 1 This is a guide to assist with planning the event 908012008
Staying On Track Special Events Countdown3 to 6 Months Ahead
Assigned Date Assigned Task Assigned PersonBegin monthly committee meetings (Ministry Event Planning packet is due 6-months)Writesend requests for funding or underwriting to major donors corporations sponsors with approvalReview designs with graphic artist for invitations programs posters etcPrepare final copy for invitations return card postersPrepare final copy for tickets parking permits etcOrder invitations posters tickets etcSign contract with band choir musical group coordinator of music worship review all contractsComplete mailing lists for invitations and hang postersFinalize mailing lists begin soliciting corporations and major donorsObtain profile info sheet from guest speakerObtain radioTV sponsor arrange public service announcements promosSet menuGet written confirmation of special guest(s) needsFinalize audiovisual contractSelectorder trophies awards etcSchedule deliveries of special equipment rentalsObtain and submit voucher request(s)
Version 1 This is a guide to assist with planning the event 1008012008
Staying On Track Special Events Countdown2 Months Ahead
Assigned Date Assigned Task Assigned PersonHold underwriting or preview party to coincide with mailing of invitations invite mediaAssembleaddress invitations (with personal notes)Mail invitationsDistribute postersFinalize transportation and hotel accommodations for special guest(s)Obtain contracts for decorations and rental itemsConfirm TVradio participationRelease press announcements about special guest(s)Follow up to confirm sponsorships and underwritingObtain printingspecified informationSecure permits and insuranceReview needs for signs at registration elsewhereSchedule committee members to review plansHold walk-through of event with committee chairman at event siteReviewrevise budget task sheetsStart phone follow-upSpecial programs for Menrsquos and Womenrsquos Day and Pastorrsquos Anniversaryobtain letter from Pastor Staff Pastors or Director of Ministry
Version 1 This is a guide to assist with planning the event 1108012008
Staying On Track Special Events Countdown1-Month Ahead
Assigned Date Assigned Task Assigned PersonContact registrants via phone email andor letter confirming attendancePlace newspaper andor magazine adsConfirm staff for registration hostingReview special guest needsComplete list of contents for special guest(s) welcome packetsGet enlarged site planroom diagram of event locationAssign seatstablesGive estimate of guests expected to catererfood serviceMeet with event coordinator outside vendors consultants to coordinate eventDraft programIf picture to be framed get bid on framing
Version 1 This is a guide to assist with planning the event 1208012008
Staying On Track Special Events Countdown2 Weeks Before
Assigned Date Assigned Task Assigned PersonContinue phone follow-ups for tickettable salesContinue assigning seats head table speakerrsquos platformArrange to meet special guest(s) at airport train or hotelConfirm hotel accommodations and obtain receiptPrepare transportation and accommodations (include flight number airline person assigned to meet flight)Confirm special security needed for special guest(s) eventPrepare welcome packet for special guest(s) armor bearerConfirm schedule deliveries of special equipment rentalsConfirm set-up time with event siteFinalize plans with partyevent decoratorGive caterer revised numbersfinalize guaranteeMeet with chairperson key staff to finalize any of the abovePick-up checksProvide proper material for special music (ie voice overlay and audio)Order gift basket for hotel for delivery or have at churchGift basket to be presented to speaker(s)
Version 1 This is a guide to assist with planning the event 1308012008
Staying on Track Special Event Countdown1 Week Before
Assigned Date Assigned Task Assigned PersonMeet with all committees to ensure last-minute details are coveredFinish phone follow-up registrationConfirm number attending eventFinish seatingtable arrangementHold training session with volunteers finalize assignmentsSecure two or three volunteers to assist with emergenciesFinalize registration staffset-upDistribute seating chart table assignments to hostshostessesSchedule pick-up of any rented or loaned equipmentDouble-check delivery time with all vendorsReconfirm event site hotel rooms transportationDeliver final scripts to all committee chairpersons program participantsFinalize catering guaranteeFinalize refreshmentsmeals for confirmed number of volunteersMake follow-up calls to media and music ministryDistribute additional flierspostersHold final walk-through at siteSchedule rehearsals and volunteer assignments for day of eventEstablish amount of petty cash needed for change and ticket book or tape salesFollow up on framed presentation
Version 1 This is a guide to assist with planning the event 1408012008
Staying on Track Special Event CountdownDay before Event
Assigned Date Assigned Task Assigned PersonLay out all clothes you will need the day of eventMake sure petty cash checks are readyPRAY PRAY PRAY
Day of Event
Assigned Date Assigned Task Assigned PersonArrive early (with all your clothes bible and comfortable shoes)Unpack equipment supplies and make sure nothing is missingBe sure all program participants are in placeReconfirm schedule for volunteers for assigned task(s)Set-up registration areaCheck soundlight equipment and staging before rehearsalGo over details with catererMake final calls to limousine driver and hotel for time or arrivalsMake sure the check is in hand for special guest(s)Special presentation made to speaker(s)
Version 1 This is a guide to assist with planning the event 1508012008
MINISTRY CANCELLATION
If the event needs to be cancelled the ministry must notify all key people to be sure that all advertisement is pulled Cancellation must take place within 45 days of the event
Date of cancellation_______________________
Department _______________________________________________________
Action needed _____________________________________________________
Contact name _____________________________________________________
Contact phone (h) ____________________ (w) ________________________
(cell) __________________ other ______________________
Reason of cancellation_______________________________________________
Cancellation approved by
Staff Pastor________________________________ Date__________________
Chief Administrator_________________________ Date__________________
This cancellation is being submitted toMediaChurch SecretaryAdministrative StaffEmail rwrightlovethefellowshiporg
All monies allocated for this event should be credited back to ______________ line item (Department name)
Version 1 This is a guide to assist with planning the event 1608012008
Pastoral Emphasis FlyersPrint WebsiteLove Fellowship Church of God in Christ
Event Suggested Speakers
Suggested Guest SpeakersMinisters (NOTE Pastor must be notified of all guests speakersministers before any invitations)
1 Name and Number (Church and Pastor if applicable) ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2 Name and Number (Church and Pastor if applicable)________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3 Name and Number (Church and Pastor if applicable)________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
PLEASE PROVIDE BIOS AND PICTURES OF SUGGESTED GUEST SPEAKERSMINISTERS IF AVAILABLE
Date Submitted ________________________
Version 1 This is a guide to assist with planning the event 408012008
Ministry Event Budgeting Worksheet 1
Department ___________________________ Date ___________________Name ________________________________ Telephone __________________
COST ESTIMATES ESTIMATES TO REFLECT ACTUAL COST AS MUCH AS POSSIBLE
EVENT BUDGET Est Costs Actual Cost DifferenceTransportation Cost(s)Airfare ____________ ___________ ____________Buses ____________ ___________ ____________Limo ____________ ___________ ____________Other ____________ ___________ ____________Category TotalLodging CostHotel ____________ ___________ ____________NameCategory TotalFood Cost(s)Breakfast ____________ ___________ ____________Lunch ____________ ___________ ____________Dinner ____________ ___________ ____________Caterer ____________ ___________ ____________OtherBeverages ____________ ___________ ____________Category TotalRental Cost(s)LocationNameItem 1 ____________ ___________ ____________Item 2 ____________ ___________ ____________Item 3 ____________ ___________ ____________Category TotalMarketing Cost(s)Printing ____________ ___________ ____________Mailings ____________ ___________ ____________Radio ____________ ___________ ____________TV ____________ ___________ ____________Category TotalSuppliesItem ____________ ___________ _____________Item ____________ ___________ _____________Item ____________ ___________ _____________Item ____________ ___________ _____________
Version 1 This is a guide to assist with planning the event 508012008
Category TotalMinistry Event Budgeting Worksheet 2
EVENT BUDGET Est Costs Actual Cost DifferenceAwardRecognition CostType ____________ ___________ ____________Type ____________ ___________ ____________Category TotalSpecial Cost(s)Speaker Fees ____________ ___________ ____________Postage ____________ ___________ ____________LicensesSpecial Permits ____________ ___________ ____________Musicians ____________ ___________ ____________Other ____________ ___________ ____________Category TotalDecorationsItem 1 ____________ ___________ ____________Item 2 ____________ ___________ ____________Item 3 ____________ ___________ ____________Category Total
MINISTRY EVENT TOTAL ____________ ___________ ____________
NOTES1 All corresponding receipts are to be submitted along with Budget Worksheet immediately at close of each event2 At least 3 written bids are required for any expenditure exceeding $50000
Version 1 This is a guide to assist with planning the event 608012008
MINISTRY EVENT RECEIPT FORM
Income Receipts Proposed Actual
Registration Number Price
Adults __________ ___________ __________ __________Children __________ ___________ __________ __________
Sales___________________________
MaterialsTickets __________ __________Offering __________ __________Vendor Booth Rental __________ __________Audio __________ __________Underwriting (Sponsorship) __________ __________Scholarships (Donations) __________ __________
Total Income __________ __________
Coordinator(s) of Event Phone Number
_________________________ ______________
_________________________ ______________
Version 1 This is a guide to assist with planning the event 708012008
Love Fellowship Church of God in ChristProgramEvent Evaluation Form
The purpose of this form is to evaluate your recent activity or event Use this form as a tool to review your accomplishments challenges opportunities and stewardship responsibilities
Please submit a copy of this form immediately after event
Ministry responsible for planning event _____________________________________________
Leadership contact ________________________ Phone ____________________________
Email ___________________________________
Program Chair _______________________________ Phone _________________________
Email ______________________________________
Name of EventActivity _________________________________________________________
Date of EventActivity Held ________________________ Time ________________________
Please select one or more of the following which best describes the event
1 EVANGELISM
2 WORSHIP
3 MISSION
4 FELLOWSHIP
5 DISCIPLESHIP
Scale of Evaluation (Rate 1-5) 1-Poor 2-Fair 3-Good 4-Very Good 5-Excellent______________________________________________________________________________
Remarks ________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Ministry Leader Comments _________________________________________________________________________________________________________________________________________________________________________________________________________________
Version 1 This is a guide to assist with planning the event 808012008
Staying on Track Special Event Countdown6-12 Months Ahead
Assigned Date Assigned Task Assigned PersonDecide Event Purpose
