ST. STEPHEN BAPTIST CHURCH 2017 EVENT/FACILITY REQUEST FORM
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1 Bishop Lanier C. Twyman, Sr. Senior Pastor ST. STEPHEN BAPTIST CHURCH 5757 Temple Hill Road Temple Hills, MD EVENT/FACILITY REQUEST FORM Requesting Ministry: Contact Person(s): Telephone #: Address: Type of Service/Event: Requested Date(s) of Service: Start Time: End Time: Expected Attendance: Facility Needed: Sanctuary Fellowship Hall* Burch Chapel Other: *Attach room arrangement instructions/floor plan. Including special seating arrangements/placements. This packet must be completed and submitted to the Protocol Ministry via at least 60 days in advance of your requested service/event date. St. Stephen Baptist Church 2017 Event Planning Packet 1
2 EVENT OVERVIEW Event Audience: Event Purpose: Event Objectives: How does this event fit our overall Church vision/goal? With what ministry(s) can you partner with to make this event more effective? St. Stephen Baptist Church 2017 Event Planning Packet 2
3 EVENT BUDGET REQUEST {NOTE: Funds Request Form must be submitted to Trustee Ministry} ACTIONS BUDGET REVENUE I. Budget 1. Amount budgeted for this service/event Yes No Is a contract needed? * 2. Revenue anticipated (1) Fees (2) Offering (3) Sales (4) 3. Expenses (guest honorarium, food, lodging, transportation, materials, printing, etc.) 4. Proposed Speaker(s)/Special Guest(s): (1) (2) (3) (4) II. Promotion Plans (postcard, letter, newsletter, bulletin, website, newspaper, radio, etc.) (1) (2) (3) (4) *All contracts must be reviewed and signed by an authorized Trustee. FOR TRUSTEE USE: Ministry Account Number Total amount budgeted TRUSTEE APPROVAL: Signature Total revenues Total expenses Excess (Deficit) Date St. Stephen Baptist Church 2017 Event Planning Packet 3
4 MINISTRY SERVICE REQUEST Ministry Service(s) requested: MINISTRY DATE(S) TIME SERVICES NEEDED Administrations Ministry Armorbearer Ministry Culinary Ministry Dance Ministry Deacon/Deaconess Divine Hands Ministry Emergency Assessment Ministry (Nurses) Hospitality Ministry Media Ministry Men s Ministry Ministerial Alliance Music Ministry Choir Musicians Photography Ministry Praise & Worship Ministry Protocol Ministry Security Ministry Transportation Ministry Trustee Ministry Ushers Ministry (please specify) Women s Ministry Youth Ministry Other: Additional Comments: St. Stephen Baptist Church 2017 Event Planning Packet 4
5 EVENT DEBRIEF (for ministry use only) 1. The Objectives that were met and how: 2. The target audience that was reached (who came): 3. What went well? 4. What was not as good as we had hoped? 5. What do we repeat/not repeat? 6. What needs to be done now to maximize our gain? 7. Is this event worth repeating (effort/resources spent vs. outcome)? 8. If the event is to be repeated, when will it be scheduled for next year? St. Stephen Baptist Church 2017 Event Planning Packet 5
6 EVENT CHECKLIST (for ministry use only) INITIAL CONTACT WITH ADMINITRATIONS & PROTOCOL MINISTRIES Confirm the dates for the service Agree upon room set Clarify equipment needs Clarify food needs Agree upon costs (if any) DONE STAFFING Finalize schedule for service Prepare/delegate staff assignments Select and invite guest preachers, ministries, etc. PUBLICITY* Prepare letter/brochure and signage Arrange to send the mailing prior to service Inform staff to invite ministers & others they know who should attend Announce service Place service on church web site *Must be approved by Protocol prior to printing. FACILITY PREPARATION Sanctuary Burch Chapel Fellowship Hall Kitchen Room (# ) Other EQUIPMENT PREPARATION Audio-Visual needs (mics, audio recording, video) Podium Chairs Tables Registration Area Name Tags Pens Other St. Stephen Baptist Church 2017 Event Planning Packet 6
7 FOOD PREPARATION Table and chairs for meal Coffee, hot water, tea, cream & sugar, etc. Extension cords Trash containers Table decorations Dishes, silverware, napkins Caterer PROGRAM PREPARATION Worship Leader selected/approved Special music selected Special announcements determined Persons involved informed of responsibility Time limitations discussed with all participants FOLLOW UP Special Thank You notes written Budget/Expenses completed Special commitments and promises followed up Additional Comments/Notes: St. Stephen Baptist Church 2017 Event Planning Packet 7
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