Event Name

Event Date

Event Start Time(s)

Event Coordinators (2 for all Events):

Responsible for overseeing all aspects of planning, implementation, and follow up Assigns tasks for event and provides guidance/troubleshooting when needed Provide periodic reports to Executive Team/Senior Leadership Does not do everything, but must ensure that all tasks are completed as assigned Point of contact for all Vendors and introduces them to Vendor Care Personnel at time of event Ensures that established timeline is followed and that event is executed with excellence

Event Secretary:

Date of Presentation to Executive Team:

Date(s) of Other Scheduled Planning Meetings:

Marketing and Public Relations Team (if applicable):

Responsible for implementation of marketing plan once team has detailed the plan for how event details will be shared with the public

Marketing Campaign Plan:

What is your plan to market your event?

List of Potential Sponsors/Vendors (if applicable):

Sponsor/Vendor Care Plan:

Please detail how you will engage your Sponsors/Vendors: When will your correspondence be sent? How will you care for on-site Sposors/Vendors? Be sure to send a formal letter of invitation that details event and specific ways sponsors/vendors can be involved. Follow up with personal phone call (DO NOT rely on email alone). Follow up with thank you email after the event.

Clean Up Plan:

Financial Plan

What is your estimated budget? (List each item and it's cost) How will you finance your event? (Potential Costs: Flyers, Food/Culinary Supplies, Tables, Venue Costs (if not at SOT), Guest Speakers (honorarium, transportation, hotel), Guest Psalmists (honorarium, transportation, hotel))

Are there any city/county permits that need to be obtained? Any ordinances or permissions that needed to be considered?

If yes, please describe.

SOT Event Planning Guide

THe Sword of Truth