Service Advisory: During scheduled maintenance starting at 9:00pm PDT February 19th, 2019, will be briefly unavailable. We apologize for any inconvenience this may cause.
alternate language

Planning Guide for Worskhops

Thank you for hosting an OCP event.
We are confident that our composer/clinician will provide a memorable experience that will educate and inspire all who participate.

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

To plan an event, call OCP Events at
1-800-LITURGY (548-8749)
or email