Event Planning Checklist

A timeline-based planning checklist for Mayflower Church events. Each phase ends with a turn-in to the church office along with the event planning worksheet.

6 to 12 Months Prior to the Event

• Hold a planning meeting with all essential team members — interactive brainstorming session of ideas and concepts.
• Complete the Event Planning Worksheet.
• Decide on a preliminary budget (food, drink, advertising, decorations).
• Schedule firm monthly team-leader meetings and provide detailed assignment due dates.
• Develop a follow-up plan for contacting visitor participants after the event.
• Contact outside organizations as needed (town, school, police, fire, etc.).
• Confirm speakers and guest entertainers.
• Get quotes and procedures from media outlets (newspaper, radio, TV).
• Get quotes if using an outside printer for advertising or other materials.

Preliminary Budget Worksheet

4 to 5 Months Prior to the Event

• Finalize the detailed budget.
• Begin a volunteer list and recruitment.
• Determine audiovisual requirements and volunteers.
• Determine building, parking, and other logistical needs.
• Develop the menu / refreshments.
• Order supplies (foam plates, paper cups, etc.).
• Prepare layouts for advertising and order or print materials.
• Order ministry materials and promotional items, including volunteer shirts, patches, badges, uniforms, and accessories.
• Complete lists for mailing, emailing, and Facebook invitations and postcards.
• Complete the follow-up plan and enlist volunteers for it.
• Begin volunteer training.

Remember: Ownership by your volunteers is dependent on preparation, training, and promotion. This conveys your vision to them in a tangible way.

2 to 3 Months Prior to the Event

• Give volunteers their specific assignments (some events assign these 4–12 months in advance).
• Follow up and hold team members accountable.
• Continue team-member training.
• Final revision of schedule, procedures, and needs.
• Complete the promotion plan.
• Hold a walkthrough of the event with all team leaders.
• Review the follow-up plan.

1 Month Prior to the Event

• All promotional materials completed and received.
• All advertising sent to respective organizations (newspaper, TV, radio).
• Confirm that the recipient at each advertising organization received the advertisement.
• Order all food.
• Finalize food purchases with a pickup person, time, and date.
• Schedule all personnel and define job descriptions, including building and clean-up personnel.
• Hold final volunteer training.
• Confirm assignments and continue training.
• Final revision of event schedule, procedures, and needs.
• Finalize parking, clean-up, and security details.
• Confirm setup and tear-down times with responsible team members.
• Confirm return of borrowed or rented items, and items being returned for credit, with a responsible team member (not the pastor).
• Begin promotions within church and community.

2 Weeks Prior to Event

• Send out emails confirming with all volunteers the time, date, and place of the event.
• Meet with team to finalize plans and convey finalization to volunteers.
• Continue promotions with extreme emphasis.
• Double-check everything.
• Finalize team-member training and assignments.
• Finalize all team-member supply needs.
• Finalize all seating and table arrangements.
• Confirm the number of team members and assignments to ensure adequate coverage.
• Verify food purchases and pickup with the responsible person.

1 Week Prior to Event

• Meet with all team members for last-minute details.
• Final rehearsal or walkthrough of event.
• Verify final tear-down and clean-up plans with responsible team members.
• Verify the return of borrowed or rented items, and items being returned for credit, with a responsible team member (not the pastor).
• Team leaders recheck every area and try to anticipate and plan for any unforeseen changes, plans, or issues.
• Final review of all team-member tasks.
• Review follow-up plan with team members.
• Send out an email to all volunteers with a reminder, encouragement, and any change of plans.
• Confirm with team members when they should arrive.

Day Prior to Event

• Recheck all equipment and supplies for the event.
• Recheck logistical issues for traffic flow, arrival and dismissal procedures, kitchen needs, and security needs.
• Confirm setup of all rooms and tables.

Day of Event

• All team members arrive at least one hour early.
• Check audio / visual equipment at least one hour prior.
• Final check of all areas being used for the event, including bathrooms.
• Greet team members and cover any final details.

One Day After Event

• All rooms cleaned.
• All bathrooms cleaned.
• All floors mopped or vacuumed.
• All items returned or scheduled for return.
• All decorations and props torn down and stored.
• Team-member event review scheduled.

Sign-Off (each phase)

Check the items completed and turn in to the church office along with the event planning worksheet.