Ministry Support Request

MINISTRY SUPPORT / FACILITY USE
This form is the only method to request space and resources, and to request publicity and support for all church events.

All requests are processed on Tuesdays, and requests under one week of notice can not be filled.

You may be contacted if more details are needed regarding the event, including resource availability and building access information.

Your event is not confirmed until you are notified by our Facility Coordinator.

Due to available space and ministry needs, non-ministry events (i.e. birthday parties, community meetings, etc.) are open to church members only, subject to approval, must abide by policies established by WRBC, and are subject to cleaning and support fees.
Today's Date*

MonthDayYear
Type of Event*
Event/Project Name*
Event Date/Start Date*

MonthDayYear
Event Ending Date

MonthDayYear
Event Start Time

:HourMinutesAM/PM Option
until
until :HourMinutesAM/PM Option
Event Pattern
(For Example, Every Wednesday)
Est. Attendance*
Contact Name*

First NameLast Name
Contact Phone*

Area CodePhone Number
Contact E-mail*
WRBC Affiliation*

StaffMemberRegular AttenderRelative of MemberFriend of MemberCommunity Member
If friend or relative of member please list their name:
The entrance(s) will be unlocked 30 minutes prior to the time indicated and secured 15 minutes after the event (or setup) time indicated. Safety and security must be a priority, so requests for extended access times are not available at this time. If you need to enter the building eariler for setup, indicate that in the notes. The exact times the doors will be open will be communicated to you. Entrances will be assigned based on the location space used and the size of the event.
PUBLICITY & GRAPHICS

Includes any publicity to the church or graphics needed for your event/project
Publicity/Graphics Requested
All are Subject to Availability
Channels

Church Life Friday EmailVideo AnnouncementOnline Registration and/or Online PaymentSunday School Folder InsertOther
PHOTOBOOTH (subject to availability)
Photobooth Graphics Need
Theme, image overlays, # of photos, + any survey questions you want included if applicable
Publicity/Graphic Notes (Including text or any design direction)
Any Details, Including Cost/Deposit Info, that should appear on Graphics
Registration Form Fields Needed

Contact NameChild's NameEmailAddressPhoneShirt Size - AdultShirt Size - YouthPhoto ReleaseMedical ReleaseOnline PaymentEmergency Contact NameEmergency Contact PhoneAllergiesCurrent GradeGrade CompetedOther
T-Shirts
Production Costs Apply
FACILITIES
Space Needed?
Setup Time

:HourMinutesAM/PM Option
External/Non-Church events require a cleaning fee of $50 per room to off-set restroom, common area cleaning, and utility costs. Rooms must be returned to the condition in which they are used for Sunday services, with garbage removed, tables wiped down, and tables/chairs reset.
Room(s) Requested

ChapelChildren's Cove (Secured-Not Available for External Events)Classroom - 102Classroom - 104Classroom - 105Classroom - 106Classroom - 107Choir Room (max 60 occupancy)Classroom - 238 Main Level (max 20 occupancy)Classroom - 240 Main Level (max 20 occupancy)Classroom - 242 Main Level (max 30 occupancy)Conference Room (max 24 occupancy)Family Life Center / Basketball CourtLibrary Cafe (max 22 occupancy)Fellowship Hall (max 130 occupancy)Student Center (Secured - Not Available for External Events)Sanctuary (min 130 to max 550 occupancy)Athletic FieldRotundaPreschool (Secured - Not Available for External Events)Hurstbourne Parking LotWestport Road Parking Lot
# of Tables
If Needed
Room are subject to availability, will be assigned based on estimated attendance, and you will be contacted if there is a conflict. Use of the Audio/Video system in the Sanctuary requires paying a trained technician to be onsite.
Requests for the Family Life Center and/or Ball Field are subject to approval by the Recreation Minister.
Custom Room Setup Requested?
If Room Setup is Requested, including but not limited to the setup/removal of tables, chairs, and audio/video equipment, a setup fee will be charged for events of $50 per room. This is in addition to the custodial/usage fee of $50 per room. Payment is due to the office prior to the setup for the event.
Room Setup Request
The responsbility of security of the church is responsibility of the contact person on this form. This person is responsible for ensuring that doors are not propped open (an alarm will sound), rooms are returned to their normal setup, and lights are off. Persons, including children, should be restricted to the areas requested for the event.

Failure to secure the building may result in suspension of activities.
AUDIO/VISUAL TECHNICAL SUPPORT
Audio Support
Sanctuary A/V @ $35/hr/tech
Audio Requests

Sound SystemHandheld Microphone(s)Headset Microphone(s)Audio Recording (Sanctuary)CD Playback / Accompaniment (Sanctuary)Live Instrument Accompaniment (Sanctuary)
Video Support
Sanctuary A/V @ $35/hr/tech
Video Requests

Projection (Sanctuary)Slide Shows (pictures provided)Rear Screen Lyrics/Script (Sanctuary)Lighting Scenes (Sanctuary)Video Recording (Sanctuary)
Audio/Video Technicians for the Sanctuary & Chapel are scheduled based on the production requests. Some events may require more than one technician to accomplish stated goals. Not all events can be accomodated and fees apply for external events. Applicable fees are $35/hour per tech, which includes preparation time (ex. slide shows, music & video importing, etc.). Fees will be invoiced to the contact person listed above.
TRANSPORTATION
Vehicle(s) Needed?
Vehicle(s) Requested

Van #383 (15-Passenger)Van #495 (15-Passenger)Van (12-Passenger)Bus (25-Passenger)
Van Driver
Bus Driver
Vehicle keys must be signed out to the driver during office hours and copy of Driver’s License must be on file. (CDL-Passenger license and current year Medical Examiner’s Certificate is required for the 25-Passenger Bus.)

Logbook must be completed before and after the trip. Vehicles must be returned with fuel tank full, interior clean with garbage removed and any service issues reported to the church office immediately. There is a Thorton’s fuel card in each vehicle logbook. All of these instructions are listed on the driver’s visor.

Fuel receipts not on a Thorton or church credit card should be turned into Church Administrator with the keys for reimbursement.
FOOD/HOSPITALITY
Food Being Served? (Kitchen Access Needed)
Additional cleaning fee $30 when food is served.
Expected to Feed
Catering
Catering Ordered From
ADMINISTRATION & FINANCIAL
Admin/Financial Support Needed
Pre-Event Admin

Mailing / Envelope StuffingName Tags (Blank)Name Tags (Names Sent to Admin)Volunteer Name Tags (Names Sent to Admin)Registration CardsLabeling
Pre-Event Admin Complete By

MonthDayYear
Post-Event Admin

Follow-Up EmailFollow-Up Letter/PostcardFollow-Up Phone Call (Provide Script)Data Entry (Servant Keeper Database)
Post-Event Admin Complete By

MonthDayYear
Financial

Check Request (Purchase Authorization Required)Kroger CardSam's Club CardReceipt Book / Group Receipt
All parties must adhere to the Building Use Policy (will be provided), sign the Building Use Agreement and the person listed here will be responsible for returning the building to the same condition as upon entry, payment of applicable fees, and will be the sole contact for the church. Key fob(s) may be issued for access and replacements after the initial fob are available for $10 each.
Should be Empty:

MINISTRY SUPPORT / FACILITY USE

PUBLICITY & GRAPHICS

FACILITIES

AUDIO/VISUAL TECHNICAL SUPPORT

TRANSPORTATION

FOOD/HOSPITALITY

ADMINISTRATION & FINANCIAL