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
Item
Cost
Item
Cost
Speakers
Design / printing
Travel
Decorations
Lodging
Office Supplies
Food
Advertising
Equipment Rental
Entertainment
Other
Other
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)
Event
____________________
Event Planner
____________________
Event Date
____________________
Signature
____________________
Event Time
____________________
Today's Date
____________________
Check the items completed and turn in to the church office along with the event planning worksheet.