Reserve event roomsVisit possible sitesSchedule appointment with coordinator of music amp worshipSchedule appointment with event coordinatorForm committeesGet cost estimates (site rental food drinks soundlight etc)Coordinator of music to assign musicians amp review musicGet bids for decorationsGet bids for outside printingGet bids for other major items over $500Draft initial budgetDesignate someone to oversee budgetResearchapproach honoreesCompile mailing list (individualscorporations)Check proposed date for potential conflicts finalize in writingGet written contracts for catering Develop alternative site (if event is outdoors) entertainment etcInviteconfirm special guest(s)Order date cards or other event announcementsSet marketingpublic relations scheduleDevelop press release and calendar listingsArrange for photos of guest speaker(s)Identify graphic artists begin invitation designGet geographical information on special guest(s)Investigate need for special permits insurance etc
Version 1 This is a guide to assist with planning the event 908012008
Staying On Track Special Events Countdown3 to 6 Months Ahead
Assigned Date Assigned Task Assigned PersonBegin monthly committee meetings (Ministry Event Planning packet is due 6-months)Writesend requests for funding or underwriting to major donors corporations sponsors with approvalReview designs with graphic artist for invitations programs posters etcPrepare final copy for invitations return card postersPrepare final copy for tickets parking permits etcOrder invitations posters tickets etcSign contract with band choir musical group coordinator of music worship review all contractsComplete mailing lists for invitations and hang postersFinalize mailing lists begin soliciting corporations and major donorsObtain profile info sheet from guest speakerObtain radioTV sponsor arrange public service announcements promosSet menuGet written confirmation of special guest(s) needsFinalize audiovisual contractSelectorder trophies awards etcSchedule deliveries of special equipment rentalsObtain and submit voucher request(s)
Version 1 This is a guide to assist with planning the event 1008012008
Staying On Track Special Events Countdown2 Months Ahead
Assigned Date Assigned Task Assigned PersonHold underwriting or preview party to coincide with mailing of invitations invite mediaAssembleaddress invitations (with personal notes)Mail invitationsDistribute postersFinalize transportation and hotel accommodations for special guest(s)Obtain contracts for decorations and rental itemsConfirm TVradio participationRelease press announcements about special guest(s)Follow up to confirm sponsorships and underwritingObtain printingspecified informationSecure permits and insuranceReview needs for signs at registration elsewhereSchedule committee members to review plansHold walk-through of event with committee chairman at event siteReviewrevise budget task sheetsStart phone follow-upSpecial programs for Menrsquos and Womenrsquos Day and Pastorrsquos Anniversaryobtain letter from Pastor Staff Pastors or Director of Ministry
Version 1 This is a guide to assist with planning the event 1108012008
Staying On Track Special Events Countdown1-Month Ahead
Assigned Date Assigned Task Assigned PersonContact registrants via phone email andor letter confirming attendancePlace newspaper andor magazine adsConfirm staff for registration hostingReview special guest needsComplete list of contents for special guest(s) welcome packetsGet enlarged site planroom diagram of event locationAssign seatstablesGive estimate of guests expected to catererfood serviceMeet with event coordinator outside vendors consultants to coordinate eventDraft programIf picture to be framed get bid on framing
Version 1 This is a guide to assist with planning the event 1208012008
Staying On Track Special Events Countdown2 Weeks Before
Assigned Date Assigned Task Assigned PersonContinue phone follow-ups for tickettable salesContinue assigning seats head table speakerrsquos platformArrange to meet special guest(s) at airport train or hotelConfirm hotel accommodations and obtain receiptPrepare transportation and accommodations (include flight number airline person assigned to meet flight)Confirm special security needed for special guest(s) eventPrepare welcome packet for special guest(s) armor bearerConfirm schedule deliveries of special equipment rentalsConfirm set-up time with event siteFinalize plans with partyevent decoratorGive caterer revised numbersfinalize guaranteeMeet with chairperson key staff to finalize any of the abovePick-up checksProvide proper material for special music (ie voice overlay and audio)Order gift basket for hotel for delivery or have at churchGift basket to be presented to speaker(s)
Version 1 This is a guide to assist with planning the event 1308012008
Staying on Track Special Event Countdown1 Week Before
Assigned Date Assigned Task Assigned PersonMeet with all committees to ensure last-minute details are coveredFinish phone follow-up registrationConfirm number attending eventFinish seatingtable arrangementHold training session with volunteers finalize assignmentsSecure two or three volunteers to assist with emergenciesFinalize registration staffset-upDistribute seating chart table assignments to hostshostessesSchedule pick-up of any rented or loaned equipmentDouble-check delivery time with all vendorsReconfirm event site hotel rooms transportationDeliver final scripts to all committee chairpersons program participantsFinalize catering guaranteeFinalize refreshmentsmeals for confirmed number of volunteersMake follow-up calls to media and music ministryDistribute additional flierspostersHold final walk-through at siteSchedule rehearsals and volunteer assignments for day of eventEstablish amount of petty cash needed for change and ticket book or tape salesFollow up on framed presentation
Version 1 This is a guide to assist with planning the event 1408012008
Staying on Track Special Event CountdownDay before Event
Assigned Date Assigned Task Assigned PersonLay out all clothes you will need the day of eventMake sure petty cash checks are readyPRAY PRAY PRAY
Day of Event
Assigned Date Assigned Task Assigned PersonArrive early (with all your clothes bible and comfortable shoes)Unpack equipment supplies and make sure nothing is missingBe sure all program participants are in placeReconfirm schedule for volunteers for assigned task(s)Set-up registration areaCheck soundlight equipment and staging before rehearsalGo over details with catererMake final calls to limousine driver and hotel for time or arrivalsMake sure the check is in hand for special guest(s)Special presentation made to speaker(s)
Version 1 This is a guide to assist with planning the event 1508012008
MINISTRY CANCELLATION
If the event needs to be cancelled the ministry must notify all key people to be sure that all advertisement is pulled Cancellation must take place within 45 days of the event
Date of cancellation_______________________
Department _______________________________________________________
Action needed _____________________________________________________
Contact name _____________________________________________________
Contact phone (h) ____________________ (w) ________________________
(cell) __________________ other ______________________
Reason of cancellation_______________________________________________
Cancellation approved by
Staff Pastor________________________________ Date__________________
Chief Administrator_________________________ Date__________________
This cancellation is being submitted toMediaChurch SecretaryAdministrative StaffEmail rwrightlovethefellowshiporg
All monies allocated for this event should be credited back to ______________ line item (Department name)
Version 1 This is a guide to assist with planning the event 1608012008
Ministry Event Budgeting Worksheet 1
Department ___________________________ Date ___________________Name ________________________________ Telephone __________________
COST ESTIMATES ESTIMATES TO REFLECT ACTUAL COST AS MUCH AS POSSIBLE
EVENT BUDGET Est Costs Actual Cost DifferenceTransportation Cost(s)Airfare ____________ ___________ ____________Buses ____________ ___________ ____________Limo ____________ ___________ ____________Other ____________ ___________ ____________Category TotalLodging CostHotel ____________ ___________ ____________NameCategory TotalFood Cost(s)Breakfast ____________ ___________ ____________Lunch ____________ ___________ ____________Dinner ____________ ___________ ____________Caterer ____________ ___________ ____________OtherBeverages ____________ ___________ ____________Category TotalRental Cost(s)LocationNameItem 1 ____________ ___________ ____________Item 2 ____________ ___________ ____________Item 3 ____________ ___________ ____________Category TotalMarketing Cost(s)Printing ____________ ___________ ____________Mailings ____________ ___________ ____________Radio ____________ ___________ ____________TV ____________ ___________ ____________Category TotalSuppliesItem ____________ ___________ _____________Item ____________ ___________ _____________Item ____________ ___________ _____________Item ____________ ___________ _____________
Version 1 This is a guide to assist with planning the event 508012008
Category TotalMinistry Event Budgeting Worksheet 2
EVENT BUDGET Est Costs Actual Cost DifferenceAwardRecognition CostType ____________ ___________ ____________Type ____________ ___________ ____________Category TotalSpecial Cost(s)Speaker Fees ____________ ___________ ____________Postage ____________ ___________ ____________LicensesSpecial Permits ____________ ___________ ____________Musicians ____________ ___________ ____________Other ____________ ___________ ____________Category TotalDecorationsItem 1 ____________ ___________ ____________Item 2 ____________ ___________ ____________Item 3 ____________ ___________ ____________Category Total
MINISTRY EVENT TOTAL ____________ ___________ ____________
NOTES1 All corresponding receipts are to be submitted along with Budget Worksheet immediately at close of each event2 At least 3 written bids are required for any expenditure exceeding $50000
Version 1 This is a guide to assist with planning the event 608012008
MINISTRY EVENT RECEIPT FORM
Income Receipts Proposed Actual
Registration Number Price
Adults __________ ___________ __________ __________Children __________ ___________ __________ __________
Sales___________________________
MaterialsTickets __________ __________Offering __________ __________Vendor Booth Rental __________ __________Audio __________ __________Underwriting (Sponsorship) __________ __________Scholarships (Donations) __________ __________
Total Income __________ __________
Coordinator(s) of Event Phone Number
_________________________ ______________
_________________________ ______________
Version 1 This is a guide to assist with planning the event 708012008
Love Fellowship Church of God in ChristProgramEvent Evaluation Form
The purpose of this form is to evaluate your recent activity or event Use this form as a tool to review your accomplishments challenges opportunities and stewardship responsibilities
Please submit a copy of this form immediately after event
Ministry responsible for planning event _____________________________________________
Leadership contact ________________________ Phone ____________________________
Email ___________________________________
Program Chair _______________________________ Phone _________________________
Email ______________________________________
Name of EventActivity _________________________________________________________
Date of EventActivity Held ________________________ Time ________________________
Please select one or more of the following which best describes the event
1 EVANGELISM
2 WORSHIP
3 MISSION
4 FELLOWSHIP
5 DISCIPLESHIP
Scale of Evaluation (Rate 1-5) 1-Poor 2-Fair 3-Good 4-Very Good 5-Excellent______________________________________________________________________________
Remarks ________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Ministry Leader Comments _________________________________________________________________________________________________________________________________________________________________________________________________________________
