STEP 1: Establish a vision and get approval (8+ weeks before event date)
Use the Event Vision Planning Guide to help you establish your vision and goals, then discuss the vision, purpose, and how you will measure success with Pastor Karl to finalize the event plan. This needs to be done before an event can be added to the church calendar or communicated beyond the ministry leaders. Here’s an example.
STEP 2: Confirm the date (8+ weeks before event date)
Once you’ve received approval from your overseeing pastor, contact the Office Manager to confirm the date against the church calendar and the facility availability, and the event will then be scheduled. Even if the event date is penciled in on the calendar at the ministry leader planning meeting, you still want to finalize and confirm with the office.
STEP 3: Work out the details (event confirmation through event date)
Once your event is approved and on the church calendar, utilize the Event Planning Worksheet to plan the details of your event. This helpful worksheet will assist you in thinking through the logistics of your event. Here’s an example. Ministry leaders are responsible for contacting the deacons/directors whose assistance is needed for that event (tech, gym, nursery, etc.). See the event planning worksheet for details and contact information.
Do you have a role to fill in your ministry? Click here to fill out the Ministry Mobilization Form.
Do you have tech needs for your event? Click here to fill out the Tech Request Form.
Once you identify key event details (time, location, registration details, etc.), be sure to complete step 4.
STEP 4: Communication (6+ weeks)
Submit the Communications Request Form at least 6 weeks prior to your event; the Director of Communications will help develop the communication strategy based on the vision and purpose of the event. They will follow up with you as needed. You should also plan to communicate about your event using your ministry’s communication tools (e.g. Facebook group or page, Church Center groups, text messages, announcements at regular meetings, etc.) to reach your target audience.
STEP 5: Event Lookback (2-3 weeks after the event)
After your event, meet with Pastor Karl to review and reflect on:
- Did this event accomplish the intended vision and purpose?
- Would we want to have this event again?
- Was the communication for the event clear and effective?
- Is there anything that the staff can do better to support you in the future?
