Host Site Toolbox
Event Planning Timeline
12 Weeks Before Event
• Recruit Volunteer Team Leaders to take responsibility for various tasks• Publicity
• Ticket Sales
• Publicity
• Ticket Sales
• Lunch/Refreshments
• Resource Sales
• Technical
• Room Set-up/Clean-up
• Child Care (optional)
11 Weeks Before Event
• Meet with Volunteer Team leaders to brainstorm, strategize, assign tasks• Develop detailed promotional plan
• Begin promotion in church and community
• Decide how you want to handle registration, tickets
8-10 Weeks Before Event
• Have Team Leaders recruit volunteers for their areas• Plan food service
• Plan resource sales area, procedures
• Contact local pastors and local marriage & family counselors to get them involved
• Continue promotion
6 Weeks Before Event
• Meet with Task Force to update, evaluate, tweak• Continue promotion
2-3 Weeks Before Event
• Make sure satellite equipment is in place and functioning; perform equipment test(see instructions below in Satellite Information section)
• Confirm plans for room set-up/clean-up, food service, child care, resource sales
• Continue promotion
1 Week Before Event
• Perform equipment tests
Day Before Event
• Set up the auditorium• Set up areas for registration, food service, resource sales
• Put up signs directing attendees to restrooms, child care, etc.
Day of Event
• Make sure you have quality picture and audio via satellite reception before or during the 30-minute countdown period preceding the program• Make sure everything is in place and ready to go
15 Minutes Before Event
• Make announcement about refreshments, breaks, restroom locations, resource tables
During Lunch Break
• Introduce pastor and key ministry leaders
After Event
• Pack up unsold resources• Clean up
• Thank your volunteers
• Pat yourself on the back, put your feet up, and rest!