Event Planning

Getting Started
Use these questions to guide your discussion when you begin to plan an event. 

• Why are we considering having an event or fundraiser?
• What is the purpose of the event or fundraiser?
• How will this event or fundraiser help to advance the mission of our ministry/organization and the mission of St. Peter Parish?
• What is the goal of the event?

• What is the fundraising goal?
• How can this event or fundraiser be sustained in the future?
• What will the event be (auction, social gathering, speaker, retreat, raffle, food sales, etc.)?
• Who is our target audience?
• Who are we inviting to this event or fundraiser?
• Do you need a speaker for the event? (If so, get approval and book speaker)

• What do we need to do to plan the event?
• Who will organize this event or fundraiser?
• When will the event take place? (Determine date, check parish calendar)
• What other events or fundraisers are happening in the parish and community on or near your event date? (Check parish calendar and community calendars, if applicable)
• Where is this event or fundraiser going to be held? On campus?  Off campus? Virtually?
• Does this event or fundraiser require meeting space at St. Peter? (Determine room size, set up time frame, room layout, tear down time frame)
• What is the timeline to plan the event?
• What is the schedule for the day of the event?
• How many volunteers are needed?
• Is registration required for this event? If so, how will people register? (We Share, Other Online Payment Platform)
• What is the budget for the event?

Process for Moving Forward in Planning Event

• Please check the parish calendar to see if there are available rooms on your preferred dates.
• Please submit the Event Request Form online. This proposal must be completed for any meeting, event, fundraiser, mission collection, or any special activity (prayer service, devotion, etc).
  • For larger events or any fundraiser, please complete this form at least 4 - 6 weeks prior to the event or fundraiser.
  • For smaller meetings, please complete this form at least 1-2 weeks before your meeting takes place.

 Event Request Form

• Event request forms will be reviewed by the calendar coordinator and parish leadership team if needed.
• Await approval before moving forward with any promotions or vendor commitments.
• Once the form has been reviewed, you will receive either a confirmation of approval or a request for alternative dates or more detailed information.
• Pick up the key from the rectory office the day of your event (or Friday if on the weekend) before 3:00 pm. Return the key the next business day.
• Each ministry is responsible for the setup and breakdown for their event.
• To promote your event or fundraiser, please refer to the Communications Guidelines. Do not publish any meeting, event or fundraiser date in the bulletin or other communications before receiving confirmation.