Version 1 This is a guide to assist with planning the event 808012008
Staying on Track Special Event Countdown6-12 Months Ahead
Assigned Date Assigned Task Assigned PersonDecide Event Purpose
Reserve event roomsVisit possible sitesSchedule appointment with coordinator of music amp worshipSchedule appointment with event coordinatorForm committeesGet cost estimates (site rental food drinks soundlight etc)Coordinator of music to assign musicians amp review musicGet bids for decorationsGet bids for outside printingGet bids for other major items over $500Draft initial budgetDesignate someone to oversee budgetResearchapproach honoreesCompile mailing list (individualscorporations)Check proposed date for potential conflicts finalize in writingGet written contracts for catering Develop alternative site (if event is outdoors) entertainment etcInviteconfirm special guest(s)Order date cards or other event announcementsSet marketingpublic relations scheduleDevelop press release and calendar listingsArrange for photos of guest speaker(s)Identify graphic artists begin invitation designGet geographical information on special guest(s)Investigate need for special permits insurance etc
Version 1 This is a guide to assist with planning the event 908012008
Staying On Track Special Events Countdown3 to 6 Months Ahead
Assigned Date Assigned Task Assigned PersonBegin monthly committee meetings (Ministry Event Planning packet is due 6-months)Writesend requests for funding or underwriting to major donors corporations sponsors with approvalReview designs with graphic artist for invitations programs posters etcPrepare final copy for invitations return card postersPrepare final copy for tickets parking permits etcOrder invitations posters tickets etcSign contract with band choir musical group coordinator of music worship review all contractsComplete mailing lists for invitations and hang postersFinalize mailing lists begin soliciting corporations and major donorsObtain profile info sheet from guest speakerObtain radioTV sponsor arrange public service announcements promosSet menuGet written confirmation of special guest(s) needsFinalize audiovisual contractSelectorder trophies awards etcSchedule deliveries of special equipment rentalsObtain and submit voucher request(s)
Version 1 This is a guide to assist with planning the event 1008012008
Staying On Track Special Events Countdown2 Months Ahead
Assigned Date Assigned Task Assigned PersonHold underwriting or preview party to coincide with mailing of invitations invite mediaAssembleaddress invitations (with personal notes)Mail invitationsDistribute postersFinalize transportation and hotel accommodations for special guest(s)Obtain contracts for decorations and rental itemsConfirm TVradio participationRelease press announcements about special guest(s)Follow up to confirm sponsorships and underwritingObtain printingspecified informationSecure permits and insuranceReview needs for signs at registration elsewhereSchedule committee members to review plansHold walk-through of event with committee chairman at event siteReviewrevise budget task sheetsStart phone follow-upSpecial programs for Menrsquos and Womenrsquos Day and Pastorrsquos Anniversaryobtain letter from Pastor Staff Pastors or Director of Ministry
Version 1 This is a guide to assist with planning the event 1108012008
Staying On Track Special Events Countdown1-Month Ahead
Assigned Date Assigned Task Assigned PersonContact registrants via phone email andor letter confirming attendancePlace newspaper andor magazine adsConfirm staff for registration hostingReview special guest needsComplete list of contents for special guest(s) welcome packetsGet enlarged site planroom diagram of event locationAssign seatstablesGive estimate of guests expected to catererfood serviceMeet with event coordinator outside vendors consultants to coordinate eventDraft programIf picture to be framed get bid on framing
Version 1 This is a guide to assist with planning the event 1208012008
Staying On Track Special Events Countdown2 Weeks Before
Assigned Date Assigned Task Assigned PersonContinue phone follow-ups for tickettable salesContinue assigning seats head table speakerrsquos platformArrange to meet special guest(s) at airport train or hotelConfirm hotel accommodations and obtain receiptPrepare transportation and accommodations (include flight number airline person assigned to meet flight)Confirm special security needed for special guest(s) eventPrepare welcome packet for special guest(s) armor bearerConfirm schedule deliveries of special equipment rentalsConfirm set-up time with event siteFinalize plans with partyevent decoratorGive caterer revised numbersfinalize guaranteeMeet with chairperson key staff to finalize any of the abovePick-up checksProvide proper material for special music (ie voice overlay and audio)Order gift basket for hotel for delivery or have at churchGift basket to be presented to speaker(s)
Version 1 This is a guide to assist with planning the event 1308012008
Staying on Track Special Event Countdown1 Week Before
Assigned Date Assigned Task Assigned PersonMeet with all committees to ensure last-minute details are coveredFinish phone follow-up registrationConfirm number attending eventFinish seatingtable arrangementHold training session with volunteers finalize assignmentsSecure two or three volunteers to assist with emergenciesFinalize registration staffset-upDistribute seating chart table assignments to hostshostessesSchedule pick-up of any rented or loaned equipmentDouble-check delivery time with all vendorsReconfirm event site hotel rooms transportationDeliver final scripts to all committee chairpersons program participantsFinalize catering guaranteeFinalize refreshmentsmeals for confirmed number of volunteersMake follow-up calls to media and music ministryDistribute additional flierspostersHold final walk-through at siteSchedule rehearsals and volunteer assignments for day of eventEstablish amount of petty cash needed for change and ticket book or tape salesFollow up on framed presentation
Version 1 This is a guide to assist with planning the event 1408012008
Staying on Track Special Event CountdownDay before Event
Assigned Date Assigned Task Assigned PersonLay out all clothes you will need the day of eventMake sure petty cash checks are readyPRAY PRAY PRAY
Day of Event
Assigned Date Assigned Task Assigned PersonArrive early (with all your clothes bible and comfortable shoes)Unpack equipment supplies and make sure nothing is missingBe sure all program participants are in placeReconfirm schedule for volunteers for assigned task(s)Set-up registration areaCheck soundlight equipment and staging before rehearsalGo over details with catererMake final calls to limousine driver and hotel for time or arrivalsMake sure the check is in hand for special guest(s)Special presentation made to speaker(s)
Version 1 This is a guide to assist with planning the event 1508012008
MINISTRY CANCELLATION
If the event needs to be cancelled the ministry must notify all key people to be sure that all advertisement is pulled Cancellation must take place within 45 days of the event
Date of cancellation_______________________
Department _______________________________________________________
Action needed _____________________________________________________
Contact name _____________________________________________________
Contact phone (h) ____________________ (w) ________________________
(cell) __________________ other ______________________
Reason of cancellation_______________________________________________
Cancellation approved by
Staff Pastor________________________________ Date__________________
Chief Administrator_________________________ Date__________________
This cancellation is being submitted toMediaChurch SecretaryAdministrative StaffEmail rwrightlovethefellowshiporg
All monies allocated for this event should be credited back to ______________ line item (Department name)
Version 1 This is a guide to assist with planning the event 1608012008
Category TotalMinistry Event Budgeting Worksheet 2
EVENT BUDGET Est Costs Actual Cost DifferenceAwardRecognition CostType ____________ ___________ ____________Type ____________ ___________ ____________Category TotalSpecial Cost(s)Speaker Fees ____________ ___________ ____________Postage ____________ ___________ ____________LicensesSpecial Permits ____________ ___________ ____________Musicians ____________ ___________ ____________Other ____________ ___________ ____________Category TotalDecorationsItem 1 ____________ ___________ ____________Item 2 ____________ ___________ ____________Item 3 ____________ ___________ ____________Category Total
MINISTRY EVENT TOTAL ____________ ___________ ____________
NOTES1 All corresponding receipts are to be submitted along with Budget Worksheet immediately at close of each event2 At least 3 written bids are required for any expenditure exceeding $50000
Version 1 This is a guide to assist with planning the event 608012008
MINISTRY EVENT RECEIPT FORM
Income Receipts Proposed Actual
Registration Number Price
Adults __________ ___________ __________ __________Children __________ ___________ __________ __________
Sales___________________________
MaterialsTickets __________ __________Offering __________ __________Vendor Booth Rental __________ __________Audio __________ __________Underwriting (Sponsorship) __________ __________Scholarships (Donations) __________ __________
Total Income __________ __________
Coordinator(s) of Event Phone Number
_________________________ ______________
_________________________ ______________
Version 1 This is a guide to assist with planning the event 708012008
Love Fellowship Church of God in ChristProgramEvent Evaluation Form
The purpose of this form is to evaluate your recent activity or event Use this form as a tool to review your accomplishments challenges opportunities and stewardship responsibilities
Please submit a copy of this form immediately after event
Ministry responsible for planning event _____________________________________________
Leadership contact ________________________ Phone ____________________________
Email ___________________________________
Program Chair _______________________________ Phone _________________________
Email ______________________________________
Name of EventActivity _________________________________________________________
Date of EventActivity Held ________________________ Time ________________________
Please select one or more of the following which best describes the event
1 EVANGELISM
2 WORSHIP
3 MISSION
4 FELLOWSHIP
5 DISCIPLESHIP
Scale of Evaluation (Rate 1-5) 1-Poor 2-Fair 3-Good 4-Very Good 5-Excellent______________________________________________________________________________
Remarks ________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Ministry Leader Comments _________________________________________________________________________________________________________________________________________________________________________________________________________________
Version 1 This is a guide to assist with planning the event 808012008
Staying on Track Special Event Countdown6-12 Months Ahead
Assigned Date Assigned Task Assigned PersonDecide Event Purpose
Reserve event roomsVisit possible sitesSchedule appointment with coordinator of music amp worshipSchedule appointment with event coordinatorForm committeesGet cost estimates (site rental food drinks soundlight etc)Coordinator of music to assign musicians amp review musicGet bids for decorationsGet bids for outside printingGet bids for other major items over $500Draft initial budgetDesignate someone to oversee budgetResearchapproach honoreesCompile mailing list (individualscorporations)Check proposed date for potential conflicts finalize in writingGet written contracts for catering Develop alternative site (if event is outdoors) entertainment etcInviteconfirm special guest(s)Order date cards or other event announcementsSet marketingpublic relations scheduleDevelop press release and calendar listingsArrange for photos of guest speaker(s)Identify graphic artists begin invitation designGet geographical information on special guest(s)Investigate need for special permits insurance etc
Version 1 This is a guide to assist with planning the event 908012008
