APPLICATION FOR COMMUNICATION AND EVENTS (ACE)

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 7 weeks prior to to the event date. For room requests only with 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:
_______________________________________
General
ACE Form Submission Date:

MonthDayYear
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
Dates + Times
Event Is:*

Single DateMultiple Dates
Date:*

MonthDayYear
1st Choice Date:

MonthDayYear
Day of the Week (1):
Day of the Week:
2nd Choice Date:

MonthDayYear
Day of the Week (2):
Start Date:

MonthDayYear
Day of the Week (start):
End Date:

MonthDayYear
Day of the Week (end):
Frequency:

DailyWeeklyEvery other wk.Monthly1st wk.2nd wk.3rd wk.4th wk.Custom (below)
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:
Rooms + Equipment
Room(s) Requested (if known):
Set Up:*

No set up requiredI will do my own set upI need help with set up
If you checked "I need help with set up" explain help needed:
No. of People:
Equipment Needs:*

NoneWhiteboard/flip chartProjection/screenMicrophoneDVD playerAudio/visual tech (sanctuary use only)
Have you received approval from the Production Director (Jacob)?*

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

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

> Audio> Projection> Video recording/livestreamingOther
Food + Beverages
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*

MyselfOtherPiper: Only mark this if it’s an All-Church Event. Ministry leaders are responsible for coordinating food for their own events.
Have you received approval from the Event Coordinator (Piper)?*

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

MonthDayYear
Date
Name + contact info*
Has This Person Received River West Training?*

YesNoN/A
Child Care
Is Child Care Being Requested?*

NoYes
Childcare Notice & Request Section

Childcare is not guaranteed and depends on volunteer availability. We’ll notify you if we’re unable to accommodate your request. Thank you for your understanding.
Please provide any comments or details below regarding your childcare needs—including number of children, ages, or any special considerations.
Have you received approval from the Child Care Coordinator (Carina)?*

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

MonthDayYear
Date
Facility Access / Safety Team
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
Communication
Should this event be considered for various means of publicity/promotion?*

YesNo
Date for Promotion to begin:*

MonthDayYear
Date
Does this event require a registration form?*

YesNo
Registration Start Date:

MonthDayYear
Registration End Date:

MonthDayYear
Date
Description for Website Event Page and Other Communication:*
WHAT is happening and/or WHY is it happening?Please confirm your description answers the question WHAT is happening and/or WHY is it happening?
Additional Details to Communicate:*
Please consider these questions, as applicable:
Who is it for?
Does it cost anything? If so, how much?
Do I need to bring anything?
How do I sign up?
Anything else I need to know?
Do you need supplemental materials?*

YESNO
Additional Info
Any more "active" activities occurring at this event (e.g. swimming, laser tag, white-water rafting)?*
Anything else the ACE Team should know?
Please choose which supplemental materials you would like for your event:

SignageHandoutsBookletsNametagsOther
A/V Tech?
A/V Tech
Lauren?
Piper?
Lauren
Piper
Julie
Kylie?
Kylie
Carina?
Julie?
Carina
Should be Empty:

Application for Communication and Events (ACE)

Form Admin Use Only

General

Dates + Times

Rooms + Equipment

Food + Beverages

Child Care

Facility Access / Safety Team

Communication

Additional Info