Work Plan
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EVENT PLAN
The event plan is to provide a detailed outline and estimate for registered Saint Paul’s Baptist Church groups that are planning to host an event.
Complete and submit this form to events@ at least 90 days (3 months) prior to an event that does not require transportation.
This timeframe will allow the group and staff ample time to assist you in effectively planning, and preparing needed resources in a timely manner. Staff will provide a response within 14 calendar days (2 weeks) from the date of receipt. Please email the Event Plan and all questions to your lead staff person.
Please Check the Following: Your event will require:
SPBC facility Food Collection of Money Ticket Sales Contracts with Outside Vendors
Basic Information
| |Name of Event | |
| |Proposed Dates of Event |1st Choice | |2nd Choice | |
| |Location of Event | Creighton Belt Elm Off Site |
| |Start Time | |
| |End Time | |
| |Prep Time (If at SPBC) | |
| |Name of SPBC Group Sponsoring Event | |
| |Campus of SPBC Group | Creighton Belt Elm |
| |Staff Person | |
Event Planning Team within Small Group (Must be a Minimum of 3 Persons)
| |Name |Role |Email |Phone |
|1. | | Lead Contact Person | | |
|2. | | | | |
|3. | | | | |
MINISTRY
1. Our mission is to enable people to grow into all that God created them to be. Which of the following strategies best describes your event in order to achieve our mission?
[Check Only One] CONNECTING (event is designed to connect people to small groups)
CARING (event is designed to expressing love and concern for people)
CONTRIBUTING (event is designed to provide serving/outreach opportunities)
CULTIVATING (event is designed to cultivate people through development)
CELEBRATING (event is designed to celebrate the goodness of God through fellowship)
2. What is the purpose of the event? ________________________________________________________
3. Why is this needed?____________________________________________________________________
___________________________________________________________________________________
4. How does this event help people to grow? ____________________________________________
5. Who is the target audience and why? Please be specific. (Example: Life Stages, Intergenerational, etc.) __________________________________________________________________________________
6. How many persons do you anticipate attending ?______________
*Submission of this document does not guarantee space.
LOCATION
Off Site Name of Venue_____________________________ Address__________________________________
Creighton Campus Belt Campus Elm Campus
Commons Fellowship Hall Fellowship Hall
Edu Classroom 2nd Floor Rooms in Gym Conference Roo
Admin Conf Room Admin Classroom Dining Area Sanctuary
Choir Suite Admin Conference Room Fellowship Hall
Chapel Edu Classroom Sanctuary
Cathedral/Sanctuary Choir Suite Outdoors (i.e. – Parking Lot)
Outdoors (i.e. – Parking Lot, Patio) Sanctuary
Outdoors (i.e. – Parking Lot)
7. Has this event occurred before – within the last 2 years? Yes No If yes, when_____________________
FOOD
What food would you like for your event? Please list each item separately.
| |Item (Sample Meal-Meat, vegetable, starch, bread, drink, dessert) |
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After submission and staff feedback of Work Plan, an official estimate must be obtained through Culinary Arts.
COLLECTION OF FUNDS
How will the expenses for this event be covered? (Please check all that apply)
Ticket Sales Offering Installments Funds from Restricted Account Budgeted by Staff Person
Grant Money/Partnership (please specify)__________________________ Other__________________
FOR TICKET SALES
If you would like tickets to be sold, please include a fee of $2 per ticket. 50 tickets minimum must be sold 2 weeks prior to event, or event will be cancelled.
What words do you want on the ticket? Please include name of event, group sponsoring event, exact location and address of the event.
_______________________________________________________________________________________________
_______________________________________________________________________________________________
What time should guests arrive? Start Time_________AM PM End Time_______________ AM PM
What is the dress code? Casual Business Casual Business Semi-formal Formal
What type of meal (if any) will be included Light Refreshments Hors D’oeuvres Heavy Hors D’oeuvres
Breakfast Lunch Dinner
What type of entertainment will be provided?___________________________
What ages are invited to attend?______________________________
What day and time do you want ticket sales to begin?________________________
Would you like to offer early bird ticket prices, which would happen 2 ½ weeks prior to the event, to encourage people to purchase them early?