Staying On Track Special Events Countdown3 to 6 Months Ahead
Assigned Date Assigned Task Assigned PersonBegin monthly committee meetings (Ministry Event Planning packet is due 6-months)Writesend requests for funding or underwriting to major donors corporations sponsors with approvalReview designs with graphic artist for invitations programs posters etcPrepare final copy for invitations return card postersPrepare final copy for tickets parking permits etcOrder invitations posters tickets etcSign contract with band choir musical group coordinator of music worship review all contractsComplete mailing lists for invitations and hang postersFinalize mailing lists begin soliciting corporations and major donorsObtain profile info sheet from guest speakerObtain radioTV sponsor arrange public service announcements promosSet menuGet written confirmation of special guest(s) needsFinalize audiovisual contractSelectorder trophies awards etcSchedule deliveries of special equipment rentalsObtain and submit voucher request(s)
Version 1 This is a guide to assist with planning the event 1008012008
Staying On Track Special Events Countdown2 Months Ahead
Assigned Date Assigned Task Assigned PersonHold underwriting or preview party to coincide with mailing of invitations invite mediaAssembleaddress invitations (with personal notes)Mail invitationsDistribute postersFinalize transportation and hotel accommodations for special guest(s)Obtain contracts for decorations and rental itemsConfirm TVradio participationRelease press announcements about special guest(s)Follow up to confirm sponsorships and underwritingObtain printingspecified informationSecure permits and insuranceReview needs for signs at registration elsewhereSchedule committee members to review plansHold walk-through of event with committee chairman at event siteReviewrevise budget task sheetsStart phone follow-upSpecial programs for Menrsquos and Womenrsquos Day and Pastorrsquos Anniversaryobtain letter from Pastor Staff Pastors or Director of Ministry
Version 1 This is a guide to assist with planning the event 1108012008
Staying On Track Special Events Countdown1-Month Ahead
Assigned Date Assigned Task Assigned PersonContact registrants via phone email andor letter confirming attendancePlace newspaper andor magazine adsConfirm staff for registration hostingReview special guest needsComplete list of contents for special guest(s) welcome packetsGet enlarged site planroom diagram of event locationAssign seatstablesGive estimate of guests expected to catererfood serviceMeet with event coordinator outside vendors consultants to coordinate eventDraft programIf picture to be framed get bid on framing
Version 1 This is a guide to assist with planning the event 1208012008
Staying On Track Special Events Countdown2 Weeks Before
Assigned Date Assigned Task Assigned PersonContinue phone follow-ups for tickettable salesContinue assigning seats head table speakerrsquos platformArrange to meet special guest(s) at airport train or hotelConfirm hotel accommodations and obtain receiptPrepare transportation and accommodations (include flight number airline person assigned to meet flight)Confirm special security needed for special guest(s) eventPrepare welcome packet for special guest(s) armor bearerConfirm schedule deliveries of special equipment rentalsConfirm set-up time with event siteFinalize plans with partyevent decoratorGive caterer revised numbersfinalize guaranteeMeet with chairperson key staff to finalize any of the abovePick-up checksProvide proper material for special music (ie voice overlay and audio)Order gift basket for hotel for delivery or have at churchGift basket to be presented to speaker(s)
Version 1 This is a guide to assist with planning the event 1308012008
Staying on Track Special Event Countdown1 Week Before
Assigned Date Assigned Task Assigned PersonMeet with all committees to ensure last-minute details are coveredFinish phone follow-up registrationConfirm number attending eventFinish seatingtable arrangementHold training session with volunteers finalize assignmentsSecure two or three volunteers to assist with emergenciesFinalize registration staffset-upDistribute seating chart table assignments to hostshostessesSchedule pick-up of any rented or loaned equipmentDouble-check delivery time with all vendorsReconfirm event site hotel rooms transportationDeliver final scripts to all committee chairpersons program participantsFinalize catering guaranteeFinalize refreshmentsmeals for confirmed number of volunteersMake follow-up calls to media and music ministryDistribute additional flierspostersHold final walk-through at siteSchedule rehearsals and volunteer assignments for day of eventEstablish amount of petty cash needed for change and ticket book or tape salesFollow up on framed presentation
Version 1 This is a guide to assist with planning the event 1408012008
Staying on Track Special Event CountdownDay before Event
Assigned Date Assigned Task Assigned PersonLay out all clothes you will need the day of eventMake sure petty cash checks are readyPRAY PRAY PRAY
Day of Event
Assigned Date Assigned Task Assigned PersonArrive early (with all your clothes bible and comfortable shoes)Unpack equipment supplies and make sure nothing is missingBe sure all program participants are in placeReconfirm schedule for volunteers for assigned task(s)Set-up registration areaCheck soundlight equipment and staging before rehearsalGo over details with catererMake final calls to limousine driver and hotel for time or arrivalsMake sure the check is in hand for special guest(s)Special presentation made to speaker(s)
Version 1 This is a guide to assist with planning the event 1508012008
MINISTRY CANCELLATION
If the event needs to be cancelled the ministry must notify all key people to be sure that all advertisement is pulled Cancellation must take place within 45 days of the event
Date of cancellation_______________________
Department _______________________________________________________
Action needed _____________________________________________________
Contact name _____________________________________________________
Contact phone (h) ____________________ (w) ________________________
(cell) __________________ other ______________________
Reason of cancellation_______________________________________________
Cancellation approved by
Staff Pastor________________________________ Date__________________
Chief Administrator_________________________ Date__________________
This cancellation is being submitted toMediaChurch SecretaryAdministrative StaffEmail rwrightlovethefellowshiporg
All monies allocated for this event should be credited back to ______________ line item (Department name)
Version 1 This is a guide to assist with planning the event 1608012008
MINISTRY EVENT RECEIPT FORM
Income Receipts Proposed Actual
Registration Number Price
Adults __________ ___________ __________ __________Children __________ ___________ __________ __________
Sales___________________________
MaterialsTickets __________ __________Offering __________ __________Vendor Booth Rental __________ __________Audio __________ __________Underwriting (Sponsorship) __________ __________Scholarships (Donations) __________ __________
Total Income __________ __________
Coordinator(s) of Event Phone Number
_________________________ ______________
_________________________ ______________
Version 1 This is a guide to assist with planning the event 708012008
Love Fellowship Church of God in ChristProgramEvent Evaluation Form
The purpose of this form is to evaluate your recent activity or event Use this form as a tool to review your accomplishments challenges opportunities and stewardship responsibilities
Please submit a copy of this form immediately after event
Ministry responsible for planning event _____________________________________________
Leadership contact ________________________ Phone ____________________________
Email ___________________________________
Program Chair _______________________________ Phone _________________________
Email ______________________________________
Name of EventActivity _________________________________________________________
Date of EventActivity Held ________________________ Time ________________________
Please select one or more of the following which best describes the event
1 EVANGELISM
2 WORSHIP
3 MISSION
4 FELLOWSHIP
5 DISCIPLESHIP
Scale of Evaluation (Rate 1-5) 1-Poor 2-Fair 3-Good 4-Very Good 5-Excellent______________________________________________________________________________
Remarks ________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Ministry Leader Comments _________________________________________________________________________________________________________________________________________________________________________________________________________________
Version 1 This is a guide to assist with planning the event 808012008
Staying on Track Special Event Countdown6-12 Months Ahead
Assigned Date Assigned Task Assigned PersonDecide Event Purpose
Reserve event roomsVisit possible sitesSchedule appointment with coordinator of music amp worshipSchedule appointment with event coordinatorForm committeesGet cost estimates (site rental food drinks soundlight etc)Coordinator of music to assign musicians amp review musicGet bids for decorationsGet bids for outside printingGet bids for other major items over $500Draft initial budgetDesignate someone to oversee budgetResearchapproach honoreesCompile mailing list (individualscorporations)Check proposed date for potential conflicts finalize in writingGet written contracts for catering Develop alternative site (if event is outdoors) entertainment etcInviteconfirm special guest(s)Order date cards or other event announcementsSet marketingpublic relations scheduleDevelop press release and calendar listingsArrange for photos of guest speaker(s)Identify graphic artists begin invitation designGet geographical information on special guest(s)Investigate need for special permits insurance etc
Version 1 This is a guide to assist with planning the event 908012008
Staying On Track Special Events Countdown3 to 6 Months Ahead
Assigned Date Assigned Task Assigned PersonBegin monthly committee meetings (Ministry Event Planning packet is due 6-months)Writesend requests for funding or underwriting to major donors corporations sponsors with approvalReview designs with graphic artist for invitations programs posters etcPrepare final copy for invitations return card postersPrepare final copy for tickets parking permits etcOrder invitations posters tickets etcSign contract with band choir musical group coordinator of music worship review all contractsComplete mailing lists for invitations and hang postersFinalize mailing lists begin soliciting corporations and major donorsObtain profile info sheet from guest speakerObtain radioTV sponsor arrange public service announcements promosSet menuGet written confirmation of special guest(s) needsFinalize audiovisual contractSelectorder trophies awards etcSchedule deliveries of special equipment rentalsObtain and submit voucher request(s)
Version 1 This is a guide to assist with planning the event 1008012008
Staying On Track Special Events Countdown2 Months Ahead
Assigned Date Assigned Task Assigned PersonHold underwriting or preview party to coincide with mailing of invitations invite mediaAssembleaddress invitations (with personal notes)Mail invitationsDistribute postersFinalize transportation and hotel accommodations for special guest(s)Obtain contracts for decorations and rental itemsConfirm TVradio participationRelease press announcements about special guest(s)Follow up to confirm sponsorships and underwritingObtain printingspecified informationSecure permits and insuranceReview needs for signs at registration elsewhereSchedule committee members to review plansHold walk-through of event with committee chairman at event siteReviewrevise budget task sheetsStart phone follow-upSpecial programs for Menrsquos and Womenrsquos Day and Pastorrsquos Anniversaryobtain letter from Pastor Staff Pastors or Director of Ministry
Version 1 This is a guide to assist with planning the event 1108012008
Staying On Track Special Events Countdown1-Month Ahead
