Event Planning System | ThePointChurch

The Event Planning System

The Event Planning System is the parameters we'll work in to plan all The Point related events. From major events like Serve Day and Easter to smaller events like a Guest Services get together, every team will use this system to plan and stay on track. Here's a detailed write up about how the system works and how each team member will work with the Event Planning System (EPS).

The EPS will be mandatory for all Point staffers and Dream Team to follow for all small and large events. If you do not follow the EPS, you will not receive funding or any official creative designs. Working inside the system helps everyone on staff! After all, anything worth doing is worth doing right, right?

When planning your event you will work alongside an Event Planning Project Manager. The Event Planning Project Manager is not responsible for planning every detail, but responsible for asking the right questions and keeping your planning team on track. The Event Planning System consists of 3 meetings over the span of time leading up to the event: Brainstorm, Details, and Event Prep.

The first step for any event is someone saying, "Hey, we should do a _______ for ________."

That's when the process starts!

The very first thing you do if you have the spark of an idea for an event is filling out the Event Request Form. Once your Event Request Form is received, you'll hear back quickly if your event is approved or not. If your event is approved, you'll start the EPS with your Project Manager.

Your Event Planning Project Manager will reach out to you to set up a meeting for you and your planning team.

Step 1: Brainstorm

1 Year - 6 months out

During the Brainstorming meeting, you'll be asked these major questions:

What do you want to do?

Answers should include basic big ideas for the event. We aren't looking for specifics at this point, but just a general idea on what the event will be like and the activities you want to do.

Why do you want to do it?

Answers should include a big reason why you want to put on your event. This is a very important step! We don't want to do anything "just because."

Who is it for?

All events need a target audience so we know how to plan, prep, and promote.
- Audiences examples include: kids, parents, families, ministry specific volunteers, all volunteers, men, women, teenagers, outsiders (non-Point people), etc.

When do you want to do it?

Answers don't have to include a specific date, but will need a general timeframe like Fall, Winter, Spring, or Summer

What's Next?
At this point the Event Planning Project Manager will assign specific tasks for you and your planning team to be working on during the following weeks before the next meeting.

Schedule a follow up meeting 5 to 3 months out of the event.
Think through more ideas of what you want to do and try to nail down activities (food, games, activities, etc) before the next meeting.
Refine the "Why" and the audience. Nailing down the "why" helps the creative team to plan and write promotional materials.
Get your real budget numbers from the Admin Team before the next meeting.
Look at the calendar and set possible dates for the event. Make sure ensure you pick dates that work with the majority of people. Have 2-3 possible date ideas ready by the follow up meeting.
Think through location ideas by the time of the follow up meeting.
Start looking for inspiration pictures on Pinterest or Google of things you like and be ready to present those inspiration pictures at the follow up meeting.
- Design Ideas (for graphics)
- Decorations
- Game Ideas
- The overall look and feel of the event
The Event Planning Project Manager will send you a follow up email going over everything discussed remind you of your "what's next" tasks.

Step 2: Details

5 - 3 months out

During the Details meeting, you'll be asked these major questions:

What are you calling your event?

Don't leave this meeting without having a set name for the event.

What's the event time, location, and date?

By this point, there should be 2 or 3 possible date ideas for the event. Use this time to decide the definite event date, time, and location.

What are we doing during the event and why are we doing it?

Include specific event details, come up with an event flow, and condense the why into to 2 or 3 sentences.

What do you need?

This is the most important part of Step 2. At this point we'll get down to the specific details of what you need for the event like food, materials, childcare, decorations, locations, room(s) set up etc.

Questions you'll be asked:
- What needs to be ordered?
- What's your food plan (catering or personal)?
- What staff members need to be there?
- How many people are you expecting?
- Will you need childcare?
- Do people need to RSVP?
- Are you wanting special promotional materials like handouts, posters, or t-shirts?

What's your budget?

At this point, you should know your budget you can determine percentages of how much to spend on what.

What's the promotional plan?

Have you given any thought to how you want to get the word out: social media, special graphics, videos, sign up forms, hand outs, info tables, weekly email specifics, Sunday morning shoutout, etc.?
Take a minute to fill out the Design Request Form. If you've done your homework from previous assignments, then filling out the Design Request Form will be a breeze. Filling the Design Request Form out 2-3 months in advance is awesome for the Design Team and will only help the event run more smoothly!
Your promotional plan will need to start at least 1 month out. That one month out timeline does not include the time it takes for the creative team to design whatever you need for your event.

What do you need to do next?

At this point the Event Planning Project Manager will assign specific tasks for you and your planning team to be working on during the following weeks before the next meeting.

Make sure everyone is on the same page with detailed specifics.
Schedule a follow up meeting 2 weeks out of the event.
The Event Planning Project Manager will check in periodically to make sure everyone is still on the same page.
Alert staff of your event details especially if staff are supposed to be there. Give info/details to Miranda or Kathy, so they get the details in the calendar.
Reach out to the Creative Team to make sure that they have everything they need regarding your event.

Step 3: Promotion

1 month out

There is no physical meeting required for Step 3, but the Event Planning Project Manager will send reminder emails to the planning team and the staff.

Remind staff and teams that the event is one month out. Bring up details in weekly staff meetings so that everyone is on board and informed.
Check in with the Creative Team and Communication team to make sure that the promotional plan is in place and ready to roll out.
The Event Planning Project Manager will send out a meeting reminder email about the 2 weeks out meeting reminding the planning team about the "homework."

Step 4: Event Prep

2 weeks out

This is the last planning meeting of the Event Planning System. It's purpose is to ensure that everyone is on the same page and all of the details are in place. You'll be asked:

Has everything been ordered or purchased?

If yes, you get a gold star! If no, order things immediately or at least make a detailed shopping list.

What's the event flow?

Use this time to walk through the event timeline.

Assign Jobs

Use this time to help the team delegate specific tasks and assign jobs for the day of event prep.
Create "Day Of" Check list. Assign jobs to specific people so that everyone knows what they need to do for set up and clean up. This team works best when everyone knows what they are responsible for!

Everything should be ready to go for your event!

Design Request Form