Planning Guide for Worskhops

6-12 months prior

• Set up committee
• Determine purpose of event
• Check with diocese to make sure nothing is scheduled that will conflict with event
• Choose presenter and request dates
• Confirm date with OCP workshop/event organizer and host
• Send mailing or fax to various churches and dioceses to have them put event on calendar

6 months prior

• Plan specifics of event: times, people, publicity, caterers (optional)
• Receive confirmation letter from workshop/event organizer, sign and return one copy
• Prepare flyer and contact workshop/event organizer by mail or fax

4 months prior

• Plan for publicity (see next section): Call Catholic newspaper or local paper with religion section
• Finalize flyer preparation and prepare to mail upon receipt of flyers
• Select team to contact other churches and organizations that may be interested in attending
• Contact caterer (optional)

2-3 months prior

• Open checking account (optional)
• Talk with OCP workshop/event organizer regarding travel arrangements for presenter

1 –2 months prior

• Contact Catholic radio stations. Ask to have a radio spot run for one month prior to event
• Send news release to diocese or archdiocese
• Talk with presenter regarding details and requests
• Arrange for accompanist (if needed)
• Plan logistics of rehearsals (if applicable)
• Plan use of space/facilities for event
• Contact workshop/event organizer for consignment order and workshop materials
• Reserve hotel/motel room for presenter
• Open registration
• Recruit volunteers to handle the following: money, facilities (including equipment), registration, hospitality, transportation and preparation of merchandise for sale

1 month prior

• Respond to inquiries from interested parties
• Advertise at other local events
• Contact local parishes and ask them to put a notice in their Sunday bulletin
• Deposit to caterer (if applicable)

2 weeks prior

• Touch base with presenter and OCP workshop/event organizer
• Prepare registration list
• Coordinate all committees
• Send payment for travel expenses
• Coordinate rehearsals (if necessary)
• Do banking (if necessary)

1 week prior

• Prepare nametags, registration materials and registration list
• Prepare signs, special needs for site: copies of music, beverages and snacks
• Pre-pay for lodging
• Plan for someone to meet presenter at airport and provide a meal if time permits
• Confirm delivery of merchandise and workshop materials. Check accuracy of consignment order.Call OCP workshop/event organizer if there are discrepancies
• Write prices on placards and bookmarks (enclosed with workshop materials)

1-2 days prior

• Confer with all teams