Check List for Impact World Tour Banquets

• Set date - No conflicting local /church events
• Book speaker
• Book facility and have contract in hand (include set-up time)
• Check for conflicting events in other rooms that could create a disturbance or be annoying
• Check with the speaker ahead of time to find out his/her specific requirements (DVD, PowerPoint, etc.)
• Give churches their table host packs (print 3 times the venue’s capacity) and encourage them to recruit hosts
• Give Executive & Fundraising Team members their table host packs
• Promote banquet in churches and at other pre-banquet events
• Ensure materials for banquet are printed and ready (banquet envelopes and pledge cards)
• Follow up to confirm who will serve as table hosts
• Liaise with Hospitality Team to arrange volunteers to help make desserts and setup venue

• Contact table hosts who haven’t returned their response sheets
• Send letter to table hosts’ invitees

• Send reminders (email or postcards) to invitees
• Secure quality PA & Lighting System and video equipment if required. (Hand held mic or long cord needed)
• Prepare words for worship (either overhead or computer PowerPoint) – this is also a good time to check the selection of songs to ensure it is appropriate
• Secure adequate staging (crucial for 100+ people)
• Ready name badges for Executive Committee
• Recruit ushers and sound and light people
• Meet with M.C., Fundraising Team Leader and others on program
• Confirm details with Hospitality Team to ensure enough volunteers and desserts
• Contact venue to confirm setup time and other details

• Have materials prepared and counted out ahead of time.
• Pledge cards
• Volunteer sign-up brochures
• Response envelopes
• Always carry a back up copy of the current IWT video
• Banquet offering tally sheets and report
• Set up room and place audio/video equipment
• Position speaker (stage) at front or side. Keep the entrances/exits/bathroom/kitchen/food areas at the back, as far from the speaker as possible.
• Consult with IWT staff for table placement – tables should be round if possible, seating 8 people.
• Set up room so that as many as possible can see easily (see below). Limit obstructions and bring people as close to speaker as possible.
• Set up for the minimum expected with other tables ready so there’s not a lot of empty tables (bad atmosphere).
• If room is too big, place partitions or plants strategically to create a more intimate feel.
• Round tables are better but if you only have rectangular tables, set up as shown below so that people can see as well as possible.
• Often the projector, screen and soundboard are the most difficult and ignored items. Make sure the projector and sound are set up as the tables are placed. It is not always the best to have the screen behind the speaker as it doesn’t make the greatest backdrop.
• Set up buffet tables to allow access from both sides.
• Table set up should be ready at least 2 hours before start time to allow Hospitality Team to dress the tables and complete food prep.
• Make sure lighting is placed properly and is adequate. (Good lighting over stage.)
• Record the banquet presentation, when possible.
• Check video equipment. Make sure it is focused and functioning to its maximum capabilities.
• Check Sound. Speakers need to be placed high for best sound.
• Audio/visual checks should be completed AT LEAST 1 hour before start time.
• Start background music 30 minutes before start.
• Brief ushers on arrival.
• Confirm program details with M.C., worship team and others involved as they arrive.
• Ensure all food prep is completed and desserts are ready to be served 30 minutes before start.

• Send out thank you letter to church, hosts and helpers
• Enter donor and volunteer data into database
• Send thank you letters to donors, including giving/pledge update
• Send report to YWAM Campaigns Office