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Ministry Event Form
Today's Date
Name of Type of Event
Event Date
Event Time
Event Coordinator
Mobile Number
Work Number
Email
Event Team Members
Name of Ministry
Ministry Contact
Event Place (specify room(s) needed)
Purpose of Event (include theme or scripture reference)
Is Event related to worship, growth, evangelism, fellowship or a combination?
What Audience or Group is this Event Geared Toward?
All
Adults
Teens
Children
Other
Approximate number of people expected?
Section A: Volunteers
Are volunteers needed?
Yes
No
If yes, the approximate number of volunteers needed
Volunteers needed from (time)
Volunteers needed to (time)
Help needed for setup?
Help needed for cleanup?
Section B: Publicity
How will the event be publicized?
St. Paul bulletin
Letters/invitations
Radio/TV announcements
Newspaper
PowerPoint
Posters/flyers/brochures
St. Paul website
Other
Section C: Music
Do you need music for this Event?
Yes
No
If yes, what type?
Pianist/Organist
Soloist
Choir
Other
Contact Person for music (if different from Event Coordinator)
Section D: Media
What type of media is needed?
Photographer
Videographer
Sound system
Audio taping
PowerPoint
Section E: Transportation
Will transportation be needed?
Yes
No
If yes, type of transportation needed (reserve through church office)
Church van
Church bus
Other
Section F: Materials
Will materials be needed?
Yes
No
If yes, what materials will be needed?
Chalk/marker/boards
Overhead projector
Easel
Piano
Microphone
Other
Section G: Registration
Do people need to register?
Yes
No
Begins
End
Person responsible?
Amount per person?
Special rate for youth? Seniors?
Section H: Speakers
Will you have a speaker for the event?
Yes
No
Speaker First Name
Speaker Last Name
Speaker Address
Speaker Apartment, suite, etc.
Speaker City
Speaker State
Speaker Zip Code
Speaker Mobile Number
Speaker Work Number
Speaker Email
Speaker transportation?
Air
Train
Bus
Other
Lodging (hotel name and address)?
Person responsible for Speaker's transport?
Section I: Food and Beverage
Will food and beverages be served at the Event?
Yes
No
If yes, cost to participants (include any additional fees such as fees for registration)
Person responsible for food and beverages?
Contents of meal?
Section J: Decorations
Tablecloths needed?
Yes
No
Centerpieces needed?
Yes
No
Person responsible for decorations?
Estimated cost?
Type of decorations needed?
Section K: Financial Information
Projected Revenue
Actual Revenue
Event Income:
A. Event Revenue
B. Contributions
TOTAL INCOME (A + B)
Event Expenses:
C. Food Expense
D. Office Supplies
E. Teaching/Education Material
F. Guest Fees (details)
G. Lodging/Travel (details)
H. Transportation
I. Continuing Education
J. Media
K. Advertising
L. Printing
M. Postage/Shipping
N. Conference/Seminars
O. Rentals
P. Miscellaneous
TOTAL EXPENSES (sum C through P)
NOTES:
Purchase Orders require your director's approval?
Media, advertising and printing to be approved by Marketing Director
Head of Ministry
Deacon Chair
Trustee Chair
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