Please follow these steps to help you plan, publicize, and lead a ministry event at Light of Christ Church.
EVENT APPROVAL
Work with LOC staff point person (Director, Pastor) to develop and approve event, including potential dates and spaces. If you are unsure of who your staff point person is, please contact the Office Manager for assistance.
CHURCH CALENDAR EVENT REQUESTS
Once the event is approved, complete the“Event Calendaring Request Form". The Office Manager will contact you once the event has been approved and added to the Church Center Calendar.
BUDGET
Review “Ministry Financial Processes” document. Consult staff point person to complete “Ministry Budget Worksheet”. Childcare costs should be built into the Budget for the event. Determine event cost per person, if any.
REGISTRATION FORMS & EVENT PUBLICITY
Event publicity will be handled by the Communications Team at LOC, including the creation of Registration Forms for your event. Please submit an “Announcement Request Form” to communicate all pertinent event information to the Communications Team. Depending upon the type of event you are hosting, a phone or face-to-face meeting may be necessary to finalize your registration form/announcement details before going “live”.
EVENT DAY
RESPONSIBILITIES
- Have a volunteer stationed at the check-in kiosk and assist people in checking in for the event.
- Have your staff point person’s contact information on your phone and to access in the event of an emergency or unforeseen incident. If an incident occurs, please complete an "Incident Report" within 24 hours of the event and submit it to the Office Manager.
- Event Photographer – Recruit someone to capture event highlights and submit 5-10 of your best horizontal photos of people smiling/having fun to the Director of Communications (no need for professional photographer – high quality mobile phone cameras work great). Depending upon file size, file transfer may be done through email, Dropbox, iCloud, etc.
- Attend to all items on the "Ministry Clean-up List" to assure that the space is ready for the next group using it.
POST-EVENT RESPONSIBILITIES
Feedback / Evaluation Forms – will be developed in consultation with the staff point person and sent to all participants using Planning Center Forms. Schedule a date with staff point person to review feedback and learnings.
Activity Event Budget Worksheet Completion & Analysis – Submit receipts and check requests within 2 weeks of the event. Complete budget worksheet with actual costs and review with staff point person.
