Download New MACC Event Request Form
Event Request Process
This outline is designed to help ensure that ministry events and activities are planned and conducted in a way that is consistent with the vision and mission of the congregation. The form takes into consideration the need to focus access to the building to a few areas that are easily accessible and can be monitored. Ministry events should only utilize the rooms listed on the event request form. Exceptions include larger events like the community fair, family conference, and hosting events involving multiple congregations.
- Event Request Form is submitted to Sis. Hooper at least 6 weeks prior to the event. (For assistance with event planning, see document How to Coordinate a Successful Event.)
- In planning your event, review the Ministry Event P.A.I.R. Review form so that you can take the evaluative tool into consideration as you are planning the event. This will help ensure that the event is consistent with the mission and vision of the church.
- Sis. Hooper distributes the form to those persons responsible for the support ministries required to execute the event (technology, security, visual aids, decoration, etc.). These support ministries must acknowledge receipt of the building use form via email to Bertha Hooper. The support ministry or designee should contact the person requesting their services within three days of receipt of the form.
- The deacon responsible for the ministry coordinates the set-up of the room with the ministry requesting the event, and the decoration committee (if necessary).
- No later than one week prior to the event, the ministry leader responsible for the event confirms with his or her deacon/focus leader that the set-up details have been discussed with the responsible parties.
- In the event that the details have not been discussed with the responsible parties, the deacon or focus leader of that ministry coordinates with the focus leaders of the areas required to execute the event.
- Following the event, the host ministry is responsible for cleaning up and resetting the room.
- Within three weeks after the event the ministry should submit a completed Ministry Event PAIR Report to their deacon or focus leader. The deacon or focus leader will submit a copy to the shepherd responsible for that ministry.