Event Planning at New Life Church
THIS GUIDE IS DESIGNED TO ASSIST YOU in planning any type of event or activity at New Life Church. If you follow the suggestions in this guide, it is our hope that your event or activity will be successful. We thank you for your willingness to serve. The people of God at New Life are equipped with gifts for ministry. St. Paul tells us that we are the Body of Christ, and as we work together, we do God's work. We appreciate your leadership. Please read the Guide, and for additional support, contact us at ministry@newlife-atl.org.
7 Steps to Event Planning
ESTABLISH the Who, What, When, Where, Why and How of your event before submitting your project proposal request form. Don't go any further UNTIL your event has been approved. Complete the steps below for the 7 step process for event planning at New Life Church.
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StrategizeCreate your calendar by answering the question, "Who" will this event serve, "who" will this event help and "why" is this event needed? By answering these questions, you can build an effective calendar that relates to your direct audience while providing a solution to a "need" within the church. |
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Recruit"Who" will help with your events? Do you need a team? If the answer is yes, let's RECRUIT! Throughout the year, New Life will host recruitment events, train new leaders and increase volunteer opportunities. |
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PlanThe Planning phase is the most important phase. Use the links offered in this guide for working through the intricate details of your event. The "What" of your event should be considered in planning. What do you need, What will happen, where will the event take place on campus? Use the Facilities Request Form to help work through some of the details in this phase of your planning. |
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PreparePrepare all last minute needs and request. Revisit your strategy and be sure that your Who, What, When, Where, Why and How are all connecting. Follow up with your team on check list items and tasks needed to ensure efficiency in day of execution. Everyone should go into the event feeling "prepared" for what "will" and what "could" happen. |
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PromoteHow will this event promoted? How will you communicate to the body at large what to expect from this event? Complete a Marketing and Communications Form to have all marketing assets complete. Give details and remember to be specific with what you are requesting. The NL Staff will work with a team of professionals to provide the resources needed in a timely manner to help push your event! |
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PresentEVENT DAY! Now it's time to present what you and your team have been working on. "Presentation is Key"! Have your Event Day Checklist for last minute reminders to consider on the day of your event (the "low-hanging" fruit). |
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ReportNumbers, Numbers, Numbers! Look at your numbers and report. Debrief your event, what went right, what could have been better and what do you see happening next time? These simple questions will help identify issues, errors and positive notes from the event and set the tone for future events to come. |
Establish the Type of Event you are Hosting
Ministry events (i.e., ministry book study, ministry fellowship outing) require a 30-day planning period. For these events, submit your planning guide and documents 30-days prior to the event/activity.
Churchwide events (i.e., youth conference, Single’s retreat, etc.) require a 60-90+ day planning period. For these events, submit your planning guide and documents 60-days prior to the event/activity.
The Ministry Budget Preparation Worksheet and Event Planning Guide can be emailed to ministry@newlife-atl.org
Calendar Submission
PRIOR PROPER PLANNING PREVENTS POOR PERFORMANCE
Kick the year off by submitting a Calendar of all of the events you and your team would like to host over the next 6-12 months. Use the form for Calendar planning and submit to ministry@newlife-atl.org.
Propose Your Event
APPROVED Events ONLY- Submit your Project Proposal Request Form for your approved events.
Marketing and Communications Request
MARKETING for your event should be carefully planned with lots of lead time. We have a gifted staff that will help with your publicity to be sure all marketing material represents New Life Church and your ministry with excellence.
Please be sure to include a copy of any publicity and marketing materials you may have with this Event Planning Guide. A list of options:
NEW LIFE NEWSLETTER – Our “virtual” bulletin that includes announcements. Our newsletter is emailed to the congregation weekly.
CHURCH WEBSITE – Some events may be featured on the church website. Listing approved events on the Church website allows us to provide additional details and collect information.
SOCIAL MEDIA – We also have the ability to feature some events on our social media channels.
EMAIL, CALL OR TEXT – If there are a limited number of participants for your event, you may also consider sending a broadcast email or mass texts to your.
IF YOU NEED TO KNOW HOW MANY PEOPLE ARE COMING you may want to utilize an online registration. Members will be directed to the church website where they will be able to register for your event. The church office will forward the registrations to you.
General Marketing and Communications Request
Budget Preparation Form
WHEN THE EVENT INVOLVES MONEY - When possible, expenses should be kept to a minimum and already included in the annual Ministry Budget of the Ministry Team. Prior planning will help be sure things run smoothly from an expense standpoint. Be sure to enter the details of your financial plan on the Event Planning Template. To spend budgeted and approved ministry funds, you can submit POV form online. POV requests should be submitted two-weeks in advance. In the case when you will be charging people for an event to cover the costs, we recommend collecting monies, turning them into the church, and having one check written from the church to cover the expenses. When selling tickets, please make checks payable to New Life Church, but cash is acceptable. To protect yourself, two people should be involved in handling all cash. All money must go across the church's books, don't pay any bills with the cash received. Talk with the Finance Department to learn detailed procedures for handling cash.