Event Planning Worksheet (For First U Ministries)

Event Leader Name

Event Leader Email

Event Leader Phone

Event Title: Brief, descriptive program title (e.g., Guest Lecture: "Mindfulness in Daily Life").

Event Team Members (if any) - name and contact information:

Program staff partner

Event Type

Guest Lecture Movie Screening Discussion Panel Author Q&A Workshop Performance Other (describe below)

Other event type description:

Preferred Date

Alternate Date

Start and end time

Venue

On site (First U) Online (Zoom or other platform) Other (describe below)

Other venue description:

Target audience

First U General Public Specific Group (e.g., parents, young adults, etc.) Other (describe below)

Other target audience description

Description of Event - Please provide a short description of the event, including the key themes or topics.

Event Objectives - What do you hope attendees will learn or experience during this event?

Format & Structure

Event flow (duration of main presentation/activity, q & a if applicable, break if applicable, etc.)

Logistics and Technical Needs

AV requirements projector microphone laptop internet access/wi-fi speakers zoom setup (for virtual or livestreamed events) Other (describe)

Other AV requirements description

Would you like to request AV staff support? If so, list preferred time for setup.

Room setup

chairs (list how many) tables (list how many) podium other (please describe)

Room setup description/information

Will you be seeking child care for the event?

Yes No Not sure

If seeking child care, what times and for what ages? Include approximate number of children if possible.

Registration

Pre-registration required/ticketed event Registration at the door No registration required

Publicity & Promotion

How will the event be promoted? (e.g., church bulletin, social media, email list, posters, etc.)

Are you seeking help with event promotion?

Event Blurb

Please provide a 2-3 sentence blurb about the event that could be shared in the weekly email, pulpit announcements, and on social media. Focus on what will excite people and generate interest.

Facilitation and Moderation

Who will introduce the guest speaker/facilitator?

Who will moderate the Q&A/discussion (if applicable)?

Hospitality and Welcome

Will refreshments be provided?

Yes No

If yes, please describe.

Who will greet and welcome attendees and/or handle registration?

Budget & Funding (if applicable)

Event budget amount (if applicable)

Ticket cost/fee for attendees (if applicable)

Anticipated expenses (e.g., speaker honorarium, materials, refreshments)

Guest Speaker Information (if applicable)

Guest speaker name

Title and organization

Phone

Special Requests/Needs (e.g., transportation, lodging, meals)

Follow Up & Evaluation

Do you plan to gather feedback from attendees? If so how?

How will the success of the event be measured? (e.g., attendance, participant feedback)

Additional Notes

Anything else?

Description

This worksheet will help you plan your event for a ministry of First Unitarian Church of Chicago. This is your first step toward getting your event scheduled. If you complete all the questions, you'll be almost done planning your event!

Only the questions with the red asterisks are required in order to submit the form. If you don't have an answer for one yet, don't worry! Just put down whatever you do know or put "not sure."

Event Planning Worksheet (For First U Ministries)

Description

Please Fix the Following