Church festival

Ideas & preparation

• Programme

  Set the date and theme

  10 weeks before the event

  Checklist: Decisions (3)

  • Agree the date with the church leadership
  • Book rooms and grounds
  • Choose a theme
• Programme

  Collect programme ideas

  9 weeks before the event

• Volunteers

  Form the organising team

  9 weeks before the event

To do

• Budget

  Draw up the budget

  8 weeks before the event

  Checklist: Budget (3)

  • Estimate income (catering, collection)
  • Costs: supplies, promotion, rent
  • Get the budget approved
• Urgent

  Get the permits

  6 weeks before the event

  Checklist: Permits (3)

  • Event permit from the municipality
  • Licence to serve drinks
  • Parking and traffic
• Volunteers

  Find volunteers

  5 weeks before the event

  Checklist: Shifts (4)

  • Set-up
  • Catering
  • Children's programme
  • Tear-down
• Promotion

  Design flyers and posters

  5 weeks before the event

• Promotion

  Invitation in the newsletter and on the website

  4 weeks before the event

• Catering

  Plan the menu and shopping

  3 weeks before the event

  Checklist: Catering (4)

  • Decide the menu
  • Label allergens
  • Order the bulk shopping
  • Arrange crockery and cooling
• Programme

  Prepare the children's programme

  3 weeks before the event

• Programme

  Sound and music

  2 weeks before the event

  Checklist: Tech (3)

  • Test the sound system
  • Rehearse the band or choir
  • Check power outlets

In progress

On the day

• Volunteers

  Set-up

  1 day before the event

  Checklist: Set-up (3)

  • Tables and benches
  • Signs
  • Cash box and change
• Programme

  Festival service

  on the day of the event

• Volunteers

  Tear-down and cleaning

  on the day of the event

After the festival

• Volunteers

  Thank the volunteers

  7 days after the event

• Budget

  Accounts and review

  2 weeks after the event

Done