LifePoint Event Planning Form

LifePoint Event Planning Form

Updated October 2023
We want your event to be the best it can be!

You should have already filled out a Calendar Request form to get Executive Leadership Team (ELT) approval for your event. All events require ELT approval before being added to the calendar. If you have not filled out a Calendar Request, please fill that out first before using this planning form!

This Event Planning form goes to multiple LP Staff members, so we can help your event be a success. This includes:
- Your ELT representative
- Your ministry admin, so any necessary registration can be set up
- Our Communications team, if your event requires communication or promotion
- Our Finance team, so they are aware of budget impact
- Our Facilities team, so they are aware of any building needs. For larger events, our Facilities team may also need to meet with you ahead of time.
This Event Request form is also used when you have a Communications or Promotion Request NOT tied to an event.

PLEASE FILL OUT AS MUCH INFO AS POSSIBLE! We've intentionally limited the number of "required" fields in order to make this form easier to fill out. Please note that failure to provide all the necessary information can result in your event approval being delayed.
Ministry & Contact Info
Ministry Area (if this request is for Communications/Promotion ONLY, please select Comms/Promo Request)*

Group Life (small groups, Starting Point/Foundations, MOPS, FPU)Adult Ministries (men's, women's, marriage, young adult)Care Ministries (Care Groups, prayer, funerals)Family Life (LPKids, LPStudents or HUGS)Outreach (global or local)Comms/Promo Request ONLY (graphics, print media, website update, etc.)Other (please describe)
Family Life Ministries ONLY

Please send a notification of this form to Cheryl Durgin
For Communication/Promotion Requests (for example: graphic request, website update, social media request, etc.) please fill out the following sections:
- Page 1 - Event Name & Contact Information
- Page 4 - Promotion/Communication Request
ALL other pages can be SKIPPED.
Page 1 - Event Name & Contact Information
Name of Event or item to be promoted*
Your Name

First NameLast Name
Your Email
example@example.com
Your Phone Number
Please enter a valid phone number.
Are you the primary contact person for this event?
Primary Contact Person

First NameLast Name
Primary Contact Email
example@example.com
Primary Contact Phone Number
Please enter a valid phone number.

Page 2 - Event Details

(skip this section for Comms/Promo Requests)
Event Overview
Brief description of event
Date & Time Event Begins

MonthDayYear
Date
Hour MinutesAM/PM Option
Date & Time Event Ends

MonthDayYear
Date
Hour MinutesAM/PM Option
If your event runs for multiple days/times or on a recurring basis, please add details here:
Additional Event Details
What ministry budget/category will be used for this event?
Expected Event Attendance
Will you be serving food?
How is food being provided?

Food will cateredVolunteers are bringing food at time of eventVolunteers are dropping food off at LPC ahead of timeOther
Will your event include worship or live music?

YesNo
If yes, please describe.
Will you need any assistance or support from the LP Worship team? If yes, please describe.
Will you be providing childcare at this event?
LifePoint Church Childcare Policy overview

If you plan to provide childcare, please be sure to follow the following guidelines. This is a brief summary - our full Childcare Policy can be found HERE.
- Reserve the Childcare Room - be sure to include the Childcare Room (Rm 016) in your list of needed rooms
- Staff the rooms appropriately
  - Must have at least 2 people, at least one who is over the age of 16 (preferably over 18)
  - Follow appropriate ratios
  - All helpers over 18 must have completed a LifePoint Church background check
- Observe all safety protocols
  - All rooms must be peanut-free
  - Follow bathroom policies
  - No children wandering in the building
- Leave rooms ready for the next group
I agree to follow the LifePoint Childcare Policy

Clear

Page 4 - Promotion/Communication Request

Use this section of the form to request promotions or communications for events and ministry campaigns OR for separate communications requests.
Will you need promotion or communication?
Promotion blurb for event (if different from event description above) OR description of communication/graphic needed.
If you don't have an existing promo blurb, the Comms team will create one for you
Date Promotion Should Begin OR Due Date for Project

MonthDayYear
Date
Promotion Channels Requested (check all that apply)

Website eventDigital Worship GuideEmail blurb (in weekly LP News)Social Media PostOther (please describe)
Do you need graphics created or updated?
Graphics Needed - check all that apply (most events just need Main Graphic)

Main graphic (16x9)Square graphicInstagram story (9x16)Other (please specify)
If you have an existing graphic or photo you'd like to use, please upload it here

Subject to approval by the Comms team
Cancelof
Any other info Comms Team needs to know?
Include additional details not mentioned above, design inspiration or vibe, links, etc.

You're almost done!
Any other information we need to know?
Should be Empty:

LifePoint Event Planning Form

Ministry & Contact Info

Page 1 - Event Name & Contact Information

Page 2 - Event Details

Event Overview

Additional Event Details

LifePoint Church Childcare Policy overview

Page 3 - Facilities Request

LifePoint Facilities

Audio/Visual Needs (based on room request)

Additional time for room setup/teardown

Building Access

Set Up and Clean Up

Custodial Support Request

Offsite Event

Online Event

Page 4 - Promotion/Communication Request

Page 5 - Registration/Sign Up Info

Registration Overview

Registration Details

You're almost done!