Starlight Baptist Church Event Planner - Bible Learning Institute Ministries

Timeline: 6 Months

Venue & Date

[ ] Set conference goals and objectives
[ ] Secure venue
[ ] Confirm conference date

Goals & Budget

[ ] Establish estimated budget
[ ] Allocate budget to specific needs (catering, AV, marketing, etc.)

6 Months Out Checklist

[ ] Define conference theme and objectives
[ ] Secure venue and set date
[ ] Draft an estimated budget

5 Months Out Checklist

[ ] Secure catering services
[ ] Build event team (volunteers, marketing, AV, etc.)
[ ] Start marketing and promotion efforts0

4 Months Out Checklist

[ ] Finalize audio-visual team
[ ] Recruit and train volunteers
[ ] Confirm musicians and speakers

3 Months Out Checklist

[ ] Finalize the catering menu
[ ] Finalize event agenda
[ ] Continue marketing and promotion
[] Design flyers or digital marketing materials

2 Months Out Checklist

[ ] Run technical tests with AV and music teams
[ ] Begin collecting RSVPs
[ ] Confirm logistics with volunteers
[ ] Arrange childcare services if applicable.
[ ] Decorations

1 Month Out Checklist

[ ] Confirm all vendors and services
[ ] Review final budget
[ ] Last push for marketing
[ ] Update social media post

Week of the Conference Checklist

[ ] Conduct a final venue walkthrough
[ ] Distribute schedules to all teams
[ ] Hold final meeting with all teams
[ ] Confirm delivery and setup times with vendors.

Registration & Check-in

[ ] Set up online registration system.
[ ] Prepare check-in materials (badges, lists, etc.).
[ ] Assign volunteers for registration table.

Childcare & Accessibility

[ ] Ensure the venue is accessible for all attendees.

Additional Considerations

[ ] Emergency Plan: (Security Team) Develop a plan for emergencies (medical, weather-related).
[ ] Food Restrictions: Gather information on dietary restrictions from attendees.

Post-Event Evaluation Meeting

What went well
What went wrong
Isights for future improvements
Any other feedback

Starlight Event Planner (FEEDBACK)

1 / 4

Clarity: "Was the purpose of the new event form clear to you? If not, which parts were unclear?"

2 / 4

Relevance of Sections: "Are all sections of the form relevant and useful for planning church events, or is there anything unnecessary?"

3 / 4

Missing Information: "Is there any additional information you think should be included in the form?"

4 / 4

Suggestions for Improvement: "What improvements would you suggest for making the form more user-friendly or effective?"

Your score is

The average score is 9%