Ministry Event Planning Form

This form must be filled out 8-10 weeks in advance of your event. It will then be submitted for approval by the Executive Team.

Ministry Leader Responsibilities:

Each group is responsible for their own clean up.

Make sure all cleaning supplies are put away.

Ministry Leaders must open and lock doors prior to and upon the conclusion of the event.

Check the availability of items needed prior to the event (Please see Maintenance Staff.)

Please Note:
Your date is not secured until your event has been approved by the Executive Team. Please wait for confirmation of approval before advertising your event.

Advertising for the event will begin as needed three weeks prior to the date of the event or your registration cut off date. This may include social media, announcement videos, email blasts, and inclusion on our church website.

Event Coordinator Information

Coordinator First Name

Coordinator Last Name

Email

Phone Number

Alternate Contact Name

Alternate Contact Phone

Event Information

Name of Event

Please provide a brief description of your event. Some of this wording may be used in the marketing per approval by the marketing team.

Today's Date

Date of Event

Will this event be held at the church or off site?

At the church

Off site

Event Start Time

Event End Time

Approx. Number of Attendees

Where will the event be held?

Preferred Setup Date

Preferred Setup Time

Marketing Information

Is this a registered event?

Yes

No

Is there a cost for this event?

Yes

No

What is the capacity for this event? (Leave blank if there is no limit.)

What is the cost per person?

What information do you need from attendees?

Name

Phone

Email

Childcare

Will registration need to be cut off before the event date?

Yes

No

What is your registration cut off date?

Is there anything else registrants should indicate (meal choice, allergies, etc.)?

Food Information

Will you be serving food?

Yes

No

How many food warmers do you need?

What kind of tablecloths do you need?

White Cloth

Black Plastic

Both

None

How many tablecloths do you need?

Name of Caterer

Caterer Phone Number

If other, please specify:

Setup and Media Information

Number of round tables needed (each seats 6)

Number of 8-foot tables needed (each seats 10)

Number of chairs needed

Media Operator (must be approved by Media Coordinator)

Sound System Operator (must be approved by Worship Pastor)

Keyboard Player (must be approved by Worship Pastor)