Assigned Date Assigned Task Assigned PersonContact registrants via phone email andor letter confirming attendancePlace newspaper andor magazine adsConfirm staff for registration hostingReview special guest needsComplete list of contents for special guest(s) welcome packetsGet enlarged site planroom diagram of event locationAssign seatstablesGive estimate of guests expected to catererfood serviceMeet with event coordinator outside vendors consultants to coordinate eventDraft programIf picture to be framed get bid on framing
Version 1 This is a guide to assist with planning the event 1208012008
Staying On Track Special Events Countdown2 Weeks Before
Assigned Date Assigned Task Assigned PersonContinue phone follow-ups for tickettable salesContinue assigning seats head table speakerrsquos platformArrange to meet special guest(s) at airport train or hotelConfirm hotel accommodations and obtain receiptPrepare transportation and accommodations (include flight number airline person assigned to meet flight)Confirm special security needed for special guest(s) eventPrepare welcome packet for special guest(s) armor bearerConfirm schedule deliveries of special equipment rentalsConfirm set-up time with event siteFinalize plans with partyevent decoratorGive caterer revised numbersfinalize guaranteeMeet with chairperson key staff to finalize any of the abovePick-up checksProvide proper material for special music (ie voice overlay and audio)Order gift basket for hotel for delivery or have at churchGift basket to be presented to speaker(s)
Version 1 This is a guide to assist with planning the event 1308012008
Staying on Track Special Event Countdown1 Week Before
Assigned Date Assigned Task Assigned PersonMeet with all committees to ensure last-minute details are coveredFinish phone follow-up registrationConfirm number attending eventFinish seatingtable arrangementHold training session with volunteers finalize assignmentsSecure two or three volunteers to assist with emergenciesFinalize registration staffset-upDistribute seating chart table assignments to hostshostessesSchedule pick-up of any rented or loaned equipmentDouble-check delivery time with all vendorsReconfirm event site hotel rooms transportationDeliver final scripts to all committee chairpersons program participantsFinalize catering guaranteeFinalize refreshmentsmeals for confirmed number of volunteersMake follow-up calls to media and music ministryDistribute additional flierspostersHold final walk-through at siteSchedule rehearsals and volunteer assignments for day of eventEstablish amount of petty cash needed for change and ticket book or tape salesFollow up on framed presentation
Version 1 This is a guide to assist with planning the event 1408012008
Staying on Track Special Event CountdownDay before Event
Assigned Date Assigned Task Assigned PersonLay out all clothes you will need the day of eventMake sure petty cash checks are readyPRAY PRAY PRAY
Day of Event
Assigned Date Assigned Task Assigned PersonArrive early (with all your clothes bible and comfortable shoes)Unpack equipment supplies and make sure nothing is missingBe sure all program participants are in placeReconfirm schedule for volunteers for assigned task(s)Set-up registration areaCheck soundlight equipment and staging before rehearsalGo over details with catererMake final calls to limousine driver and hotel for time or arrivalsMake sure the check is in hand for special guest(s)Special presentation made to speaker(s)
Version 1 This is a guide to assist with planning the event 1508012008
MINISTRY CANCELLATION
If the event needs to be cancelled the ministry must notify all key people to be sure that all advertisement is pulled Cancellation must take place within 45 days of the event
Date of cancellation_______________________
Department _______________________________________________________
Action needed _____________________________________________________
Contact name _____________________________________________________
Contact phone (h) ____________________ (w) ________________________
(cell) __________________ other ______________________
Reason of cancellation_______________________________________________
Cancellation approved by
Staff Pastor________________________________ Date__________________
Chief Administrator_________________________ Date__________________
This cancellation is being submitted toMediaChurch SecretaryAdministrative StaffEmail rwrightlovethefellowshiporg
All monies allocated for this event should be credited back to ______________ line item (Department name)
Version 1 This is a guide to assist with planning the event 1608012008
Love Fellowship Church of God in ChristProgramEvent Evaluation Form
The purpose of this form is to evaluate your recent activity or event Use this form as a tool to review your accomplishments challenges opportunities and stewardship responsibilities
Please submit a copy of this form immediately after event
Ministry responsible for planning event _____________________________________________
Leadership contact ________________________ Phone ____________________________
Email ___________________________________
Program Chair _______________________________ Phone _________________________
Email ______________________________________
Name of EventActivity _________________________________________________________
Date of EventActivity Held ________________________ Time ________________________
Please select one or more of the following which best describes the event
1 EVANGELISM
2 WORSHIP
3 MISSION
4 FELLOWSHIP
5 DISCIPLESHIP
Scale of Evaluation (Rate 1-5) 1-Poor 2-Fair 3-Good 4-Very Good 5-Excellent______________________________________________________________________________
Remarks ________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Ministry Leader Comments _________________________________________________________________________________________________________________________________________________________________________________________________________________
Version 1 This is a guide to assist with planning the event 808012008
Staying on Track Special Event Countdown6-12 Months Ahead
Assigned Date Assigned Task Assigned PersonDecide Event Purpose
Reserve event roomsVisit possible sitesSchedule appointment with coordinator of music amp worshipSchedule appointment with event coordinatorForm committeesGet cost estimates (site rental food drinks soundlight etc)Coordinator of music to assign musicians amp review musicGet bids for decorationsGet bids for outside printingGet bids for other major items over $500Draft initial budgetDesignate someone to oversee budgetResearchapproach honoreesCompile mailing list (individualscorporations)Check proposed date for potential conflicts finalize in writingGet written contracts for catering Develop alternative site (if event is outdoors) entertainment etcInviteconfirm special guest(s)Order date cards or other event announcementsSet marketingpublic relations scheduleDevelop press release and calendar listingsArrange for photos of guest speaker(s)Identify graphic artists begin invitation designGet geographical information on special guest(s)Investigate need for special permits insurance etc
Version 1 This is a guide to assist with planning the event 908012008
Staying On Track Special Events Countdown3 to 6 Months Ahead
Assigned Date Assigned Task Assigned PersonBegin monthly committee meetings (Ministry Event Planning packet is due 6-months)Writesend requests for funding or underwriting to major donors corporations sponsors with approvalReview designs with graphic artist for invitations programs posters etcPrepare final copy for invitations return card postersPrepare final copy for tickets parking permits etcOrder invitations posters tickets etcSign contract with band choir musical group coordinator of music worship review all contractsComplete mailing lists for invitations and hang postersFinalize mailing lists begin soliciting corporations and major donorsObtain profile info sheet from guest speakerObtain radioTV sponsor arrange public service announcements promosSet menuGet written confirmation of special guest(s) needsFinalize audiovisual contractSelectorder trophies awards etcSchedule deliveries of special equipment rentalsObtain and submit voucher request(s)
Version 1 This is a guide to assist with planning the event 1008012008
Staying On Track Special Events Countdown2 Months Ahead
Assigned Date Assigned Task Assigned PersonHold underwriting or preview party to coincide with mailing of invitations invite mediaAssembleaddress invitations (with personal notes)Mail invitationsDistribute postersFinalize transportation and hotel accommodations for special guest(s)Obtain contracts for decorations and rental itemsConfirm TVradio participationRelease press announcements about special guest(s)Follow up to confirm sponsorships and underwritingObtain printingspecified informationSecure permits and insuranceReview needs for signs at registration elsewhereSchedule committee members to review plansHold walk-through of event with committee chairman at event siteReviewrevise budget task sheetsStart phone follow-upSpecial programs for Menrsquos and Womenrsquos Day and Pastorrsquos Anniversaryobtain letter from Pastor Staff Pastors or Director of Ministry
Version 1 This is a guide to assist with planning the event 1108012008
Staying On Track Special Events Countdown1-Month Ahead
Assigned Date Assigned Task Assigned PersonContact registrants via phone email andor letter confirming attendancePlace newspaper andor magazine adsConfirm staff for registration hostingReview special guest needsComplete list of contents for special guest(s) welcome packetsGet enlarged site planroom diagram of event locationAssign seatstablesGive estimate of guests expected to catererfood serviceMeet with event coordinator outside vendors consultants to coordinate eventDraft programIf picture to be framed get bid on framing
Version 1 This is a guide to assist with planning the event 1208012008
Staying On Track Special Events Countdown2 Weeks Before
Assigned Date Assigned Task Assigned PersonContinue phone follow-ups for tickettable salesContinue assigning seats head table speakerrsquos platformArrange to meet special guest(s) at airport train or hotelConfirm hotel accommodations and obtain receiptPrepare transportation and accommodations (include flight number airline person assigned to meet flight)Confirm special security needed for special guest(s) eventPrepare welcome packet for special guest(s) armor bearerConfirm schedule deliveries of special equipment rentalsConfirm set-up time with event siteFinalize plans with partyevent decoratorGive caterer revised numbersfinalize guaranteeMeet with chairperson key staff to finalize any of the abovePick-up checksProvide proper material for special music (ie voice overlay and audio)Order gift basket for hotel for delivery or have at churchGift basket to be presented to speaker(s)
Version 1 This is a guide to assist with planning the event 1308012008
Staying on Track Special Event Countdown1 Week Before
Assigned Date Assigned Task Assigned PersonMeet with all committees to ensure last-minute details are coveredFinish phone follow-up registrationConfirm number attending eventFinish seatingtable arrangementHold training session with volunteers finalize assignmentsSecure two or three volunteers to assist with emergenciesFinalize registration staffset-upDistribute seating chart table assignments to hostshostessesSchedule pick-up of any rented or loaned equipmentDouble-check delivery time with all vendorsReconfirm event site hotel rooms transportationDeliver final scripts to all committee chairpersons program participantsFinalize catering guaranteeFinalize refreshmentsmeals for confirmed number of volunteersMake follow-up calls to media and music ministryDistribute additional flierspostersHold final walk-through at siteSchedule rehearsals and volunteer assignments for day of eventEstablish amount of petty cash needed for change and ticket book or tape salesFollow up on framed presentation
Version 1 This is a guide to assist with planning the event 1408012008
Staying on Track Special Event CountdownDay before Event
Assigned Date Assigned Task Assigned PersonLay out all clothes you will need the day of eventMake sure petty cash checks are readyPRAY PRAY PRAY
