Event Planning Packet

Transcription

1 Event Planning Packet This packet should be completed by any ministry leader desiring to have an event/program at the Church of the Living God. This packet includes the Ministry Event Questionnaire, Ministry Event Checklist, the Sound and Equipment Work Order Request (if needed), the Use of Kitchen Supplies/Equipment Request (if needed) and the Bulletin Submission Form. Complete the applicable form and submit it to the office at least a month prior to the event if it is already on the church calendar. Please see the inserts from the Policies and Procedures Manuel for more information on scheduling dates on the calendar. Scheduling A Date On The Church Calendar The policy for scheduling a date on the church calendar is: The pastor and ministry leaders shall set an annual calendar of events for the ministry from September to July. Thereafter, only the Church Office is authorized, with the approval of the Pastor, to write dates on the ministry calendars. Each ministry team leader must complete and submit an Event Planning Packet to the church office three months in advance of the calendar date. New calendar dates must be approved first. If the calendar date is approved, you will receive notification via or telephone within 1 week of form submission. Events, Programs, Meetings, etc scheduled outside of the regular calendar dates must not overlap or interfere in any way with scheduled events, programs, meetings, etc. Pop-up meetings or events will be reviewed and prioritized when in conflict with already scheduled events. Submitting Announcements/Prayer Concerns The deadline for submitting announcements/prayer concerns (i.e. sick, shut-in, hospitalizations, bereavement, etc.) for the printed bulletin and the media projector will be on Wednesdays at 6:00 pm. Announcements must be approved by the pastor. Announcements received after the deadline may be posted on the church bulletin board upon approval or held until the following week. All announcements/prayer concerns must be submitted via through the website at or placed in the office door tray in the HQ Educational building using the Bulletin Submission Form. All announcements to be read over the pulpit during a regularly scheduled service (Sunday/Wednesday) require prior approval by the Minister of Worship and the Pastor at least 3 days prior to that service. No announcements are to be given to the pulpit on Sundays prior to or during worship services. There will be no pop-up announcements made during worship services by leaders, staff or lay persons except in case of emergency. Thank you cards and special recognitions should be submitted to the minister of worship no later than the day prior to the service. Cards and special recognitions received after the deadline will be read the following week.

2 MINISTRY EVENT QUESTIONNAIRE This questionnaire must be completed and submitted to the Administrative Offices for review and approval before any ministry event/program. I. GENERAL INFORMATION A. Name of Requesting Ministry: Contact Person: Position in Ministry : Address: Phone Number( ) B. Is this date already on the calendar? If not, why was it not presented during calendar planning? How does the event line up with the ministry mission and vision: II. EVENT INFORMATION A. What is the purpose and/or nature of the proposed activity your ministry intends to sponsor/host? Please describe the proposed activity in detail and/or furnish us a copy of the tentative program outline. B. Date(s) Requested Time(s) Requested C. How will event participants' entry be controlled? Check appropriate category(s). 1. Pre-sold tickets. 2. Admission fee at door. 3. Open (free) admission to all. 4. Pre-registration members and/or guests. D. How is the budgeted amount for this event/program? (please submit on a separate sheet, expected income and expenses for this event.) E. Will there be a financial charge to attendees? Yes No How much will it be? F. Will anything be sold or distributed in association with the event? Yes No If yes, describe G. How many people are expected to attend event? Form 2-1

3 H. What portion of the facilities will be utilized in conjunction with this event? (Please specify on a room by room basis) I. Which of the following listed would be needed (if available)? Parking Attendants Greeters Ushers Registration Personnel Other (Describe) J. Special Set-up Requirements - Please describe below in detail any proposed furnishing set-up needs by time of need and number of items. (i.e. tables, chairs, podiums, etc) K. Technical Services - Please describe below in detail, sound, lighting, staging, musical, audiovisual and any other services which will require assistance by our technical staff. L. Food Services - Please describe below in detail any proposed food services associated with this event and how you plan to provide these services. (see Sound and Equipment Work Order Request) III. CONCLUDING INFORMATION This questionnaire will be reviewed and our response will be returned to you via or mail (if unavailable) within two weeks of receipt date. If you have any additional questions, please feel free to call us at (513) Please return this completed form and appropriate attachments to: Attention: Office Administrator (excellence@cotlg51.org) or fax it to (513) Please furnish any additional information or explanations which you feel would be helpful in evaluating your request. Signature of Requesting Ministry Representative FOR MINISTRY INTERNAL USE ONLY Person Reviewing Request Date Request: Approved Denied By Date Signature Comments Regarding Decision Date follow-up letter sent to ministry leader Form 2-2

