St. Charles-CAFE: Event Planning Check List

Communities for Adult Formation & Enrichment

Event Planning Check List

Consider the following points when planning your event.

Have you consulted your Ministry or Neighborhood Parish Council Representative? How about your Pastoral Team staff member?
Did you check the Parish 12-Month Calendar (in the Parish Office or on the parish web site) to find the best day for your event? Avoid scheduling conflicts or even find a complementary theme to use, such as the weekly tithe.
Have you filled out the Calendar Form (in the Parish Office or on the parish web site)? It's due by the 20th of the month before your event. This form lets you request a room, get on the monthly calendar in the bulletin, ask for a pulpit announcement, and solicit other parish support.
Was your event and/or room request approved? (from step 3) If your room is already booked, pick a new date or room location; go back to step 3.
Have you planned for bulletin announcements? Remember, you must submit them to the Parish Office on the Friday 9 days prior to the Sunday you want the announcement to run. You'll also want your announcement to run at least the week of the event and the week before. That means you need to be ready 3 weeks before your event! Submit a separate bulletin form for each announcement. (Parish Office or on the parish web site)
Have you considered other ways to promote your event? Use CAFE's guidelines or your own!
Do you need assistance the day of the event? Arrange for your volunteers to help set up and clean up. Consider having a volunteer take picture and/or notes for post-event publicity.
Are you prepared to wrap up the event? If your event is after hours, did you make arrangements to (pick up and) return the room key and to lock up? Is someone assigned to write a thank you note to your speakers or participants? Will someone write a follow up article for the bulletin, newsletter(s) or parish web site?