Day of Event
Assigned Date Assigned Task Assigned PersonArrive early (with all your clothes bible and comfortable shoes)Unpack equipment supplies and make sure nothing is missingBe sure all program participants are in placeReconfirm schedule for volunteers for assigned task(s)Set-up registration areaCheck soundlight equipment and staging before rehearsalGo over details with catererMake final calls to limousine driver and hotel for time or arrivalsMake sure the check is in hand for special guest(s)Special presentation made to speaker(s)
Version 1 This is a guide to assist with planning the event 1508012008
MINISTRY CANCELLATION
If the event needs to be cancelled the ministry must notify all key people to be sure that all advertisement is pulled Cancellation must take place within 45 days of the event
Date of cancellation_______________________
Department _______________________________________________________
Action needed _____________________________________________________
Contact name _____________________________________________________
Contact phone (h) ____________________ (w) ________________________
(cell) __________________ other ______________________
Reason of cancellation_______________________________________________
Cancellation approved by
Staff Pastor________________________________ Date__________________
Chief Administrator_________________________ Date__________________
This cancellation is being submitted toMediaChurch SecretaryAdministrative StaffEmail rwrightlovethefellowshiporg
All monies allocated for this event should be credited back to ______________ line item (Department name)
Version 1 This is a guide to assist with planning the event 1608012008
Staying on Track Special Event Countdown6-12 Months Ahead
Assigned Date Assigned Task Assigned PersonDecide Event Purpose
Reserve event roomsVisit possible sitesSchedule appointment with coordinator of music amp worshipSchedule appointment with event coordinatorForm committeesGet cost estimates (site rental food drinks soundlight etc)Coordinator of music to assign musicians amp review musicGet bids for decorationsGet bids for outside printingGet bids for other major items over $500Draft initial budgetDesignate someone to oversee budgetResearchapproach honoreesCompile mailing list (individualscorporations)Check proposed date for potential conflicts finalize in writingGet written contracts for catering Develop alternative site (if event is outdoors) entertainment etcInviteconfirm special guest(s)Order date cards or other event announcementsSet marketingpublic relations scheduleDevelop press release and calendar listingsArrange for photos of guest speaker(s)Identify graphic artists begin invitation designGet geographical information on special guest(s)Investigate need for special permits insurance etc
Version 1 This is a guide to assist with planning the event 908012008
Staying On Track Special Events Countdown3 to 6 Months Ahead
Assigned Date Assigned Task Assigned PersonBegin monthly committee meetings (Ministry Event Planning packet is due 6-months)Writesend requests for funding or underwriting to major donors corporations sponsors with approvalReview designs with graphic artist for invitations programs posters etcPrepare final copy for invitations return card postersPrepare final copy for tickets parking permits etcOrder invitations posters tickets etcSign contract with band choir musical group coordinator of music worship review all contractsComplete mailing lists for invitations and hang postersFinalize mailing lists begin soliciting corporations and major donorsObtain profile info sheet from guest speakerObtain radioTV sponsor arrange public service announcements promosSet menuGet written confirmation of special guest(s) needsFinalize audiovisual contractSelectorder trophies awards etcSchedule deliveries of special equipment rentalsObtain and submit voucher request(s)
Version 1 This is a guide to assist with planning the event 1008012008
Staying On Track Special Events Countdown2 Months Ahead
Assigned Date Assigned Task Assigned PersonHold underwriting or preview party to coincide with mailing of invitations invite mediaAssembleaddress invitations (with personal notes)Mail invitationsDistribute postersFinalize transportation and hotel accommodations for special guest(s)Obtain contracts for decorations and rental itemsConfirm TVradio participationRelease press announcements about special guest(s)Follow up to confirm sponsorships and underwritingObtain printingspecified informationSecure permits and insuranceReview needs for signs at registration elsewhereSchedule committee members to review plansHold walk-through of event with committee chairman at event siteReviewrevise budget task sheetsStart phone follow-upSpecial programs for Menrsquos and Womenrsquos Day and Pastorrsquos Anniversaryobtain letter from Pastor Staff Pastors or Director of Ministry
Version 1 This is a guide to assist with planning the event 1108012008
Staying On Track Special Events Countdown1-Month Ahead
Assigned Date Assigned Task Assigned PersonContact registrants via phone email andor letter confirming attendancePlace newspaper andor magazine adsConfirm staff for registration hostingReview special guest needsComplete list of contents for special guest(s) welcome packetsGet enlarged site planroom diagram of event locationAssign seatstablesGive estimate of guests expected to catererfood serviceMeet with event coordinator outside vendors consultants to coordinate eventDraft programIf picture to be framed get bid on framing
Version 1 This is a guide to assist with planning the event 1208012008
Staying On Track Special Events Countdown2 Weeks Before
Assigned Date Assigned Task Assigned PersonContinue phone follow-ups for tickettable salesContinue assigning seats head table speakerrsquos platformArrange to meet special guest(s) at airport train or hotelConfirm hotel accommodations and obtain receiptPrepare transportation and accommodations (include flight number airline person assigned to meet flight)Confirm special security needed for special guest(s) eventPrepare welcome packet for special guest(s) armor bearerConfirm schedule deliveries of special equipment rentalsConfirm set-up time with event siteFinalize plans with partyevent decoratorGive caterer revised numbersfinalize guaranteeMeet with chairperson key staff to finalize any of the abovePick-up checksProvide proper material for special music (ie voice overlay and audio)Order gift basket for hotel for delivery or have at churchGift basket to be presented to speaker(s)
Version 1 This is a guide to assist with planning the event 1308012008
Staying on Track Special Event Countdown1 Week Before
Assigned Date Assigned Task Assigned PersonMeet with all committees to ensure last-minute details are coveredFinish phone follow-up registrationConfirm number attending eventFinish seatingtable arrangementHold training session with volunteers finalize assignmentsSecure two or three volunteers to assist with emergenciesFinalize registration staffset-upDistribute seating chart table assignments to hostshostessesSchedule pick-up of any rented or loaned equipmentDouble-check delivery time with all vendorsReconfirm event site hotel rooms transportationDeliver final scripts to all committee chairpersons program participantsFinalize catering guaranteeFinalize refreshmentsmeals for confirmed number of volunteersMake follow-up calls to media and music ministryDistribute additional flierspostersHold final walk-through at siteSchedule rehearsals and volunteer assignments for day of eventEstablish amount of petty cash needed for change and ticket book or tape salesFollow up on framed presentation
Version 1 This is a guide to assist with planning the event 1408012008
Staying on Track Special Event CountdownDay before Event
Assigned Date Assigned Task Assigned PersonLay out all clothes you will need the day of eventMake sure petty cash checks are readyPRAY PRAY PRAY
Day of Event
Assigned Date Assigned Task Assigned PersonArrive early (with all your clothes bible and comfortable shoes)Unpack equipment supplies and make sure nothing is missingBe sure all program participants are in placeReconfirm schedule for volunteers for assigned task(s)Set-up registration areaCheck soundlight equipment and staging before rehearsalGo over details with catererMake final calls to limousine driver and hotel for time or arrivalsMake sure the check is in hand for special guest(s)Special presentation made to speaker(s)
Version 1 This is a guide to assist with planning the event 1508012008
MINISTRY CANCELLATION
If the event needs to be cancelled the ministry must notify all key people to be sure that all advertisement is pulled Cancellation must take place within 45 days of the event
Date of cancellation_______________________
Department _______________________________________________________
Action needed _____________________________________________________
Contact name _____________________________________________________
Contact phone (h) ____________________ (w) ________________________
(cell) __________________ other ______________________
Reason of cancellation_______________________________________________
Cancellation approved by
Staff Pastor________________________________ Date__________________
Chief Administrator_________________________ Date__________________
This cancellation is being submitted toMediaChurch SecretaryAdministrative StaffEmail rwrightlovethefellowshiporg
All monies allocated for this event should be credited back to ______________ line item (Department name)
Version 1 This is a guide to assist with planning the event 1608012008
Staying On Track Special Events Countdown3 to 6 Months Ahead
Assigned Date Assigned Task Assigned PersonBegin monthly committee meetings (Ministry Event Planning packet is due 6-months)Writesend requests for funding or underwriting to major donors corporations sponsors with approvalReview designs with graphic artist for invitations programs posters etcPrepare final copy for invitations return card postersPrepare final copy for tickets parking permits etcOrder invitations posters tickets etcSign contract with band choir musical group coordinator of music worship review all contractsComplete mailing lists for invitations and hang postersFinalize mailing lists begin soliciting corporations and major donorsObtain profile info sheet from guest speakerObtain radioTV sponsor arrange public service announcements promosSet menuGet written confirmation of special guest(s) needsFinalize audiovisual contractSelectorder trophies awards etcSchedule deliveries of special equipment rentalsObtain and submit voucher request(s)
Version 1 This is a guide to assist with planning the event 1008012008
Staying On Track Special Events Countdown2 Months Ahead
Assigned Date Assigned Task Assigned PersonHold underwriting or preview party to coincide with mailing of invitations invite mediaAssembleaddress invitations (with personal notes)Mail invitationsDistribute postersFinalize transportation and hotel accommodations for special guest(s)Obtain contracts for decorations and rental itemsConfirm TVradio participationRelease press announcements about special guest(s)Follow up to confirm sponsorships and underwritingObtain printingspecified informationSecure permits and insuranceReview needs for signs at registration elsewhereSchedule committee members to review plansHold walk-through of event with committee chairman at event siteReviewrevise budget task sheetsStart phone follow-upSpecial programs for Menrsquos and Womenrsquos Day and Pastorrsquos Anniversaryobtain letter from Pastor Staff Pastors or Director of Ministry
Version 1 This is a guide to assist with planning the event 1108012008
Staying On Track Special Events Countdown1-Month Ahead
Assigned Date Assigned Task Assigned PersonContact registrants via phone email andor letter confirming attendancePlace newspaper andor magazine adsConfirm staff for registration hostingReview special guest needsComplete list of contents for special guest(s) welcome packetsGet enlarged site planroom diagram of event locationAssign seatstablesGive estimate of guests expected to catererfood serviceMeet with event coordinator outside vendors consultants to coordinate eventDraft programIf picture to be framed get bid on framing
