UPC Event Planning Checklist

You must complete the UPC Event Planning Checklist a minimun of one month prior to the event. You may complete the form online or download the form and return to the UPC office in care of Pam Robinson, Ministry Coordinator. Please contact Pam Robinson if you have any questions.

The fields in RED are required to be filled out and the form will not be sent if they are empty. You should do your best to fill in the entire form so that your event planning may go as smoothly as possible.

Basic Event Information
Event Name:		Expected Attendance
Event Date:		Event Time:
Speakers or Special Guests:		Ministry / Ministries Involved:
Target Audience:
Event Location:	Commons   Worship   Modular   Outdoors   Tent

Event Contact Person		Event Back-Up Contact Person
Name:		Name:
Email:		Email:
Phone Number:		Phone Number:

Physical / Set-Up Needs
Who will be in charge of Setting up?
What date would you like to set up?
What time will set up begin?
How many of each kind of tables will you need ? (enter #)		Long: Round:
How many chairs will you need?
Where will you need the tables & chairs?
Will you need additional classrooms?	Yes    No	How Many?
		On what dates?
Who is in charge of Breakdown?			Phone:
Will an extra cleaning or adjustment to the cleaning schedule be required?			Yes     No
All bags of garbage including classrooms, kitchen, and foyer must be taken to the dumpster immediately following your event. Please check the box to the right to indicate you understand and accept this policy.			I understand the cleaning policy.
Will you need the tent?			Yes     No
Will you need help with parking or traffic control?			Yes     No
Will you be requesting a key to access the building?			Yes     No
Do you need to know the alarm code to the:		Commons?	Yes     No
		Worship Center?	Yes     No
Do you need to know the alarm password in case the alarm sounds?			Yes     No
If you set the alarm off, you must go to the office immediately and wait for the alarm company to call. At that time you will give them the church password. Please check the box to the right if you understand this.			I know the password and what to do if the alarm is set off by accident.

Refreshment Needs
Will you be serving food or beverages?		Yes     No
What food and beverages will you be serving?
Who is in charge of refreshments?
No food, beverages, supplies, etc., can be left in the kitchen or refrigerators unless prior arrangements have been made. Please check the box to the right to indicate you understand and accept this policy.		I understand the food and beverage policy.

Media Needs
If you will be needing any audio/visual equipment, check all that apply below.				PowerPoint Projectors TV/DVD Microphones - How many? Other:

Publicity Needs
Who will be in charge of publicity for the event?
What type of advertising will you be requesting?		Bulletin Announcement Bulletin Tear-off Bulletin Insert Chair Cards Church-Wide Email Church Website Paypal for Ticket Sales Powerpoint Announcement Signs on doors or at table
Will you be requesting an information table on Sundays?		Yes     No
If Yes, what dates?

Childcare Needs
Will you be requesting childcare?			Yes     No
If yes, check all ages that apply.			Nursery - Toddlers Pre-School K-5th Grade
Will you be requesting paid childcare workers or providing your own? (If providing your own, you must meet UPC Childcare Policy Requirements)			Paid      Provide Own

Financial Details
What is your budget for this event?
Budget line / Ministry to be charged?
Will you sell tickets for this event?			Yes     No
What will be the cost of the tickets?
Will an outside service be providing services or personnel for this event?			Yes     No
Will you need a check(s) from Tanya to pay for a speaker or supplies? If yes, fill in the name(s) and the amount(s) below.			Yes     No
Note: We need 1-week notice to secure signatures on checks. Check request forms are available on the UPC website or in the office.
Name:			Amount:
Name:			Amount:

Event Follow-Up / Next Step
What is a follow-up or "Next Step" event you can promote?
Additional Comments or Questions
If you have any concerns that are not addressed by this form, please write them in the comment box to the right.
Reservations and use of the facilities is subject to approval by the UPC staff. Please refer to the Volunteer Handbook for procedures on facility use, publicity, finances, & Childcare.