Event Coordination Worksheet: A Practical Tool for Church Security and Beyond
I learned an invaluable organizational tip during my time in the Army, and over the years, I’ve adapted it to suit a variety of situations. While this article focuses on church security planning, the same principles apply to family reunions, community events, or any large gathering. If you’ve ever found yourself saying, “I wish I had thought of that,” this tool is for you.
The Event Planning & Coordination Worksheet is designed to help you think through every detail of your event—especially those that impact safety and security. Here’s a breakdown of what to include:
Event Overview
- Event Name & Description: Clearly define the purpose of the event.
- Date, Time, and Location: Include start and end times.
- Audience: Who is attending? (e.g., children, seniors, families)
- Estimated Attendance: Helps determine staffing and logistics.
Coordination & Communication
- Key Contacts: Who do you need to coordinate with? (e.g., food, registration, parking)
- Timeline: When will you reach out to them?
- Communication Plan:
- – How will leadership, security, first aid, and parking teams communicate?
- – Will you use cell phones, radios, or HAM radios?
- – Make sure everyone knows the plan.
Safety & Security Considerations
- Weather Forecast & Contingency Plans: Even indoor events are affected by weather (e.g., slippery parking lots).
- Access Control:
- – Prevent unauthorized access.
- – Separate pedestrian and vehicle traffic.
- – Protect vulnerable attendees (e.g., children).
- Staffing:
- – How many workers are needed?
- – How will they be identified (e.g., vests, badges)?
- Existing Security Concerns:
- – Nearby roads without fencing.
- – Custody disputes.
- – Potential conflicts (yes, even over sports teams!).
Medical & Emergency Preparedness
- Known Medical Concerns: Allergies, diabetes, or other conditions.
- Medical Response Coordination:
- – Is there a first aid station?
- – Are trained responders available?
- Law Enforcement Presence: Consider inviting local police for visibility and traffic control.
Logistics & Layout
- Money Handling:
- – Is there a collection site?
- – How will you secure those handling funds?
- Support Vehicles: For transporting people, supplies, or responding to emergencies.
- Designated Areas:
- – Registration
- – Refreshments
- – Security Stations
- – First Aid
- – Ministry Booths
Final Thoughts
- This may seem like a lot, but thorough planning is what separates a smooth event from a chaotic one. For larger events—like a two-day softball tournament—you’ll need even more detailed staffing and contingency plans.
- Take what’s useful and make it your own. Whether you’re organizing a church picnic, a youth retreat, or a neighborhood block party, this worksheet can help you stay ahead of the curve and ensure a safe, well-coordinated event.
