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
2 digit month, 2 digit day, 4 digit yearAM/PM Option
Name of Event:
Point Person Name:
Point E-mail Address:
example@example.com
Point Phone Number:
Format: (000) 000-0000.
Contact Person Name: (if different from Point Person)
Contact E-mail Address:
example@example.com
Contact Phone Number:
Format: (000) 000-0000.
Event Location:
Off-site Location:
Are you a River West staff member?
Have you checked the eSpace facility calendar yet?
Dates + Times
Event Is:
Date:

MonthDayYear
2 digit month, 2 digit day, 4 digit year
1st Choice Date:

MonthDayYear
2 digit month, 2 digit day, 4 digit year
Day of the Week (1):
Day of the Week:
2nd Choice Date:

MonthDayYear
2 digit month, 2 digit day, 4 digit year
Day of the Week (2):
Start Date:

MonthDayYear
2 digit month, 2 digit day, 4 digit year
Day of the Week (start):
End Date:

MonthDayYear
2 digit month, 2 digit day, 4 digit year
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:
Communication
Should this event be considered for various means of publicity/promotion?
Do you need supplemental materials?
Date for Promotion to begin:

MonthDayYear
2 digit month, 2 digit day, 4 digit yearDate
Description (blurb) for Website Event Page and Other Communication:
Enter your event description (BLURB) and additional details as you would like them to appear on event page. (Text should be ready to copy+ paste.)

Things to consider: Who is it for? Do they need to bring anything? How do they sign up? Anything else they need to know?
Is a Registration, RSVP, or Sign-Up Form required for this event?
Start Date (Registration/RSVP/Sign-Up):

MonthDayYear
2 digit month, 2 digit day, 4 digit year
End Date (Registration/RSVP/Sign-Up):

MonthDayYear
2 digit month, 2 digit day, 4 digit yearDate
If applicable, enter the event COST, ATTENDANCE CAP, and any DISCOUNT CODES.
Active/Physical Activities (for Liability Form):What activities will occur at this event? List all that apply (e.g., swimming, laser tag, white-water rafting).
Rooms + Equipment
Room(s) Requested (if known):
Set Up:
If you checked "I will do my own setup," please briefly describe setup and/or equipment used:
No. of People:
Equipment Needs:
Have you received approval from the Production Director (Jacob)?
What date did you receive approval from the Production Director (Jacob)?

MonthDayYear
2 digit month, 2 digit day, 4 digit yearDate
When asking for an audio/visual tech in the sanctuary, what are your needs?

Other
Food + Beverages
Will Food Or Beverages Be Served?
Is Kitchen Use Requested?
Which Kitchen?
Who is Responsible for Food/Beverage Preparation
What date did you receive approval from the Event Coordinator (Marsha)?

MonthDayYear
2 digit month, 2 digit day, 4 digit yearDate
Name + contact info
Has This Person Received River West Training?
Child Care
Is Child Care Being Requested?
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 (Julie C)?
What date did you receive approval from the Child Care Coordinator (Julie C)?

MonthDayYear
2 digit month, 2 digit day, 4 digit yearDate
Facility Access / Safety Team
Does anyone in your group have key/security access to the church?
Name - Phone # - Email
Does this event need a Safety Team?
Additional Info
Anything else the ACE Team should know about your event?
Please choose which supplemental materials you would like for your event:

Other
A/V Tech?
A/V Tech
Angie?
Marsha?
Angie
Marsha
Julie
Kylie?
Kylie
Julie C?
Julie C
Should be Empty:

Application for Communication and Events (ACE)

Form Admin Use Only

General

Dates + Times

Communication

Rooms + Equipment

Food + Beverages

Child Care

Facility Access / Safety Team

Additional Info