4 SOUND AND EQUIPMENT WORK ORDER REQUEST Section A : Information on Requested Work Date Requested Requested By Staff Member/Lay Person Responsible Position Title Address/Cell Phone Date of Event Time Type of Meeting/Event Areas to Be Used Sound Needed: (Include Number of Microphones and Stands Needed) Equipment Needed: (Include projector, etc., if Needed) Other Needs/Comments: (PLEASE ATTACH ANY OTHER PERTINENT INFORMATION) Section B : Audio/Visual Department Use Only Date Received By Assigned To Calculation of Charges Comments Form 9-01

5 USE OF KITCHEN SUPPLIES/EQUIPMENT REQUEST Date of Request Date of Activity From To Time of Activity Department Dept Head/Secretary Initials Activity Contact Phone Request for: Breakfast Total # of People Expected Luncheon Dinner Snacks Other Activity Location Reserved on Church Calendar? Yes No Seating Arrangements Note: Layout must be provided to the janitor a week prior to the date of usage Menu Plan Amount Budgeted for Supplies 9-inch Plates 6-inch Plates 12-ounce Bowls Forks Spoons Knives Dinner Napkins Cocktail Napkins Pots/Pans Plates Silverware Tablecloths Restocking Date: Note: All supplies must be restocked by department head within one week of the event. DISPOSABLE GOODS NEEDED: (list quantity) 12-ounce Cups 8-ounce Cups 6-ounce Cups Tablecovers Roll Towels Garbage Bags Other ADDITIONAL ITEMS NEEDED: (list type and quantity) Chafer Racks Steam Trays Tables Chairs Additional Comments: Form 4-1

6 Church of the Living God ANNOUNCEMENT SUBMISSION FORM Do you have an upcoming event, prayer request or sick and shut in addition that you want the church to know about? Complete this form and return it to the church office no later than the Wednesday at 6:30p.m. prior to the date of the announcement. Upon approval, it will be included in the weekly announcements. All announcements will appear based on space availability. Name of event/program Host Ministry (if applicable) Date of event/program Location and Time Please provide the starting date and the ending date for this annoucement How would you like your announcement to read in the bulletin/projected announcements?: Sick and Shut-in (Please include addresses and/or phone numbers if you want the Membership Support to call or send a card) Prayer Request(s) (Please include addresses and/or phone numbers if you want the Outreach Ministry to call or send a card) All announcements must be approved by the Pastor before they will be printed or announced over the podium or appear in the bulletin. No exceptions will be made. Thank you for your cooperation. Pastor s Signature

7 MINISTRY EVENT CHECKLIST Name of Ministry Event Event Date(s) Start Time End Time Purpose for Event Approximate Attendance Person Requesting Phone Number Person in Charge Phone Number INITIAL CONTACT WITH THE MINISTRY DONE Confirm the dates for the meeting Agree upon physical arrangements (rooms and set-up) Clarify equipment needs Clarify food needs if the coffee time is to be handled Agree upon cost, if any STAFFING Finalize the schedule for the meeting Prepare and delegate staff assignments Select and invite guest pastors/guests/laypersons to participate PUBLICITY Prepare a letter or brochure and necessary signs Arrange to send the mailing prior to the meeting Inform the staff to invite pastors and others they know who should attend Announce meeting in staff meeting so all staff are aware Place event on church web site FACILITY PREPARATION Sanctuary Lower Level Fellowship Hall Conference Room Educational Building l Fellowship Hall Kitchen Nursery Office Area Rooms (# ) EQUIPMENT PREPARATION Audio-Visual needs (i.e. sound system, piano, slide projector, etc.) Podium ( # ) Chairs ( # ) Tables ( # ) Display and registration area with table and chairs Name tags Registration forms, if needed Marking pens Money box and change Rented equipment will be provided by the following : Company / Person Phone No. Form 8-01

8 FOOD PREPARATION DONE Table and chairs for meal Coffee, hot water, tea, cream & sugar, etc. Extension cords Arrangements to have kitchen doors unlocked Trash containers Table decorations Silver, dishes, napkins, etc. Adequate volunteers for donationas and serving Special area for dirty dishes Clean-up (Janitor needs) PROGRAM PREPARATION M.C. appointed Special music selected Special announcements determined Persons involved informed of their responsibility Time limitation discussed with all participants OTHER SPECIAL NEEDS If minors involved, parental consents received Handicap accessibility needed FOLLOW UP Special thank you notes written Cost analysis completed Special commitments and promises followed up EVALUATION SUGGESTIONS FOR NEXT EVENT Form 8-02