No
Yes If yes, what is the later price?____________ What day and date should that go into effect? ________________
What day and time do you want ticket sales to end?__________________________
FOR OFFERING
When an offering is collected, deacons should be requested to collect it.
FOR INSTALLMENTS
Please list all installment dates.
| |Day of the Week (Ex: Monday) |Date (Ex: January 1, 2018) |
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Please list ALL persons who will collect installments
| | Name |Email |Phone |
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EVENTS REQUIRING CONTRACTUAL AGREEMENTS
If you are planning an event, where the church needs to enter into a contract. Full time staff ONLY are permitted to enter into contracts. Therefore, please do not sign a contract on behalf of the church. Please complete the following
CONTRACTUAL SERVICES
| |Vendor |Service Provided |Total Cost |Deposit |Due Date of Deposit |Remainder |Due Date of Remainder|
| | | | | | | | |
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VENDOR 1
Name of Vendor________________________________________________________________________________
Telephone Number______________________________ Email Address___________________________________
Address_______________________________________________________________________________________
Service Provided________________________________________________________________________________
What is the Cancellation Policy?________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
VENDOR 2
Name of Vendor________________________________________________________________________________
Telephone Number______________________________ Email Address___________________________________
Address_______________________________________________________________________________________
Service Provided________________________________________________________________________________
What is the Cancellation Policy?________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
VENDOR 3
Name of Vendor________________________________________________________________________________
Telephone Number______________________________ Email Address___________________________________
Address_______________________________________________________________________________________
Service Provided________________________________________________________________________________
What is the Cancellation Policy?________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
Please complete the above information for every vendor requested. Submit additional vendor info on a blank sheet.
SPEAKERS/HONORARIUMS
Will you have a speaker/speakers? Yes No
If Yes, please list who you would like to invite _____________________________________________________________
__________________________________________________________________________________________________
Speakers for any SPBC events must be approved by staff. Please consult staff for speakers, honorariums, and IRS forms.
SPBC SERVICES
What will you need for your event?
Audio (Microphones) Ushers/Greeters Video/Media
Media/Video/Lighting SPBC Transportation Counting Team
Security Staff Pastor Shepherd Staff
ROOM SETUP
To provide a room setup, please contact staff about obtaining a Facility Setup Form.
MARKETING
Bulletin Deko Website Social Media Fliers
EXPENDITURES
If using an Outside facility, please include costs of the location,
Provide 1 quote for items under $1,000. Provide 2 quotes for items above $1,000.
| |Item |Vendor |Item No. |
Cost Per Person____________ (Take the total price and divide it by the estimated number of persons to attend)
REVENUE (INCOMING)
| |Type of Revenue |Notes |Total |Anticipated Date of Submission|
| | | |Amount | |
| |Offering | | | |
| |Pre-Ticket Sales | | | |
| |(2 weeks Prior) | | | |
| |Pre-Ticket Sales | | | |
| |(1 week Prior) | | | |
| |Grants | | | |
| |Budgeted Amount | | | |
| |Restricted Account | | | |
| |List Name___________ | | | |
| |Other | | | |
| |_______________________ | | | |
| |Other | | | |
| |_____________________ | | | |
| | | | | |
| |Total | |$ | |
PLEASE NOTE:
Failure to complete each applicable line of this form, along with ALL supporting documentation (ex. –Vendor/Expense estimate) may result in a delayed consideration of your plan. Please double-check this form prior to submitting it for consideration and exercise patience during this process.
Leader Signature_____________________________________ Date___________________
Leader Signature_____________________________________ Date___________________
Thank you for completing this form. It will help us assist you!
Authorization
Date the Staff Received: _______________________ Date Initially Reviewed: _______________________
Supporting Staff Member ___________________________________________________ Date________________
Approved / Not Approved ____________________________________________________ Date _______________[pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic][pic]
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