Free Special Church Event Planning Minute Template

Special Church Event Planning Minute

Date: October 25, 2050
Time: 6:00 PM - 7:30 PM
Location: Church Conference Room

Attendees:

  • Pastor June Reed

  • Mary Johnson (Event Coordinator)

  • Tom Wilson (Youth Leader)

  • Sarah Lee (Outreach Volunteer)

  • David Brown (Finance Committee)

1. Opening Prayer

  • Pastor June opened the meeting with a prayer for guidance and inspiration.

2. Review of Previous Minutes

  • The minutes from the last meeting held on October 15, 2050, were reviewed and approved.

3. Event Overview

  • Event Name: Community Harvest Festival

  • Date: November 16, 2050

  • Time: 2:00 PM - 6:00 PM

  • Location: Church Grounds

4. Goals and Objectives

  • Foster community engagement and outreach.

  • Provide a fun and safe environment for families.

  • Raise funds for local charities.

5. Committee Updates

  1. Logistics:

    • Tom will coordinate the setup and teardown of tents and tables.

    • Sarah will manage equipment rental (sound system, games).

  2. Food and Refreshments:

    • Mary reported that local businesses are willing to donate food items.

    • A potluck-style arrangement was suggested for desserts.

  3. Activities:

    • Games for children, including a pumpkin carving station.

    • Live music with the church band is scheduled from 3:00 PM to 5:00 PM.

    • Pastor June will give a short message at 5:30 PM.

6. Budget Discussion

  • David provided an overview of the proposed budget.

  • Estimated costs and potential sponsorships were discussed.

  • A motion to approve a budget of $1,000 was made and unanimously approved.

7. Marketing and Promotion

  • Sarah will design flyers and post them on social media.

  • Announcements will be made during church services leading up to the event.

8. Volunteer Sign-Up

  • A volunteer sign-up sheet will be circulated in the church lobby next Sunday.

  • Mary encouraged all attendees to recruit more volunteers from their groups.

9. Next Steps

  • Confirm all vendors and finalize logistics by November 5, 2050.

  • Schedule a follow-up meeting on November 8, 2050, to finalize details.

10. Closing Prayer

  • Pastor June closed the meeting with a prayer, asking for a successful event and blessings on the planning process.

Meeting Adjourned: 7:30 PM

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