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.

1. Event Details
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*
Budgeted, Approved, or Budgetary Event
The Sponsoring Ministry (the ministry w/the $budget$ allocation or responsibility)

4. Hospitality/Decorations (C. Gibson)
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

5. Clean-up (Project Coordinator)
Clean-up: Who will clean up after the event?
Please remove all trash after each event or meeting.

7. Music, Sound, or Audio-Visual (Josh Lacey)
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.

10. Security (Office)
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

11. Childcare (Office)
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

13. Medical (J. Johnson)
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?

14. Don't forget these things! (Project Coordinator)
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

ADMINISTRATION