How To Create An Event Planning Timeline

Where Do I Begin? 

Let’s face it — planning events can mean juggling so much that it can be hard to enjoy the day when it comes! From transportation to decorations, there’s a lot of prep required. So where do you begin? We have a list of go-to essentials for your event planning timeline.

3 Months – 6 Weeks In Advance 

A solid plan for your event takes about three months before the big day. This provides your church community plenty of time to save the date, and gives you enough time to gather volunteers and create a budget.

3 MONTHS IN ADVANCE

• Determine your date, time, and location.
• Create your flyers and other marketing materials.
• Communicate the date to staff and volunteers.

2 MONTHS IN ADVANCE

• Design and test your online registration form.
• Print any marketing material you plan to use.
• Add the event to your monthly parent email.
• Design any swag or custom prizes you’ll need.
• Recruit volunteers to help execute the event.

6 WEEKS IN ADVANCE

• Open online registration.
• Display or mail any printed marketing material.
• Coordinate announcements for your church emails, bulletin, newsletter, announcements.
• Create announcement slides for your program.
• Begin weekly announcements at your program.
• Choose your food, decor, and activities.
• Continue recruiting volunteers.
• Determine and communicate your et-up and tear-down needs for the event.
• Determine and communicate your technical and production needs for the event.
• Order event t-shirts, swag, and prizes.

A Month In Advance 

So you’re a month out from the big day, and the prep seems to be picking up. When crunch time hits, it’s important to keep track of the most important details. Check out these helpful tips to help you along the way.

4 WEEKS IN ADVANCE

• Run background checks for volunteers as needed.
• Order any supplies you’ll need.
• Finalize your schedule.
• Finalize the rules and scoring systems of the games you’ll be playing.
• Add another announcement to your monthly parent e-mail.
• Creatively promote the event to students.
• Continue recruiting volunteers.
• Continue giving weekly announcements at your program.

2 WEEKS IN ADVANCE

• Send the event schedule and instructions to volunteers.
• Order any supplies you still need.
• Finalize your list of volunteers.
• Make a list of any housekeeping rules to announce at the beginning of the event.
• Continue giving weekly announcements at your program.
• Send digital flyers for teenagers to give to friends.
• Send out a final reminder e-mail to parents encouraging them to register their teenagers if they have not yet already.
• With registrations received, start putting together your teams.

A Week Before And After The Event 

With your event a week away, keep track of important details like food, prizes, and last minute marketing. The week after the event might be just as important as the week before, because the follow up helps build momentum for your next event! Need help getting through the home stretch? We have a list of important reminders to add to your timeline.

1 WEEK IN ADVANCE

• Organize your event t-shirts and registration documents.
• Shop locally for any food, supplies, or prizes you still need.
• Make a fun playlist.
• Print your score sheets.
• Double-check all game supplies.
• Review all event logistics.
• Make one final verbal announcement promoting the event at your weekly programming.
• Close online registration.
• Double-check waivers and registrations to ensure no important information is missing.
• Reach out to anyone whose registration or waiver is missing mandatory information.

AFTER THE EVENT

• Return any supplies you borrowed.
• Post a recap video and images on social media and encourage teenagers to tag themselves or their friends.
• Follow up with new teenagers who attended.
• Send thank-you cards to volunteers who served at the event, especially your first-time volunteers.

Our Grow Curriculum and Strategy can give you all of the resources and information you need to go about developing children’s and youth ministries. Let us help ease the burden as you focus on your passion to serve others through your ministry.

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