BRCC - Internal Event Request Form

BRCC - Internal Event Request Form

Thanks for coordinating this event. So that we can seamlessly plan for your ministry event, please complete this form as much as you can. Once you hit submit, the form will be sent to the BRCC office. If the form is incomplete, the office will follow-up. Need help planning & budgeting for your event? Contact the church office.
- ADMINISTRATION
- Name of Event (for Calendar)*
- Event Type?
- Start Date of Event*
  
  MonthDayYear
  Date
- End Date of Event
  
  MonthDayYear
  Date
- Start Time of Event
  
  Hour Minutes
  
  AM/PM Option
- End Time of Event
  
  Hour Minutes
  
  AM/PM Option
- What is the purpose of the event? If needed, add any notes about the event date & time to clarify.
- Name of Event Coordinator or Event Contact Person*
  
  First NameLast Name
- E-mail*
  example@example.com
- Phone Number*
  Format: (000) 000-0000.
- Budgeted, Approved, or Budgetary Event
- The Sponsoring Ministry (the ministry w/the $budget$ allocation or responsibility)
- ROOM SET-UP & DECORATIONS
  
  For internal events, we do not have staff available to set-up tables and chairs or to decorate.
  
  BRCC ministries, please recruit & provide volunteer resources to set-up, decorate, and clean-up - contact the office for options. The office is open M-F from 9AM-3PM. Please contact this office if you need building access outside of office hours.
- Number of People Attending Event
  Estimated number of people attending event.
- Room/Space Preference (check all that apply)
  
  Outside Campus (Parking Lot or Grounds)1/2 Fellowship Hall (holds 40-50)Full Fellowship Hall (holds 80-100)Large Conference Room (holds 10)Sanctuary (holds 500)Office Space3rd Floor Open AreaOther
- Preferred Room/Space?
- Building Access
  
  N/A, We will not be in the church building or on church grounds.Same day set-up.We request access to set up the rooms early - 1 or more days in advance (add days below).Other
- Date
  
  MonthDayYear
  Date
- Date
  
  MonthDayYear
  Date
- Date
  
  MonthDayYear
  Date
- Date
  
  MonthDayYear
  Date
- What furniture do you need for this event?
  
  N/ATablesChairsSpeaker PodiumMarker BoardOther
- How many chairs/tables, etc?
- Set-up: Is your ministry able to safely move and set up the tables & chairs?
  
  N/A, No set-up is neededYes, we will recruit ministry volunteers.No, we need help finding volunteers.Other
- Will any part of this event be outside? If no, skip this entire section.
  
  YesNoOther
- Where will you be set up outside? (Check all that apply)
  
  In large grassy area (facing Brewster Road/near 3 crosses)In front parking lot - will block some parking spacesOn hill, in grass (outside church foyer, near vegetable garden)On hill, in grass (near basketball goal)Side parking lot (near mechanical room)Near fellowship hall, glass door entrance.Near office/kitchen, door entranceBack of church, in back parking lot or grass.Other
- Will you erect a tent or use tents outside?
  
  NoYesOther
- If yes, how many tents?
- Will food trucks or other vendors be on BRCC's property?
  
  NoYesOther
- Will any equipment or supplies be dropped off or delivered? (Moonwalks, games, tents, pools, etc.)
  
  NoYesOther
- If yes, who will receive, store, &/or set up (if applicable) the equipment?
- Will any outdoor equipment need power/electricity/extension cords or a water supply?
  
  NoYesOther
- If yes, what requires electrical power, extension cord, or water?
- While outdoor activities are going on, will indoor restrooms be supervised & accessible to the public?
  
  YesNo
- Decorations: Do you need suggested names of decorators to contact?
  
  N/A, No decorating needed.No, I can decorate myself, but I need to use church supplies.No, I can find my own decorator.Yes, I need help! Please, send me names of decorators.Other
- Clean-up: Who will clean up after the event?
  Please remove all trash after each event or meeting.
- Culinary
  
  The Culinary Ministry is happy to serve you and provide food services. The Culinary Ministry will contact you about specific menu choices. Please coordinate the room, table, chair set-up and decorations with the office.
- Will you need the culinary ministry to prepare food for this event? (If no, skip this section)
  
  NoYesMaybe/Not sure yetMay need help scoping for catererOther
- How many people do you plan to feed at this event/meeting?
  Estimated number of people you expect to feed.
- Culinary Budget
  What $budget do you have to cover food, condiments, culinary supplies?
- If you need a budgetary estimate for food, enter $0 in the budget field and contact the Culinary Ministry for an estimate.
- Where will food be set up or served?
- Menu Type
- Beverages
- What Will YOU (the Requestor) bring or provide for this event? (Check all that apply)
  
  Food Server VolunteersLarge Disposable PlatesSmall Disposable PlatesBowlsCupsNapkinsTo-go boxes or bagsSpecial BeveragesBottled WaterOther
- How will leftover food be handled?
  