Version 1 This is a guide to assist with planning the event 1208012008
Staying On Track Special Events Countdown2 Weeks Before
Assigned Date Assigned Task Assigned PersonContinue phone follow-ups for tickettable salesContinue assigning seats head table speakerrsquos platformArrange to meet special guest(s) at airport train or hotelConfirm hotel accommodations and obtain receiptPrepare transportation and accommodations (include flight number airline person assigned to meet flight)Confirm special security needed for special guest(s) eventPrepare welcome packet for special guest(s) armor bearerConfirm schedule deliveries of special equipment rentalsConfirm set-up time with event siteFinalize plans with partyevent decoratorGive caterer revised numbersfinalize guaranteeMeet with chairperson key staff to finalize any of the abovePick-up checksProvide proper material for special music (ie voice overlay and audio)Order gift basket for hotel for delivery or have at churchGift basket to be presented to speaker(s)
Version 1 This is a guide to assist with planning the event 1308012008
Staying on Track Special Event Countdown1 Week Before
Assigned Date Assigned Task Assigned PersonMeet with all committees to ensure last-minute details are coveredFinish phone follow-up registrationConfirm number attending eventFinish seatingtable arrangementHold training session with volunteers finalize assignmentsSecure two or three volunteers to assist with emergenciesFinalize registration staffset-upDistribute seating chart table assignments to hostshostessesSchedule pick-up of any rented or loaned equipmentDouble-check delivery time with all vendorsReconfirm event site hotel rooms transportationDeliver final scripts to all committee chairpersons program participantsFinalize catering guaranteeFinalize refreshmentsmeals for confirmed number of volunteersMake follow-up calls to media and music ministryDistribute additional flierspostersHold final walk-through at siteSchedule rehearsals and volunteer assignments for day of eventEstablish amount of petty cash needed for change and ticket book or tape salesFollow up on framed presentation
Version 1 This is a guide to assist with planning the event 1408012008
Staying on Track Special Event CountdownDay before Event
Assigned Date Assigned Task Assigned PersonLay out all clothes you will need the day of eventMake sure petty cash checks are readyPRAY PRAY PRAY
Day of Event
Assigned Date Assigned Task Assigned PersonArrive early (with all your clothes bible and comfortable shoes)Unpack equipment supplies and make sure nothing is missingBe sure all program participants are in placeReconfirm schedule for volunteers for assigned task(s)Set-up registration areaCheck soundlight equipment and staging before rehearsalGo over details with catererMake final calls to limousine driver and hotel for time or arrivalsMake sure the check is in hand for special guest(s)Special presentation made to speaker(s)
Version 1 This is a guide to assist with planning the event 1508012008
MINISTRY CANCELLATION
If the event needs to be cancelled the ministry must notify all key people to be sure that all advertisement is pulled Cancellation must take place within 45 days of the event
Date of cancellation_______________________
Department _______________________________________________________
Action needed _____________________________________________________
Contact name _____________________________________________________
Contact phone (h) ____________________ (w) ________________________
(cell) __________________ other ______________________
Reason of cancellation_______________________________________________
Cancellation approved by
Staff Pastor________________________________ Date__________________
Chief Administrator_________________________ Date__________________
This cancellation is being submitted toMediaChurch SecretaryAdministrative StaffEmail rwrightlovethefellowshiporg
All monies allocated for this event should be credited back to ______________ line item (Department name)
Version 1 This is a guide to assist with planning the event 1608012008
Staying On Track Special Events Countdown2 Months Ahead
Assigned Date Assigned Task Assigned PersonHold underwriting or preview party to coincide with mailing of invitations invite mediaAssembleaddress invitations (with personal notes)Mail invitationsDistribute postersFinalize transportation and hotel accommodations for special guest(s)Obtain contracts for decorations and rental itemsConfirm TVradio participationRelease press announcements about special guest(s)Follow up to confirm sponsorships and underwritingObtain printingspecified informationSecure permits and insuranceReview needs for signs at registration elsewhereSchedule committee members to review plansHold walk-through of event with committee chairman at event siteReviewrevise budget task sheetsStart phone follow-upSpecial programs for Menrsquos and Womenrsquos Day and Pastorrsquos Anniversaryobtain letter from Pastor Staff Pastors or Director of Ministry
Version 1 This is a guide to assist with planning the event 1108012008
Staying On Track Special Events Countdown1-Month Ahead
Assigned Date Assigned Task Assigned PersonContact registrants via phone email andor letter confirming attendancePlace newspaper andor magazine adsConfirm staff for registration hostingReview special guest needsComplete list of contents for special guest(s) welcome packetsGet enlarged site planroom diagram of event locationAssign seatstablesGive estimate of guests expected to catererfood serviceMeet with event coordinator outside vendors consultants to coordinate eventDraft programIf picture to be framed get bid on framing
Version 1 This is a guide to assist with planning the event 1208012008
Staying On Track Special Events Countdown2 Weeks Before
Assigned Date Assigned Task Assigned PersonContinue phone follow-ups for tickettable salesContinue assigning seats head table speakerrsquos platformArrange to meet special guest(s) at airport train or hotelConfirm hotel accommodations and obtain receiptPrepare transportation and accommodations (include flight number airline person assigned to meet flight)Confirm special security needed for special guest(s) eventPrepare welcome packet for special guest(s) armor bearerConfirm schedule deliveries of special equipment rentalsConfirm set-up time with event siteFinalize plans with partyevent decoratorGive caterer revised numbersfinalize guaranteeMeet with chairperson key staff to finalize any of the abovePick-up checksProvide proper material for special music (ie voice overlay and audio)Order gift basket for hotel for delivery or have at churchGift basket to be presented to speaker(s)
Version 1 This is a guide to assist with planning the event 1308012008
Staying on Track Special Event Countdown1 Week Before
Assigned Date Assigned Task Assigned PersonMeet with all committees to ensure last-minute details are coveredFinish phone follow-up registrationConfirm number attending eventFinish seatingtable arrangementHold training session with volunteers finalize assignmentsSecure two or three volunteers to assist with emergenciesFinalize registration staffset-upDistribute seating chart table assignments to hostshostessesSchedule pick-up of any rented or loaned equipmentDouble-check delivery time with all vendorsReconfirm event site hotel rooms transportationDeliver final scripts to all committee chairpersons program participantsFinalize catering guaranteeFinalize refreshmentsmeals for confirmed number of volunteersMake follow-up calls to media and music ministryDistribute additional flierspostersHold final walk-through at siteSchedule rehearsals and volunteer assignments for day of eventEstablish amount of petty cash needed for change and ticket book or tape salesFollow up on framed presentation
Version 1 This is a guide to assist with planning the event 1408012008
Staying on Track Special Event CountdownDay before Event
Assigned Date Assigned Task Assigned PersonLay out all clothes you will need the day of eventMake sure petty cash checks are readyPRAY PRAY PRAY
Day of Event
Assigned Date Assigned Task Assigned PersonArrive early (with all your clothes bible and comfortable shoes)Unpack equipment supplies and make sure nothing is missingBe sure all program participants are in placeReconfirm schedule for volunteers for assigned task(s)Set-up registration areaCheck soundlight equipment and staging before rehearsalGo over details with catererMake final calls to limousine driver and hotel for time or arrivalsMake sure the check is in hand for special guest(s)Special presentation made to speaker(s)
Version 1 This is a guide to assist with planning the event 1508012008
MINISTRY CANCELLATION
If the event needs to be cancelled the ministry must notify all key people to be sure that all advertisement is pulled Cancellation must take place within 45 days of the event
Date of cancellation_______________________
Department _______________________________________________________
Action needed _____________________________________________________
Contact name _____________________________________________________
Contact phone (h) ____________________ (w) ________________________
(cell) __________________ other ______________________
Reason of cancellation_______________________________________________
Cancellation approved by
Staff Pastor________________________________ Date__________________
Chief Administrator_________________________ Date__________________
This cancellation is being submitted toMediaChurch SecretaryAdministrative StaffEmail rwrightlovethefellowshiporg
All monies allocated for this event should be credited back to ______________ line item (Department name)
Version 1 This is a guide to assist with planning the event 1608012008
Staying On Track Special Events Countdown1-Month Ahead
Assigned Date Assigned Task Assigned PersonContact registrants via phone email andor letter confirming attendancePlace newspaper andor magazine adsConfirm staff for registration hostingReview special guest needsComplete list of contents for special guest(s) welcome packetsGet enlarged site planroom diagram of event locationAssign seatstablesGive estimate of guests expected to catererfood serviceMeet with event coordinator outside vendors consultants to coordinate eventDraft programIf picture to be framed get bid on framing
Version 1 This is a guide to assist with planning the event 1208012008
Staying On Track Special Events Countdown2 Weeks Before
Assigned Date Assigned Task Assigned PersonContinue phone follow-ups for tickettable salesContinue assigning seats head table speakerrsquos platformArrange to meet special guest(s) at airport train or hotelConfirm hotel accommodations and obtain receiptPrepare transportation and accommodations (include flight number airline person assigned to meet flight)Confirm special security needed for special guest(s) eventPrepare welcome packet for special guest(s) armor bearerConfirm schedule deliveries of special equipment rentalsConfirm set-up time with event siteFinalize plans with partyevent decoratorGive caterer revised numbersfinalize guaranteeMeet with chairperson key staff to finalize any of the abovePick-up checksProvide proper material for special music (ie voice overlay and audio)Order gift basket for hotel for delivery or have at churchGift basket to be presented to speaker(s)
Version 1 This is a guide to assist with planning the event 1308012008
Staying on Track Special Event Countdown1 Week Before
Assigned Date Assigned Task Assigned PersonMeet with all committees to ensure last-minute details are coveredFinish phone follow-up registrationConfirm number attending eventFinish seatingtable arrangementHold training session with volunteers finalize assignmentsSecure two or three volunteers to assist with emergenciesFinalize registration staffset-upDistribute seating chart table assignments to hostshostessesSchedule pick-up of any rented or loaned equipmentDouble-check delivery time with all vendorsReconfirm event site hotel rooms transportationDeliver final scripts to all committee chairpersons program participantsFinalize catering guaranteeFinalize refreshmentsmeals for confirmed number of volunteersMake follow-up calls to media and music ministryDistribute additional flierspostersHold final walk-through at siteSchedule rehearsals and volunteer assignments for day of eventEstablish amount of petty cash needed for change and ticket book or tape salesFollow up on framed presentation
