Healthy Congregations Event Planning and Documentation Tool

Name of Program/Project/Event:

Day of the week/Date/Time for Program/Project/Event: ______

______

Specific Location/Room(s) of Program/Project/Event: ______

______

Target Audiences: (Check all that apply)

Adult congregants Adults from the community

Older Adult congregants Older Adults from the community

Youth congregants Youth from the community

Child congregants Children from the community

Total Number of Participants Anticipated:

Is Child Care to be provided? Yes No If yes, by whom?______

______

Who will pay for it? ______

Objectives of the Event: What do we want to change as a result of this event?

1.______

2. ______

Marketing/Promotion Plan

1. What message?______

2. What media?______

______

3. Who is responsible for developing and placing the marketing/promotional materials?

4. Marketing/Promotion Schedule:

Resources Needed

Category / Specific Items / Amount Needed / Source / Budget/Actual Cost

Total Costs/Funding Sources: ______

______

Person Power Needed (set-up, event, & clean-up)

Number of People Needed / Specific Tasks / Date & Time Needed


Setup Requirements:

Tables (size, shape and number):

Chairs (number):

Audiovisual Equipment (Check all that apply): Sound system

LCD Projector & laptop computer Overhead Projector

Screen Podium

Draw Room/Area Setup:

Time Schedule, including set-up, event itself, and cleanup (Include who is in charge and tasks being done):

Time / Task / Volunteer / Responsible HC Team Member / Notes


Planning Team Evaluation

1.  How well did the program/project/event meet the objectives you set for it?

______

2.  How did the numbers participating compare to the numbers you forecast?

______

3.  What challenges did you encounter in planning?

______

4.  What challenges did you encounter during the event?

______

5.  What feedback have you personally received from participants?

______

6.  What feedback have you personally received from volunteers?

______

7.  What will you do differently the next time you organize this event?

______

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Judy Johnston, rev. 2018 KUSM-W