  No preference, BRCC may keep or discard leftover food.Event requester will provide to-go boxes for leftover food.Food should be packaged for pick-up & delivery to the Fire Shelter, First Light, or other non-profit.Other
- Sound & Audio/Visual
- Will you need music, microphones, or Audio-Visual support at this event?
  
  NoYes
- What Sound or A/V services do you require?
  
  Live Music (Contact Minister of Music)Digital Music (computer, Apple Music, Spotify, etc.)Handheld MicrophonesWireless MicrophonesShow a Video on a TV or via ProjectorRecord a Video for ReplayLivestream a Video
- Describe your needs here & Sound/A/V will contact you.
- Will children under the age of 18 be live-stream videoed, videoed, or photographed?
  
  YesNo
- Do you need parking attendant support?
  
  NoYes
- Will parking exceed 120 spots?
  
  NoYes
- Do you need greeters?
  
  NoYes
- Where will greeters be needed & what will they do?
  Duties of greeters
- Police Patrol & Paid Security
  
  Assess your event & decide what level of security, if any, is required.
- Free: Do we need to notify the local Sheriff's department of this event & request a drive-by?
  
  NoYes
- Do you need paid security for this event?
  
  NoYes
- Security Budget
  Avg. Sheriff $150/hour/per officer
- Childcare
  
  Assess whether your event needs childcare for parents attending. Find volunteers (approved by Children's Ministry Leader) or secure budget.
- Is childcare needed? (Don't forget to fill out a requisition for sitters)
  
  No, sitters are not neededYes, I have volunteers (age 18+) approved by the ChurchYes, I need to hire someone (show budget below)
- Sitter Budget
  Childcare ~$20/hour/person
- Public Relations
  
  PR will contact you for marketing details. Budget is required for signs. Budget may be required for color flyers.
- Do you need guests to RSVP to this event?
  
  NoYesOther
- If RSVPs are needed....what is the cut-off date for RSVPs?
  
  MonthDayYear
  Date for last RSVP
- Do you need to communicate, promote, or advertise your event?
  
  NoYesOther
- Artwork: Are there any photos, logos, or sample designs that you want us to consider when creating artwork?
  
  NoYesOther
- What is your PR Budget?
  Budget for signs, copies, ads, radio spots
- Do you need visual & printed products? Check all that apply.
  
  Email/Text notifications ($0, No Cost)Hand-outs/Flyer ($0, If Printed In-House)Yard Signs ($10/sign)2'x8 Banner ($30-$50)Large Signs (Price varies)MarqueeOther
- Who are you targeting (audience) - check all that apply.
  
  The publicLocal CommunityBRCC MembersBRCC Regular AttendeesBRCC Family & FriendsAll AdultsWomenMenYoung AdultsChildrenTeens - boysTeens - girlsMothersFathersSinglesMarriedAdult SeniorsOther
- Where/How do you want your event posted or shared?
  
  I'll let the Communications Ministry decide where to share information.FacebookInstagramTikTokLocal RadioLocal News OutletsLinkedInNextdoorMail (USPS) - Budget cost of stampsTextEmailWebsiteBMBACity/Community NewsletterDivision of Youth Services (Bham)Other
- Medical/First Aid: Please assess your event; is there a need for someone from the medical ministry to be present?
  
  YesNoOther
- Where do you need them to be?
- Event Planner Reminders: Things to consider for internal events.
  
  As the Event Coordinator, good event planning takes time; it's always the small details that we forget. To help you remember, please build your checklist below.
- Friendly Reminders ...Don't Forget! Check all that apply to this event.
  
  Volunteers: Make a list of all of your volunteers and be sure they are available, prepared, & willing.Communicate: Communicate frequently with other involved ministries.Submit Purchase Requisitions: Must be planned in advance with the office. Checks take a couple of weeks.Receipts: Must be turned in immediately after the event.Clean-up: Ministries must clean-up & dispose of trash after event. (Request key to trash bin from office.)Money: Are you selling anything or asking for donations? Will any money (offering or donations) be collected during the event or do you expect any monetary transactions? Contact office/Finance Team for envelopes & process.Packages: If packages for the event will be delivered to the church office during office hours by UPS, FedEx, or Delivery, please let the office know in advance.Other
- Comments
  
  Add additional comments as needed to help office serve you.
- Comments, Questions, or Special Requests
- Should be Empty:

BRCC - Internal Event Request Form

ADMINISTRATION

Culinary

Sound & Audio/Visual

Police Patrol & Paid Security

Childcare

Public Relations

Event Planner Reminders: Things to consider for internal events.

Comments