Ministry Event Checklist

Ministry Leaders:

Is your ministry holding an event or meeting? Follow the checklist below to make your job easier! Click on buttons on the left to access links.

 SCHEDULING
button_calendar 1. Check the church calendar to make sure it is not conflicting with other major events.
button_room 2. Fill out the Room/Event Scheduling Request form, which allows you to:

  • Book a room. (If you want to see what rooms are available, see the Room Schedule.)
  • Request a sign made for your meeting to post by the door.
  • Schedule a data entry volunteer. (See below.)
  • Request training for AV if your meeting needs to operate AV equipment.
 PROMOTION
 

button_promo

  1. Request promotion through Saddleback marketing channels using the Event Promotion Request. Your event may be promoted through:

  • EventBrite (saddleback.com calendar)
  • Social Media (Facebook)
  • Pre-service slides
  • Bulletin listings (when space is available; note that bulletins are set 3 weeks in advance)
  • Weekend service promotion table
button_brochure 2. List regular ministry meetings in our ministry brochure “Serve at Saddleback”

3. Promote through other channels.

  • Send an announcement to your ministry email list.
  • Encourage your volunteer leaders to spread the word.
 LOGISTICS
 button_signage 1. Signage

  • Saturday/Sunday events will be listed on the digital screens using your room schedule booking.
  • Make a sign for your door (regular sheet of paper size). Use the sign holder to post your sign during your meeting. You may also request door signage through the room request form.
 button_office

2. Setup

  • Arrive early to make sure room is set up correctly. (Sometimes things get moved around so ask your team to arrive early.) If you are not able to do so yourself, please recruit team members/attendees to help set up.
  • If AV assistance is needed, we will train one of your volunteers. Please contact the office to set up training.
 3. Clean-up

  • Please leave the room in a clean condition, tossing trash in the bins and putting away supplies you may use (or recruit team members/attendees to help). See default room map for setup.
 FOLLOW-UP
 button_dataentry
  • Plan for how to follow-up people who attend, such as a “next steps” email.
  • Need help entering emails? Schedule a data entry volunteer (on room request form). 2 weeks advance notice before event is requested, though we will do our best to accommodate if less time is available.

 

Issues?

Canceling, changing dates, or other questions? Contact Young, our facility scheduling coordinator.