EVENT PLANNING CHECKLIST - Members.mtpleasantch

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EVENT PLANNING CHECKLISTName of Event:Event/ActivityDate:8 Weeks: Marketing Planning Event Goals: Goal of Event: i.e. Evangelism Fundraiser Ministry Develop an Event Survey for feedback. Create questions to measure success of the event. Identify Target Audience Ministry Network Strategies: Mt. Pleasant Ministries Music Hospitality Security Media Youth Deacon/Deaconess Ministerial StaffList all ministries that could assist.Kingdom Partnerso What Churches and other non profits share the same mission?o Are there businesses within the church or community that could benefit from thisactivity? Presentations/Presenters: (Create/Select) Guest Speakers Presentation Production Guest Choirs/Talent

Goal for Number of Attendees: attendees Reserve venue for the event date and time.7 Weeks Build Invitation Lists: Members Former Members Civic Groups Church Schools Door to Door Etc. Budget: REFERENCE: Event Budget Planning Template Facility Audio Visual Food Supplies Promotional Items Flyers, Printing, Ink Paper Giveaways6 Weeks Submit Online Campaign Builder (mtpleasantch.org/campaign builder)*** Logo Design Bulletin Stuffers Invitation Design Letters ( Reference: Sample Letters) Handouts Flyer Email Social Media***PRINTING NOTICE: ALL PRINTING COSTS COVERED BY MOUNT PLEASANT CHURCH. MINISTRIESMUST SUBMIT REQUESTS AND RECEIVE APPROVAL BEFORE PRINTING IS PROCESSED IN ORDER FORREIMBURSEMENT OR PAYMENT.5 Weeks: Promo Confirm and discuss roles and responsibilities with guest speakers and team members.

If you are inviting a guest speaker, remind him or her that you will need an advance copy of his orher presentation for your compliance department.PROMO If applicable, Submit press release to your local newspapers, or radio stations. Target yourmessage to attract the right audience. Ask networks and contacts to spread the word. Call contacts before mailing out invitations/flyers to build interested A personalized invitation and phone call can have more impact and help you maintain morecontrol over who comes to your event.4 Weeks Submit Online Special Event Media Request Form( mtpleasantch.org/special media event request ) Mail out invitations Follow up printed invitations with an email blast to target audience Practice Production/Run of Show (When preparing, weave in content that will encouragesalvation) Check Inventory & Order Materials, Supplies, Ink, Special Paper, Name Tags3 Weeks Submit Online Security Request Form ( mtpleasantch.org/security request form ) Make follow up calls to groups and try to get an approximate headcount of attendees throughonline tickets or registrations. Assemble packets, bags, etc. Include an Event Survey2 Weeks Send out a confirmation e mail to everyone to everyone who has responded affirmativelyMake calls to those who have yet to respond, encouraging attendance.Confirm final arrangements with venue, including food, audio visual and seating arrangements.Line up help for the day of the seminar to register attendees1 Week Continue practicing delivery of presentationConduct a dry run with guest speakers if possible or necessaryConfirm RSVP’sFinalize food and logisticsConduct facility walk through: attendee’s access to parking, restrooms, tables, etc.REFERENCE : Family Life Center Sample Layouts

1 2 Days Before Event Create Name Tags for all attendees (if necessary)Finalize arrangementsSend out final remindersMake sure we have enough copies of materials & handoutsPrint Sign In SheetConduct a dry run with guest speakersEvent Day Arrive at Venue hour early to survey facilityAfter Event Review Event Survey evaluations Review Budget Gather & File Receipts Debrief event results “What went well?” evaluations Next stepsEvent Close Archive event files and documentsIMPORTANT EMAILS AND CONTACTSINFO@MTPLEASANTCH.ORGDESCRIPTION: Church administration email used for communications and receipt of publicinformation. This general email can process requests forms and other information needs regardingchurch activities and membership.MEDIA@MTPLEASANTCH.ORGDESCRIPTION: Media Department, Social Media, and Special Requests email used for processingaudio/visual/graphical requests made by ministries at Mt. Pleasant. This specific email can help toupdate and develop materials for activities, website, social media, and more.Min. Jonathan Barlow barlow@bankscompany.usMin. Erica Hall evangelistehall@gmail.comSis. Shatia Ford frmt2u@yahoo.com

Sis. Renaye Ambrose Squires renayeas@ameritech.netBro. Theodore Benson tvbj1968@gmail.comSis. Denae Shelton Denae.shelton@gmail.comSis. Ethel Morgan elm8955@att.netSis. Maya Jetter mayajetter@gmail.com

EVENT PLANNING CHECKLIST Name of Event: _ Event/Activity Date:_ 8 Weeks: Marketing Planning Event Goals: Goal of Event: i.e. Evangelism Fundraiser Ministry Develop an Event Survey for feedback. Create qu

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