Calvary Pico Rivera - Event Planning Worksheet

Event Planning Worksheet

Event Specifics:

Ministry:

Coordinator for event:

Type of event:

Who is the event for:

Date:

Time:

Theme:

Scripture:

Location:

On Site:

What room(s) will be used:

Any Set-up needed:

Who will open/close

Who is doing clean up:

Off-Site:

Facility name:

Address:

Contact name:

Number:

Email

Food:

Will there be food?

Yes

No

Coffee only? Check here

Who will set up and put away:

Will food be made at the church? If yes, who will purchase and who will cook it?

Will there be servers, if yes, who?

Who will open early for food prep?

Who is doing clean up?

If catered, what is the name of the restaurant?

Address

Apartment, suite, etc.

City

State

Zip/Postal Code

Phone Number

Contact:

Anticipated Cost

Amount approved

By:

Who is overseeing food?

Teaching:

Will there be Teaching?

Yes

No

Will it be a Calvary Chapel Pastor/ Leader if yes, who:

If not, have they been approved?

Yes

No

Who approved:

What will they be teaching on?

What time to what time?

Honorarium needed?

What is the approved $

Who approved?

Who will give card?

Event Planning Worksheet Page 2

Sound/ Audio/ Visual (SAV)

Will you need SAV?

Yes

No

What will you need?

Connect with Pastor Danny to set this up.*

Who will do SAV:

Do they have the dates and times?

Yes

No

What time is mic check:

If song lyrics are needed please send to: calvaryprsound@outlook.com and calvarypr@gmail.com

Cost and Finances

Will there be a cost to attend this event?

Yes

No

If yes, how much?

What is the anticipated cost of the whole event?

Breakdown of the budget:

Promoting

Slide announcement needed?

Yes

No

If yes:

- Must be saved as JPEG
-Must be landscape
-Sent to: calvarypr@gmail.com
Contact Pastor Danny for help with this if needed

Sign-up sheet needed?

Yes

No

If yes please give it to event overseer to give to office leader. Please make sure you have all event details (ex. date, time, location, cost, book needed with a picture)

When will signups begin?

When will they end?

If there is a cost please contact Pastor Eric ahead of time to set up any payments.

Will this event need to be on our website?

Yes

No

Any other ways of promoting this event?

Decor

Will there be decor needed?

Yes

No

If yes, what is needed?

What is your approved budget?

Who approved?

Do you want to check and see what the church has? If yes, check with Pastor Danny or Pastor Eric, so they could schedule a time to open up the storage room for you.

Who will lead decor?

Communication

Meeting with servants:

Meeting with leads:

Talk with Office lead:

Announcement:

Slide

Bulletin

Website

Event Planning Worksheet Page 3

Event Schedule:

Time

Activity

Changes/ Ideas:

Planning Guide:

6-4 weeks before your event:
- PRAY
-Announcements/ Promoting
-Meeting with the Leads/ Servants
-Request teacher and or worship
-Food

Other

Week before your event:
-PRAY
-Check in with leads and make sure your on the same page.
-Enough supplies?
Reminder to Teacher/ Worship
-Thank you cards w/check or gift card
-Get reimbursement form ready

Other

Day before your event:
-Pray
-Morning text out to your Leads with encouragement
-Last check for supplies
-Send out schedule to Leads

Other

Time to start your event!

Event Planning Worksheet

Event Planning Worksheet Page 2

Event Planning Worksheet Page 3