As the new ministry year kicks off, we know many of your are starting to plan little and big events. Maybe you are planning a worship night, a prayer night, a team dinner or maybe your kickoff leader meeting. Each of these events requires some time, thought and energy behind them. We thought it might be helpful to sketch up an example of an event timeline that you and your team can use when putting together your upcoming events.
This timeline/checklist has been created as a tool for leaders to utilize to build and lead their Teams for an event.
6 Weeks – 2 Months Prior
- Serve Team Application/Signup Opens
- Create Description of Event to send to each team leader.
- Include Deadline
- Deadline needs to fall on a Tuesday prior to the week of the event
- Include Application Link and Instructions
- Include Deadline
- Start lining up any vendors you will use for the event
6 Weeks Prior
- Establish Team Leaders
- Coordinator(s)
- Coaches
- Establish and share dates of initial Vision Doc & Team Meetings
- Secure with contract/payment all vendors you have decided to use.
3 Weeks Prior
- Rough Draft Plans/Checklists/Layouts complete.
- Meet with Leaders to share vision and initial plans/checklists/layouts
- Begin building teams – assigning Team Members to Team Leaders
- Send Team Leaders Updated Plans/Checklists/Layouts one week prior to Event
- Send confirmation email to Event Team Members registered to serve
Week of
- Meeting with the Team Leaders
- Share Vision and Pray over Event
- Review Team Expectations
- Discus final Plans/Checklists/Layouts
- Email Reminder to Event Team Members
- Prep Day Team
- Include all details
- Event Day Team
- Include all details
- Prep Day Team
- Email Team Leaders if any documents have changes or any updates have been made
- Gather Resources for Team Leaders