EVENTS. Event Request Guidelines

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Amberly Price
5 years ago
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1 Event Request Guidelines Non-Registration Events: Event packet must be turned in to Admin and approved 6 weeks prior to your event. This allows 2 weeks for administrative needs prior to your event going public at 4 weeks out. Ministry Specific Registration Events: Event packet must be turned in to Admin and approved 12 weeks prior to your event. This allows 2-4 weeks if needed for administrative needs prior to your event going public at 8-10 weeks out. Churchwide/Community Registration Events: Event packet must be turned in to Admin and approved 6 months prior to your event. This allows ample time for administrative and other needs prior to your event going public at no less than 4 months out. EVENTS Admin Team Guidelines/Summary/Details/Check Request/Budget Sheet/Registration Forms 10/10/18

FOR OFFICE USE ONLY Approval Date / / Event Date / / Admin Initials EVENT SUMMARY Ministry Event Title Event Coordinator Name/Phone Event Location: On Site Area Off Site Place/Address Date / / to / /

2 FOR OFFICE USE ONLY Approval Date / / Event Date / / Admin Initials EVENT SUMMARY Ministry Event Title Event Coordinator Name/Phone Event Location: On Site Area Off Site Place/Address Date / / to / / Total Event Budget (see attached budget sheet) How does this event support our vision? Describe what will happen at this event? Main purpose: Connect-kids/students/campfires/etc. Grow-conferences/discipleship/etc. Serve-missions/care/etc. Go-outreach/evangelism/etc. Target Population: Churchwide Kids Wildlife Young Guns Men Women Parents Empty Nesters Leadership Community Promotion: Trail Guide Realm GroupMe Facebook Description for flyer, poster, banner, etc. Cost per person Deadline Date / /

3 EVENT DETAILS Approximate number of people expected to attend/participate: Setup Time Start Time End Time Tear Down Preferred room(s) & Capacity: Preferred Areas: Pavilion/Small Playground Main Pond Range Rec Area (basketball/volleyball/gaga ball) Large Playground Living Waters Pool Disc Golf Course Obstacle Course Back Porch/Baptismal Highway Parking Lot/Field Kickball Field Legacy Hall (500) General Store (50) Bank/Explorers (12-15) Sheriff s Office/Critter Care (12-15) Post Office (12-15) Blacksmith (8-10) Cave (125) Brown Room (10-12) Brown Bathrooms Trailer (8-10) Cabin #1 (5) Cabin #2 (5) Cabin #3 (5) FACILITY RESOURCE NEEDS Check all that apply/how many: Room layout (sketch of desired layout) Tables (4 ft. wood round) (5 ft. lifetime round) (6 ft. lifetime rectangle) (8 ft. wood rectangle) Chairs (lifetime) (metal) Podium Walkie Talkies Safety Vests Bait Buckets Short Term Storage - items (room or fridge/freezer) Space to Sort items (package/distribute) Other

4 ADMINISTRATIVE/TECHNOLOGY Check all that apply/how many: Online Registration (fill out attached registration form) Facility Transport/Pickup Items Copyright Clearance TV/Roku/Hotspot/CD Player Microphone(s) Projector/Screen Office Supplies (pens/note pads, etc.) Other FINANCIAL NEEDS Check all that apply: Rent Supplies Paid Childcare Worker(s) Signed Contract(s)/Agreement(s) Check Request(s) Deadline / / (Caterer/band/supplies/misc.) (see attached form) Solicit In-Kind Donations (Admin approval) Recognition Fee (Admin approval) Door Prizes Order Resources Speaker Gift Other Event Coordinator: (only sign if ONLINE registration is NOT needed) Print Name _ Signature _ Date _ PERSONNEL NEEDS Check all that apply/how many: Volunteers Childcare Workers Ushers Greeters Security (Sheepdogs or Police Officers)(bid) Parking Attendants Health and Wellness (Medical) Prayer Team Other KITCHEN NEEDS Check all that apply/how many: In House Caterer External Caterer Dinner Plates Dessert Plates Bowls Cold Beverage Cups Hot Beverage Cups Napkins Paper Towels Forks/Knives/Spoons Bottled Water Ice Ice Chests Other MAJOR DETAILS Check all that apply: Ticket Sales/Quantity Decorations Transportation - (multiple bids) Lodging - (multiple bids) Venue Reservation/Contract (Off-site Locations) Guest Speaker(s)/Musician(s) (Admin approval) Other

5 ONLINE REGISTRATION FORM Registration Types: Event Name Detailed Event Description in Realm Date and Time: Date / / Time to Date / / Time This event is taking place at Located at Event Contact(s) Standard Registration: Standard Registration Fee $ Make Registration Public Yes No Public Registration Dates: From To Max Capacity for Standard Registration Early Bird Registration: Early Bird Registration Fee $ Make Registration Public Yes No Public Registration Dates: From To Max Capacity for Early Bird Registration Late Registration: Late Registration Fee $ Make Registration Public Yes No Public Registration Dates: From To Max Capacity for Late Registration

6 ONLINE REGISTRATION FORM CONTINUED Per Person Per Couple Deposit - (only available for events that cost $100 or more) Yes No Required Deposit at Registration Payment Settings: Payment Message Minimum Payment Amount _ Questions: Does your event require information from the participant, room type, food allergies, etc.? 1.)_ 2.)_ 3.)_ Event Coordinator: (only sign if ONLINE registration IS needed) Print Name _ Signature _ Date _ 4.)_

7 Check Request #1 Check Request #2 Date: / / Date: / / Make check payable to: Make check payable to: Amount of check: Amount of check: Date needed: / / Date Needed: / / Description of expenses: Description of expenses: Requested by: Requested by: Delivery options: Give check to me at church Mail check to this address: Other Delivery options: Give check to me at church Mail check to this address: Other For reimbursements, please attach receipts to this form. For reimbursements, please attach receipts to this form.

8 Budget Planning Sheet Anticipated Expenses: Facilities Rental Food Lodging Anticipated Income: Registration Fees $ Co-Sponsors (please list below) $ Publicity Fundraising $ Speaker/Recognition Fees Other $ Supplies Total $ *If your totals do not match, you may need to adjust your budget accordingly* Musician/Band Travel Security Licenses/Permits Registration/Processing Fees Other $ Total

9 Minor Registration Form (17 & Under) Event Name: Cost: Event Date: / / to / / Minors First/Last Name Parent/Guardian Name(s) Address/City/State/Zip Parent phone number Parent In the event of an emergency, do you give Sportsman s Church permission to seek medical attention for your child? Yes No Questions: 1.) Does your child have any special needs or allergies we should be aware of? 2.) What grade will your child be entering this coming fall? List 3 people who have permission to pick up your child: 1 st Name Phone 2 nd Name Phone 3 rd Name Phone

10 Adult Registration Form Event Name: Cost: Event Date: / / to / / First/Last Name(s) Address/City/State/Zip: Phone Number: Address: In the event of an emergency, do you give Sportsman s Church permission to seek medical attention? Yes No Questions: 1.) Do you have any special needs or allergies we should be aware of? 2.) Do you require ground floor accommodations?

Tournament Planning. Timetable (varies according to size of tournament)

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