247 Church / TCA Event - 3 Months Out
BASIC INFORMATION
Point of contact
Event Coordinated by
*
247 Church
TCA
Pre-K
Colaboration 247 & TCA
Colaboration TCA & Pre-K
Colaboration 247 & Pre-K
Type if not mentioned above
Name of person responsible for the event
*
First Name
Last Name
Email
example@example.com
Phone Number
-
Area Code
Phone Number
Date
*
-
Month
-
Day
Year
Date
EVENT INFORMATION
Details of the Event
Name of Event
Date of the event
*
-
Month
-
Day
Year
Date
1
2
3
4
5
6
7
8
9
10
11
12
:
Hour
00
10
20
30
40
50
Minutes
AM
PM
AM/PM Option
Department, Ministry or Hosted by
*
TCA - Elementary
TCA - Middle School
TCA - High School
Pre-K
Epoch
Women
Man2Man
Worship
Kingdom Kidz
Volunteers
Life Groups
Type if not mentioned above
Location of Event
Building 1 - Lobby
Building 1 - Gift Shop
Building 1 - Room 104
Building 1 - Room 103
Building 1 - Sanctuary
Building 2
Building 3
Building 4
Building 5 - Gym
Building 5 - Life Center
Courtyard
Parking Lot (North, by the Gym)
Parking Lot (South, by the Church)
Tennis Courts
Soccer Field
Other
Enlist the location if not mentioned above
Cost?
Yes
No
How much?
VISION
The WHY of the event
Reason for event
*
Outreach
Fundraiser
Specific Ministry (Youth, Kids, Worship, Men, Women, Volunteers, etc.)
Promote School
Promote Church or Ministries
Celebration
Season Event (Fall Festival)
Season Event (Christmas)
Season Event (Easter)
Other Specific Event for TCA
Other Specific Event fro Pre-K
Other Specific Event for Church
Describe reason if not mentioned above
Core Value event supports
Purpose of the event
Budget for event
NEEDS
Details of all the needs
FOOD, BEVERAGES & SUPPLIES
Needs related to food, drinks, disposables, etc.
Name responsible for food, beverages and supplies, if apply. (In your dept.)
First Name
Last Name
Phone Number
-
Area Code
Phone Number
Food and Beverages
Food
Beverages
Disposables (plates, forks, napkins, etc)
Catering
Type if not mentioned above
Notes for food, beverages and supplies
SET-UP, TEARDOWN & CLEAN-UP
Provide a layout for tables, chairs, sound system, lighting, signages, etc.
Do you need help with set up and teardown?
Yes
No
Do you need help with clean-up at the end?
Yes
No
Do you need tables?
Yes
No
Type of tables
Large round tables
Small round tables
Rectangles tables (6')
Type option 4
Type if not mentioned above
Do you need table cloths?
Yes
No
How many tables?
Do you need chairs?
Yes
No
How many chairs?
Do you need trash cans?
Yes
No
How many trash cans?
AUDIO & VISUAL
Needs for sound system and screens
Name responsible for audio & visual. (In your Dept.)
First Name
Last Name
Phone Number
-
Area Code
Phone Number
Audio
Microphones
Music Instruments
Music Stands
Sound Engineer
Speakers
Monitors
Cables
Music playlist (computer, laptop, etc.)
HELP with set-up
Visual
Smart TVs
Projector(s)
Computer
Computer operator (to project video, lyrics, graphics, etc.)
Live Stream
Type if not mentioned above
Notes for Audio & Visual
TEAMS OF VOLUNTEERS
Areas or departments to cover
Name responsible for Teams of Volunteers
First Name
Last Name
Phone Number
-
Area Code
Phone Number
Teams
Ushers
Welcome Center
Parking Lot
Security
Check-in station
Gift Shop
Custodial / Cleaning
Worship
Coffee bar
Serving food
Payment stations (gift shop, coffee bar, drinks, snacks, food, etc)
Childcare
Type if not mentioned above
Notes for Team of volunteers
VENDOR, RENTALS & SPECIAL SERVICES
External services
Name responsible for Vendor & Rentals (In your Dept)
First Name
Last Name
Phone Number
-
Area Code
Phone Number
External Services and/or rentals
Security
Golf Carts
Food Trucks
Signage
Catering
Sound System
Ligthing
Trailer
Special Equipment
Crafts
Market (Vendors)
Games
Inflatables
Tables, Chairs, etc.
Type if not mentioned above
Notes for Vendors, Rentals & Special Services
MEDIA & GRAPHICS REQUEST
PROMOTIONAL AND MARKETING MATERIALS
Will you need media and/or graphics made to promote the event?
*
Yes
No
Requested By
First Name
Last Name
Phone Number
-
Area Code
Phone Number
Graphics Needed
Facebook (Post or Event)
Instagram
Digital Display (Tv, Projector, etc)
Web Site
Full Page Handout
Large Handout (Half-page)
Small Handout (4x5)
Poster - Portait (12x18)
Poster - Landscape ( 18x12)
Event Program
Tri-fold Brochure
Magazine
Type if not mentioned above
Notes for Promotion & Marketing
Video Production
EVENT CAPTURE::::::::::(Do you need a video documentation of the event?)
COMMERCIAL::::::::::(For communicating LARGE amounts of Information to the targeted audience)
PROMOTIONAL TRAILER:::::::::(For communicating MEDIUM amounts of Information to the targeted audience)
PROMOTIONAL SHORT:::::::::::(For communicating BASIC Information to the targeted audience)
INTERVIEW
SLIDESHOW (Provide Link to Content in Notes Box Below)
Type if not mentioned above
Notes/Links for Video Production
FINAL NOTES
Please add any necessary notes or comments
Notes or comments
Attach layout for set-up, if apply.
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