Version 1 This is a guide to assist with planning the event 1408012008
Staying on Track Special Event CountdownDay before Event
Assigned Date Assigned Task Assigned PersonLay out all clothes you will need the day of eventMake sure petty cash checks are readyPRAY PRAY PRAY
Day of Event
Assigned Date Assigned Task Assigned PersonArrive early (with all your clothes bible and comfortable shoes)Unpack equipment supplies and make sure nothing is missingBe sure all program participants are in placeReconfirm schedule for volunteers for assigned task(s)Set-up registration areaCheck soundlight equipment and staging before rehearsalGo over details with catererMake final calls to limousine driver and hotel for time or arrivalsMake sure the check is in hand for special guest(s)Special presentation made to speaker(s)
Version 1 This is a guide to assist with planning the event 1508012008
MINISTRY CANCELLATION
If the event needs to be cancelled the ministry must notify all key people to be sure that all advertisement is pulled Cancellation must take place within 45 days of the event
Date of cancellation_______________________
Department _______________________________________________________
Action needed _____________________________________________________
Contact name _____________________________________________________
Contact phone (h) ____________________ (w) ________________________
(cell) __________________ other ______________________
Reason of cancellation_______________________________________________
Cancellation approved by
Staff Pastor________________________________ Date__________________
Chief Administrator_________________________ Date__________________
This cancellation is being submitted toMediaChurch SecretaryAdministrative StaffEmail rwrightlovethefellowshiporg
All monies allocated for this event should be credited back to ______________ line item (Department name)
Version 1 This is a guide to assist with planning the event 1608012008
Staying On Track Special Events Countdown2 Weeks Before
Assigned Date Assigned Task Assigned PersonContinue phone follow-ups for tickettable salesContinue assigning seats head table speakerrsquos platformArrange to meet special guest(s) at airport train or hotelConfirm hotel accommodations and obtain receiptPrepare transportation and accommodations (include flight number airline person assigned to meet flight)Confirm special security needed for special guest(s) eventPrepare welcome packet for special guest(s) armor bearerConfirm schedule deliveries of special equipment rentalsConfirm set-up time with event siteFinalize plans with partyevent decoratorGive caterer revised numbersfinalize guaranteeMeet with chairperson key staff to finalize any of the abovePick-up checksProvide proper material for special music (ie voice overlay and audio)Order gift basket for hotel for delivery or have at churchGift basket to be presented to speaker(s)
Version 1 This is a guide to assist with planning the event 1308012008
Staying on Track Special Event Countdown1 Week Before
Assigned Date Assigned Task Assigned PersonMeet with all committees to ensure last-minute details are coveredFinish phone follow-up registrationConfirm number attending eventFinish seatingtable arrangementHold training session with volunteers finalize assignmentsSecure two or three volunteers to assist with emergenciesFinalize registration staffset-upDistribute seating chart table assignments to hostshostessesSchedule pick-up of any rented or loaned equipmentDouble-check delivery time with all vendorsReconfirm event site hotel rooms transportationDeliver final scripts to all committee chairpersons program participantsFinalize catering guaranteeFinalize refreshmentsmeals for confirmed number of volunteersMake follow-up calls to media and music ministryDistribute additional flierspostersHold final walk-through at siteSchedule rehearsals and volunteer assignments for day of eventEstablish amount of petty cash needed for change and ticket book or tape salesFollow up on framed presentation
Version 1 This is a guide to assist with planning the event 1408012008
Staying on Track Special Event CountdownDay before Event
Assigned Date Assigned Task Assigned PersonLay out all clothes you will need the day of eventMake sure petty cash checks are readyPRAY PRAY PRAY
Day of Event
Assigned Date Assigned Task Assigned PersonArrive early (with all your clothes bible and comfortable shoes)Unpack equipment supplies and make sure nothing is missingBe sure all program participants are in placeReconfirm schedule for volunteers for assigned task(s)Set-up registration areaCheck soundlight equipment and staging before rehearsalGo over details with catererMake final calls to limousine driver and hotel for time or arrivalsMake sure the check is in hand for special guest(s)Special presentation made to speaker(s)
Version 1 This is a guide to assist with planning the event 1508012008
MINISTRY CANCELLATION
If the event needs to be cancelled the ministry must notify all key people to be sure that all advertisement is pulled Cancellation must take place within 45 days of the event
Date of cancellation_______________________
Department _______________________________________________________
Action needed _____________________________________________________
Contact name _____________________________________________________
Contact phone (h) ____________________ (w) ________________________
(cell) __________________ other ______________________
Reason of cancellation_______________________________________________
Cancellation approved by
Staff Pastor________________________________ Date__________________
Chief Administrator_________________________ Date__________________
This cancellation is being submitted toMediaChurch SecretaryAdministrative StaffEmail rwrightlovethefellowshiporg
All monies allocated for this event should be credited back to ______________ line item (Department name)
Version 1 This is a guide to assist with planning the event 1608012008
Staying on Track Special Event Countdown1 Week Before
Assigned Date Assigned Task Assigned PersonMeet with all committees to ensure last-minute details are coveredFinish phone follow-up registrationConfirm number attending eventFinish seatingtable arrangementHold training session with volunteers finalize assignmentsSecure two or three volunteers to assist with emergenciesFinalize registration staffset-upDistribute seating chart table assignments to hostshostessesSchedule pick-up of any rented or loaned equipmentDouble-check delivery time with all vendorsReconfirm event site hotel rooms transportationDeliver final scripts to all committee chairpersons program participantsFinalize catering guaranteeFinalize refreshmentsmeals for confirmed number of volunteersMake follow-up calls to media and music ministryDistribute additional flierspostersHold final walk-through at siteSchedule rehearsals and volunteer assignments for day of eventEstablish amount of petty cash needed for change and ticket book or tape salesFollow up on framed presentation
Version 1 This is a guide to assist with planning the event 1408012008
Staying on Track Special Event CountdownDay before Event
Assigned Date Assigned Task Assigned PersonLay out all clothes you will need the day of eventMake sure petty cash checks are readyPRAY PRAY PRAY
Day of Event
Assigned Date Assigned Task Assigned PersonArrive early (with all your clothes bible and comfortable shoes)Unpack equipment supplies and make sure nothing is missingBe sure all program participants are in placeReconfirm schedule for volunteers for assigned task(s)Set-up registration areaCheck soundlight equipment and staging before rehearsalGo over details with catererMake final calls to limousine driver and hotel for time or arrivalsMake sure the check is in hand for special guest(s)Special presentation made to speaker(s)
Version 1 This is a guide to assist with planning the event 1508012008
MINISTRY CANCELLATION
If the event needs to be cancelled the ministry must notify all key people to be sure that all advertisement is pulled Cancellation must take place within 45 days of the event
Date of cancellation_______________________
Department _______________________________________________________
Action needed _____________________________________________________
Contact name _____________________________________________________
Contact phone (h) ____________________ (w) ________________________
(cell) __________________ other ______________________
Reason of cancellation_______________________________________________
Cancellation approved by
Staff Pastor________________________________ Date__________________
Chief Administrator_________________________ Date__________________
This cancellation is being submitted toMediaChurch SecretaryAdministrative StaffEmail rwrightlovethefellowshiporg
All monies allocated for this event should be credited back to ______________ line item (Department name)
Version 1 This is a guide to assist with planning the event 1608012008
Staying on Track Special Event CountdownDay before Event
Assigned Date Assigned Task Assigned PersonLay out all clothes you will need the day of eventMake sure petty cash checks are readyPRAY PRAY PRAY
Day of Event
Assigned Date Assigned Task Assigned PersonArrive early (with all your clothes bible and comfortable shoes)Unpack equipment supplies and make sure nothing is missingBe sure all program participants are in placeReconfirm schedule for volunteers for assigned task(s)Set-up registration areaCheck soundlight equipment and staging before rehearsalGo over details with catererMake final calls to limousine driver and hotel for time or arrivalsMake sure the check is in hand for special guest(s)Special presentation made to speaker(s)
Version 1 This is a guide to assist with planning the event 1508012008
MINISTRY CANCELLATION
If the event needs to be cancelled the ministry must notify all key people to be sure that all advertisement is pulled Cancellation must take place within 45 days of the event
Date of cancellation_______________________
Department _______________________________________________________
Action needed _____________________________________________________
Contact name _____________________________________________________
Contact phone (h) ____________________ (w) ________________________
(cell) __________________ other ______________________
Reason of cancellation_______________________________________________
Cancellation approved by
Staff Pastor________________________________ Date__________________
Chief Administrator_________________________ Date__________________
This cancellation is being submitted toMediaChurch SecretaryAdministrative StaffEmail rwrightlovethefellowshiporg
All monies allocated for this event should be credited back to ______________ line item (Department name)
Version 1 This is a guide to assist with planning the event 1608012008
MINISTRY CANCELLATION
If the event needs to be cancelled the ministry must notify all key people to be sure that all advertisement is pulled Cancellation must take place within 45 days of the event
Date of cancellation_______________________
Department _______________________________________________________
Action needed _____________________________________________________
Contact name _____________________________________________________
Contact phone (h) ____________________ (w) ________________________
(cell) __________________ other ______________________
Reason of cancellation_______________________________________________
Cancellation approved by
Staff Pastor________________________________ Date__________________
Chief Administrator_________________________ Date__________________
This cancellation is being submitted toMediaChurch SecretaryAdministrative StaffEmail rwrightlovethefellowshiporg
All monies allocated for this event should be credited back to ______________ line item (Department name)
Version 1 This is a guide to assist with planning the event 1608012008
