CHRIST FELLOWSHIP CHURCH
EVENT CHECKLIST
Name of Event
Date of Event
Ministry Leader
Name of Event Chairman
__________________________________________________
__________________________________________________
__________________________________________________
__________________________________________________
Assignment of Event Chairman
Responsible Person
___ Pre Brief
___ Action Plan
___ Coordination Requirements
Administrative/Staff Support
___Calendar Placement
___ Building Request
___Vehicle Request
___Equipment Request
Admin. Announcement
__Sunday Bulletin
__Phone Tree
__Mail
__Website
Other Administrative Support
___Setup Crew
___Take Down Crew
___Media Coordination
___Greeter Coordination
___Usher Coordination
___Kitchen Crew
___Food Requirement
___Access to Kitchen
Supplies
___Tables/Table Clothes
___Chairs
___Utensils
___Miscellaneous
___Vehicle Crew
_____________________________
_____________________________
___Other Ministries Coordination
_______________________________
___Outside of Church Coordination
___Leadership Briefing 30 days prior to event
Date
Completed copy of event to Church Administrator
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I.
Event Checklist
A. Authorization of event by Senior Pastor & elders
Ministry must obtain pre authorization from Senior Pastor, Assistant Pastor and/or elders
before beginning to plan all Church events. The Church Staff should be notified to
assist in this process.
B. Assignment of Event Chairman
All special events must have an Event Chairman assigned prior to the 3 months (90 days)
scheduled Pre-brief to Senior Pastor, Assistant Pastor and elders. The Ministry must fill
out a copy of the below listed Event Chairman Inf. Sheet, and provide it to the church
Secretary. Once the Church Secretary receives the Inf. Sheet she/he will schedule the
Pre-Briefing.
1) Event chairman Inf. Sheet
(I) Event Name
(II) Event Chairman’s name
(III)Address
(IV)
Daytime phone
(V) Evening phone
(VI)
Avail. Time during week
(VII) Ministry position
(VIII) Committee members
(IX)
Other information
C) Pre-brief
The pre-brief is meant to be used by the Ministry and the Event Coordinator to give
Senior Pastor and Elders a summation of an upcoming event. This briefing should be no
longer than 15 min in length, but it should cover the below listed items. It is important
that the Event leader be the lead presenter for the briefing.
1) Schedule at least 3 months (90 days) prior to event
The Ministry must schedule the pre-Brief at least 3 months (90 days) prior to the event.
This is a basic requirement that must be adhered to by all Ministries
2) Presented to Senior Pastor & Elders
Briefing are Scheduled for, the 3rd Tuesday of the month, three months (90 days) prior to
the event.
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3) Presented by Event Chairman
It is essential that the Event chairman is the lead briefer to all briefings given about an
event. It is less effective if different people give different briefing. The Event chairman
will be held responsible for all activities and planning connected to the event. It is the
Event Chairman that all questions will be directed to and all information will be required
from.
4) Scheduled through Church Secretary
The Ministry Leader is responsible to provide the Church Secretary with the “Event
Chairman Inf. Sheet” and schedule the pre-brief.
D) Action Plan
The objective of the action plan is to really plan out all activities three to Six months
prior to committing assets to them. It is our objective to involve all ministries in the
planning of the event early in the process. We expect that the planning of the activity
this far in advance and coordination with the different ministries early in the process,
will allow the body of Christ to receive the utmost benefits from the event.
Making your Action Plan complete and through early in your preparation will help
insure a very successful finished product. A product that God can and will use to His
glory.
1) Theme
2) Vision
Every event must have a vision statement. This statement should tie in with the
Vision Statement of the church. The Event Chairman should work with the
Ministry Leader and the Elder in charge of that ministry area. If it does not tie in
with the vision of the church, the question will be asked whether we as a body
should be involved with that event.
3) Goals
There should be concrete and measurable goals that you use to monitor your
working towards the vision. Example are: amount of people you expect to
participate and/or attend, amount of people in the surrounding area you expect to
be touched, amount of unsaved you expect to accept Jesus Christ as Lord, amount
of churches in the area you expect to be involved, amount of finances you expect
the event to produce, and is the event expected to raise money for another event
so the finances must be kept separated, etc.
4) Time Line
We suggest that you set date milestones on your time line of things to do. This
makes a huge task seem very small. It also allows you to get all of your
coordination done as early as possible. Your already have three very important
dates and times, that if they are not met, you will not have the event.
(I) Six (6) mo. Pre-brief
Information to Elder in charge of your area
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Prior to 90 days provide the “Event chairman info sheet” to Church
Secretary
(II) Three (3) mo. Pre-brief
Briefing to Senior Pastor and Elders
(III)Thirty (30) Day Pre Leadership Brief
Coordination and Briefing to Leadership on 1st Tuesday of the month.
5) Budget
All events must have prior Budgeting allotted and approved by Senior Pastor and
Elders. Do not assume because the money was allotted in the annual budget
meeting that it is available for your event. The annual budget is a plan. That
plan is based on what the leadership predicts (ed) our financial health would be in
the upcoming year. This plan is monitored throughout the year. It is possible
that some money allotted in the plan will not be available when it is time for your
event, or that the church does not have the resources to provide the entire planned
amount for your event.
6) Chairperson & members
Event Chairperson will be appointed prior to the 3 month briefing. Members of
the Event team/committee should be identified as early as possible. The
membership list should be provided to the Church Secretary as early as possible.
This list should be updated with any changes. Included in the list should be an
alternate POC if the chairperson is not available.
E) Coordination Requirements
1) Administrative/Staff support
The following support items should be coordinated with the Church Secretary
prior to the 3 mo. Briefing. Some items will not be answered in the first
discussion/meeting, but most items can and will be scheduled prior to the 3 mo.
briefing
(I) Calendar Placement
(II) Building request
(III)Vehicle request
(IV)
Equipment Request
(V) Admin. Announcement
(a) Sunday Bulletin
(b) Phone Tree
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(c) Mail
(d) Other Administrative in-committee/ ministry support
The Event chairman must schedule the following administrative
support. The Church staff cannot provide these areas. These items
must be provided through the coordination of the Event chairman and
or the Event committee. (Coordination with the Chairman of Deacon
Board should be done)
(i) Setup crew
(ii) Take down Crew
(iii) Kitchen Crew
1. Food requirements
2. Access to Kitchen
3. Supplier
a. Tables/table cloths
b. Chairs
c.
Utensils
d. Etc.
(iv) Vehicle Crew
2) Other Ministries Coordination
Coordination with the different Ministry leaders is essential to the smooth
operation of your scheduled event. Use your checklist to annotate the people who
have been assigned to be responsible for these areas in your event. Please don’t
attempt to reinvent the wheel. If you need a greeter, contact the person in charge
of the greeters for the church. Ask them to provide their support from the list of
greeters.
Coordination should be done as far in advance as possible. It must be completed
before the 30 day pre-Leadership brief.
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(I) Greeter
(II) Ushers
(III)Hospitality Committee
(IV)
Media
(a) Graphic
(b) Video
(c) Audio
(d) Setup
(e) Practice dates
(V) Music
(a) Musician
(b) Praise Team
(c) Other singers
(d) Other
3) Outside of Church Coordination
4) Leadership Briefing
(I) 30 days prior to event
(II) Copy of Event Checklist to Church Administrator
F) Event
G) A.A.R
After Action Review (A.A.R.) must be completed two weeks after every special event
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