APPLICATION FOR COMMUNICATION AND EVENTS (ACE)

The church facilities are available for River West Church ministry events and those of our recognized ministry partners. We ask that requests be submitted at least 4 weeks prior to communication (promotion/publicity and/or registration) commencing for your event (7 weeks from the event date); if no communication, then 2 weeks prior to the event date. If your ACE form does not comply with these time frames, your event request may be denied.

If your event requires coordination with our Production Director, Event Coordinator, or Childcare Coordinator, please reach out to them before filling out the ACE form to make sure that they are available to assist with your event. If they are not available, you will be responsible for coordinating your own food, production, etc.

Following this lead time enables multiple components of our process to function effectively: the ACE Team to review your request; the Communication Team to implement various means of publicity/promotion; and the scheduling, coordinating, planning, and logistical transitioning related to the Facility Team. Thank you!

Form Admin Use Only

Ministry:

Point Person:

Approved / To Calendar:

xx/xx/xx, xx/xx/xx

Approval follow-up:

date, name - mode (ACE, email, phone, in person)

Completed form sent to:

date: names

People to receive form:

Notes:

ACE Form Submission Date:

AM/PM Option

Name of Event:*

Point Person Name:*

Point E-mail Address:*

example@example.com

Point Phone Number:*

Contact Person Name: (if different from Point Person)

Contact E-mail Address:

example@example.com

Contact Phone Number:

Event Location:*

On-Site - RWOff-SiteVirtual

Off-site Location:

Are you a River West staff member?*

YesNo

Have you checked the eSpace facility calendar yet?*

YesNo

Event Is:*

Single DateMultiple Dates

Date:

1st Choice Date:

Day of the Week (1):

Day of the Week:

2nd Choice Date:

Day of the Week (2):

Start Date:

Day of the Week (start):

End Date:

Day of the Week (end):

Frequency:

Custom recurring (specific dates or frequency):

Any dates you will NOT meet during this range:

Event Start and End Times:*

:HourMinutesAM/PM Option

until

until :HourMinutesAM/PM Option

Begin Setup:

:HourMinutesAM/PM Option

End of Clean-up:

:HourMinutesAM/PM Option

Any notes r.e. times:

Room(s) Requested (if known):

No. of People:

Is Setup Required:*

NoYes

Chairs in rows (theater style):

(number)

Chairs in circle(s):

(number)

60" round tables (seat 8) + chairs:

(number)

6' tables (food or otherwise):

(number)

Setup Notes:

Equipment Needs:*

Have you received approval from the Production Director (Jacob)?*

YES

What date did you receive approval from the Production Director (Jacob)?*

Date

When asking for an audio/visual tech in the sanctuary, what are your needs?*

> Audio> Projection> Video recording/livestreamingOther

Will Food Or Beverages Be Served?*

NoBeverages onlyFood & beverages

Is Kitchen Use Requested?*

NoYes

Which Kitchen?*

Main kitchenStudent Ministry kitchen

Who is Responsible for Food/Beverage Preparation*

MyselfEvent Coordinator (Piper)Other

Have you received approval from the Event Coordinator (Piper)?*

YES

What date did you receive approval from the Event Coordinator (Piper)?*

Date

Name + contact info*

Has This Person Received River West Training?*

YesNoN/A

Is Child Care Being Requested?*

NoYes

Have you received approval from the Child Care Coordinator (Carina)?*

Yes

What date did you receive approval from the Child Care Coordinator (Carina)?*

Date

Comments r.e. Child Care:

Does anyone in your group have key/security access to the church?*

YesNo

Name - Phone # - Email

Does this event need a Safety Team?*

NoYesNot sure

Should this event be considered for various means of publicity/promotion?*

YesNo

Date for Promotion to begin:*

Date

Does this event require a registration form?*

YesNo

Registration Start Date:

Registration End Date:

Date

Description for Website Event Page and Other Communication:*

Please confirm your description answers the question WHAT is happening and/or WHY is it happening?

Additional Details to Communicate:*

Do you need supplemental materials?*

YESNO

Please choose which supplemental materials you would like for your event:*

Any more "active" activities occurring at this event (e.g. swimming, laser tag, white-water rafting)?*

Anything else the ACE Team should know?

A/V Tech?

A/V Tech

Lauren?

Piper?

Lauren

Piper

Julie

Adam N., Kylie?

Adam N., Kylie

Carina?

Julie?

Carina

Application for Communication and Events (ACE)

Form Admin Use Only

General

Dates + Times

Rooms + Setup + Equipment

Food + Beverages

Child Care

Facility Access / Safety Team

Communication

Additional Info