Complete this form to submit a Meeting/Special Event Information Sheet 

ALL requests are brought before the staff at weekly staff meetings for approval. 

Before an event can be added to the church calendar the event must be approved at staff meeting. 

(This ensures that we are not scheduling events where we are overlapping our time, building,

or resources.)  The Contact Person will be notified after our next staff meeting.

Name of Contact Person/Responsible Party:             

Phone Number where Contact Person can be reached:     Alt phone #

Email Address of Contact Person:   

 

                                       

Event/Meeting Information:

 

Description/Name of Event/Meeting:   

Location Requested for the Event/Meeting:   

Date Requested for the Event/Meeting:    //       

Time arriving for set up:  

Event START Time:         Event END Time:   

 

Include announcement in: (check all that apply):

bulletin (deadline Tuesday)    screen in Grace Hall (deadline Tuesday)     Newsletter (deadline 20th of month)   

 

Announcement text:

 

Will transportation be furnished (info. for bulletin purposes only-

if you require the use of the bus or van you must fill out a Vehicle Use Form):    

 

Number of people you are expecting to attend:  

 

Kitchen Supplies Needed (check all that apply):   paper plates    bowls     dessert plates   

plastic silverware      8 oz. Styrofoam cups      12 oz. Styrofoam cups       napkins

other  (list below)

 

 

Set up required by custodians (i.e. tables/chairs): Please note:  the Custodians are only involved

in set-up and clean up on certain events.  If the Custodians are not involved in set-up, it is the

responsibility of the person in charge of set-up to return furniture, fixtures, and/or equipment

to the original places; to follow the posted procedures in the kitchens (if the kitchen areas are

approved to be used); and to ensure that all doors are locked when the event is over).

 

Detailed Custodian instructions (list below):

 

Who will be locking and unlocking doors?

 

Audio/Visual Equipment or Supplies Requested:

(if you need a microphone, DVD player, or CD player note that here)

 

Office Assistance Requested: (such as programs, mailings, emails, etc.)

 

List any other information that you think might be helpful below: