Your Event Design Checklist

Christmas is coming! Which means so is all the crazy that comes with Christmas events, outreach nights, carols services, gingerbread evenings, holiday clubs, Christmas services, festivals, dinners, parties and everything else we’ve grown to expect from churches at Christmas time.

All these great events need to be promoted, both to your church and your community, so visually appealing and engaging design is key to making sure your events are noticed. A wide array of promotional material will need to be created in order to effectively promote your events, so to make this task easier, we’ve created this simple checklist to help you make sure you’ve got every relevant design, graphic and document you’ll need to make this event a huge success!

Some of these won’t be relevant for your particular event. Some will double-up and be used for two checklist items. But have a look through anyway, to avoid any last-minute rushes to get design work completed! We’ve given you an example to demonstrate some of the checklist items. This is for a Carols evening hosted by a church in Perth, Australia, and the design concept was adapted from this template, available with a Graceway Media subscription. The examples will help you to see how the same, consistent design concept can carry through a variety of different mediums, sizes, ratios and audiences.

Paper handout

This is your brochure/flyer/leaflet (whatever you want to call it!). It’s a physical, paper printed item that people can take home with them, put on their fridge, give to friends, or put in a letterbox. It will probably be A5 or A6 in size, single sided or double sided (depending on how much info you need to include), and either portrait or landscape, depending on what works best for the design concept you’ve chosen. It needs to include all relevant information and go into a reasonable amount of detail, or point to where people can find out more (website, Facebook page, etc)


carols-handout-back carols-handout-front

Promotional slide

This is the slide you’ll display on a Sunday when someone is speaking about your event. It should include key information like dates, times and event name, but doesn’t need to go into too much detail. Keep text sizes large so they can be read from a distance. This needs to be produced at either a 4:3 ratio or 19:9 ratio, depending on your church’s projector setup. It could be produced as a 1920x1080px document in Photoshop, but could just as easily be put together in Photoshop or Keynote.



Facebook graphic

If you’re going to advertise your event on Facebook (or any other social media platform), you may like to produce a “purpose-built” graphic, designed specifically with a Facebook audience in mind. Some things to remember when producing Facebook images:

  • If you want to pay money to “boost” your post, Facebook will reject any requests with too much text included on the image. No more than 20% of the image can be text, otherwise Facebook won’t approve your sponsored post.
  • Facebook is pretty flexible in terms of image sizes and ratios, but if you want to get it spot on, check out this guide.



Note: Although this image contains useful information for a Facebook audience, this particular post could not be boosted using Sponsored Posts. There is far too much text and doesn’t follow Facebook’s “20% rule”, so the church would have to rely heavily on “organic reach”, by individuals liking, sharing and commenting on the post, rather than paying for Facebook to boost it.

A3 poster

Large, laminated posters can be placed in high traffic areas of your church (like toilet doors!), as well as in community locations like shopping centre noticeboards, schools and community centres. They’ll probably be quite similar in design to your paper handout, but remember to include a call-to-action (ie, the “next step” you want the reader to take). This could be to visit your website or Facebook page, sign up or register for the event, or to call or text a phone number to find out more.



Advertisement for bulletin/newsletter/news email

Although you’ll most likely be using blocks of text to promote your event in a newsletter (whether paper or digital), you’ll attract more readers with a big, bold, eye-catching graphic to snag their attention! No need to include much detail (as this will be included in your text write-up), but including at least the event’s title and a glimpse of your design concept will help readers make connections between what they read in the newsletter, hear on a Sunday and see on their Facebook newsfeed.



Blank slides for the event

If your event will include a speaker, or any sort of “up front” presentation, you’ll want to get hold of a couple of slide variations to be used to support your presenter. If they need to display points, Bible verses or quotes, it will look much better if they’re doing this on a slide that’s consistent with the branding of your event. We like to always produce three slides as part of every branding package: a title slide, a content slide and a paragraph slide. Make sure your speaker gets these in advance so they can insert their sermon slides on the correct background.


carols-welcome-slide carols-paragraph-slide carols-content-slide


Ideally, you’ll want to direct interested people to a website where they can find out more. As an added bonus, it would be great if the design elements on this webpage are consistent with the design used elsewhere to promote the event!


Will your event guests receive some sort of booklet or handout as they arrive? The cover page is likely to be the same as your handout or A3 poster, but make sure you decide early if this needs to be produced!

Follow-up forms

At the end of the event, will you want your guests to fill in a feedback form, contact card or follow-up slip? Make sure these are ready in advance, and you’ve carefully thought through all the information you want to collect. Keeping the design of these forms consistent with the rest of the event will make for a more “professional” and organised feel.


Seeing so many individual designs can be overwhelming, but once your initial design concept is ready, it’s actually not a huge task to transfer that concept into documents of varying sizes and ratios. Need help coming up with an initial design concept? We highly recommend a subscription to Graceway Media, giving you access to Photoshop files of all their great designs. You can then customise them to your exact event and specifications, saving you SO much time in the design process!

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