Ministry Event Planning Checklist Template Page 2
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3FBBC Ministry Event planning detailed checklist items
Person
Date to be
Early event planning
responsible
Action
completed
1.Budget (must be submitted 2 weeks prior to event)
Vendors cost
Has Checks request been submitted /approved
2. Protocol
Any invites to consider outside of FBBC
3. Invitations
Mailing list generated/updated
Invitation composed /checked
Printer
RSVPs (responsible person briefed)
Invitation list compiled
Names on list and titles/addresses checked for accuracy
Invitations sent
4. Catering
Cost per head or upfront
Culinary Team confirmed availability
Beverages – orange juice, mineral water, tea and coffee
Food
Hot or cold
Self service or waiting staff
Internal or external catering
Power required
Equipment required
Tables, tablecloths, cups and saucers
Plates, napkins, knives and forks
(disposable/non-disposable)
Can the theme of the event be followed through in catering?
Special dietary requirements of guests
Menu
5. Advertising
Press, radio TV, newsletter
Other
Media release
6. Program/running sheet/speeches
Program finalised
Running sheet written
Program/running sheet sent to speakers
Speakers fully briefed
Let caterers know program - when to serve drinks/food
7. Value added for guests
Copy of publication, CD-ROM
Gifts
Programs
Catalogues
Special offers/discounts
Competitions
Prizes
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Parent category: Life