EVENT PLANNING CHECKLIST
Use this basic checklist to assist your group in planning a successful event. Submit to EMM 30 days prior to event to provide updated
status on planning process. Failure to complete applicable sections and submit form may result in event postponement or cancellation
by EMM. Our goal is to operate in excellence which requires proper planning and preparation.
Pre-Planning
Date Completed
1) Determine how event will contribute to church vision and mission
2) Select guests/speakers and determine activities for event
3) Perform cost analysis by obtaining quotes from vendors for all services and/or equipment as well as fees (speakers, permits)
and other expenditures (guests hotel, transportation, etc.); complete budget proposal
4) Objectively consider total impact (benefit vs. cost) of event
Event Authorization
Conference (9-12 mos)
Service/ Seminar/ Workshop/ Training (6 mos)
Fellowship (3 mos)
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Complete Event Request Form, Financial Request Form, and supporting documents; submit to Director
Follow up with Director to check status of submission to Administrative Office
Confirm dates and budget for event (received notification from EMM or Finance Dept)
Initial Planning
Conference (9-12 mos)
Service/ Seminar/ Workshop/ Training (6 mos)
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Fellowship (3 mos)
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Confirm venue (off-site)
Draft guest invitation; submit to Director for review; Director submit to Administrative Office for approval
Confirm approval of invitation (all correspondence must be approved by Director and EMM prior to sending)
Invite guest speakers
Select vendors
Contact other ministries to discuss support needed
Phase II: Planning
Conference (9 mos)
Service/ Seminar/ Workshop/ Training (4 mos)
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Fellowship (3 mos)
Confirm guests
Prepare and delegate assignments; keep list of names and contact information
Complete program outline; submit to Director for review; Director submit to Administrative Office for approval
Follow-up
Conference (6 mos)
Service/ Seminar/ Workshop/ Training (3 mos)
Conference (3 mos)
Service/ Seminar/ Workshop/ Training (2 mos)
Conference (45 days)
Service/ Seminar/ Workshop/ Training (30 days)
Send final letter to speaker/guests reiterating itinerary; include hospitality survey
Make final payments to vendors for services, equipment
Purchase supplies, materials, etc.
Follow up Ministry Leaders regarding responsibilities
Recruit and organize volunteers for set-up, clean-up, serving, etc.
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Fellowship (2 mos)
Begin announcements and registration; follow-up with Media, Publications, Global Communications
Distribute advertisements (after service, send out to churches and organizations, request radio or other external
advertising options)
Assign other responsibilities as needed, i.e. Event Host, Speaker/Guest Adjutant, etc.
Recruit and organize volunteers for set-up, clean-up, serving, etc.
Phase II:
Implementation
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Fellowship (2 mos)
Contact Finance Dept. to make arrangements for fund disbursement to pay for initial expenses (speakers, vendors)
Finalize program design and layout; follow up with Publications
Send follow-up letter to guests/speakers with itinerary and ; make payments for fees and travel arrangements (if
applicable)
Food & Beverages; finalize menu (if applicable)
Implementation
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Fellowship (30 days)
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Event Planning Checklist
Preparation
Page 2
Conference (30 days)
Service/ Seminar/ Workshop/ Training (30 days)
Follow-up with vendors on delivery of equipment, services, etc.
Coordinate printing and production of programs, handouts, signage, etc.
Reconfirm all program participants
Schedule walkthrough to confirm set-up requirements (off-site – contact venue)
Submit Event Planning Checklist to Administrative Office for review by EMM
(Conference/Service/Seminar/Workshop/Training only)
Pre-Event
Conference (7 days)
Service/Seminar/Workshop/ Training (7 days)
Complete walkthrough to confirm set-up requirements
Confirm completion of event materials
Conduct pre-event meeting with all participants and ministries involved in event
Confirm transportation assignments for speaker/guests
Event Day
Conference
Service/Seminar/Workshop/ Training
Fellowship (15 days)
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Fellowship (7 days)
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Fellowship
Arrive early for event set-up
Check to room(s) to verify arranged correctly, equipment delivered and set-up, etc.
Post signs as necessary
Greet Guests; escort to guest room
Pre-Event briefing & Prayer (30 min. prior to start time)
Clean-up, breakdown
Post-Event
Conference
Submit final financial reports to Finance Dept
Special thank-you notes written
Evaluate event with Ministry/Volunteers
NOTES/ COMMENTS:
Service/Seminar/Workshop/ Training
Fellowship