Church Event Form

Ministry Meeting / Event Set-Up Request Form
This form is to be used for ministry meetings, events and space planning purposes only (Sanctuary, Education Building, Warehouse, etc.).
For all Central ministry events or meetings to be approved and secured with a date for the master calendar, this form must be completed first.

Please complete and submit 30 DAYS prior to the proposed event

The following protocols should be followed to ensure
proper coordination and maximum success of the proposed event.

1. Discuss with and receive approval from the Ministry Leader for the event you are planning.

If your meeting is virtual, please request Zoom credentials from your ministry liaison.

Email the names of guests speakers or musicians you are interested in having at the event or meeting for Pastor or Director of Worship approval to executiveassistant@cbcstl.org (No exceptions)

2. Once your form is submitted, the Church Office Assistant will first confirm that the date(s) you are requesting are available and do not conflict with another ministry's event.

3. Coordinate and gather at least 2-3 volunteers from your ministry to assist with planning the event and logistics (i.e. Covid health checks, pre-registration, event marketing, etc)

4. Any graphics needed for your event may not be created until the event or meeting is approved by the office

Please Note:
- Your request is not approved until you receive an approval email
- Please do not advertise the event or request graphics until you have received the approval email
- Final approval of any guest speaker(s) is at the discretion of the Senior Pastor
- Final approval of any guest musician(s) is at the discretion of the Director of Worship
- All events should take place on Central's property unless preapproved. If the event is offsite, Please confirm if the venue will require event insurance prior to scheduling
- We have basic flyer templates for ministries to use to promote their events, if you request something more elaborate, time-consuming or intricately detailed, there MAY be a charge to the ministry for creative services.
Please contact the Church office at 314-533-0747 or executiveassistant@cbcstl.org if you have any questions.
CONTACT INFORMATION
NAME OF MINISTRY*
MINISTRY LEADER *

First NameLast Name
NAME OF CONTACT PERSON*

First NameLast Name
EMAIL ADDRESS*
example@example.com
CELL PHONE #*
HOME PHONE #
EVENT DETAILS
Type of ministry request*

Ministry meetingMinistry event
Ministry meeting location*

In-Person at CentralIn-Person off campusVirtualHybrid
All events should take place on Central's property unless preapproved. If the event is offsite, please confirm if the venue will require event insurance prior to scheduling.

Central is not liable for any damages or injuries sustained off campus
Ministry event location*

In-PersonVirtualHybridDrive-thru or Grab n' GoDelivery
DATE(S) OF EVENT*
DATE(S) OF EVENT*
START & END TIME OF EVENT*

:HourMinutesAM/PM Option
-UNTIL-
until :HourMinutesAM/PM Option
NAME OF EVENT*
EVENT DESCRIPTION*
Do you need a registration form for this meeting or event?

YesNo
Please list what details you would like collected on the JotForm such as name, phone number, email address etc.
Who should submissions be sent to?
example@example.com
If there is a limit on the number of attendees, please list that number here:
EXPECTED # OF ATTENDEES*

FromTo
Ministry event or meeting recurrence*

NONEWeeklyBi-WeeklyMonthlyBi-MonthlyQuarterlyYearlyOther
SPACE AND SET-UP DESIRED
Where will this event be held?

Educational Center GymEducational Center Classroom(s)SanctuaryT.E Huntley Chapel
Other Event Space or Parking requested:
Set-up Style Required:

BanquetBoard RoomClassroomU-ShapeTheaterPodsFeasting (roundOther
Table/Chairs/Podium:

Banquet (Seats 8-10)ChairsFood Service TableRound Table (Seats 6-8)Registration TablePodiumMedia Equipment TableOther
Please click the following link to download and fill out the space set up checklist, once completed please save and upload the document to this form by clicking the "browse files" button below

Space Set-Up Checklist- Classroom
Please click the following link to download and fill out the space set up checklist, once completed please save and upload the document to this form by clicking the "browse files" button below

Space Set-Up Checklist- Sanctuary
Please click the following link to download and fill out the space set up checklist, once completed please save and upload the document to this form by clicking the "browse files" button below

Space Set-Up Checklist- Gym
Please upload your completed space set up checklist here

Browse Files

Cancelof
ADDITIONAL RESOURCES

Complete additional pages to request office supplies, decorations, catering services, use of the kitchen, media equipment, and transportation services.
Office Supplies

Cleaning SuppliesClip BoardDry Erase BoardEaselFlip ChartFolderMarkersNo-Contact ThermometerPaperPencilsPensReserved SignsScissorsSocial Distancing DecalsOther
Other Office Supplies i.e Kleenex, gloves, masks, soap
Please any additional unlisted supplies that you may need here.
Other event needs
Decorations: (Please provide color scheme(s) and any specific details)
Will you need a caterer for this event?

YesNo
Will you be using the Church's caterer or an outside caterer?

Church catererOutside caterer
If you are using an outside caterer, the caterer must be licensed AND proof of their license MUST be shown to the church office
Catering/Food Supply Needs
Please any additional unlisted supplies that you may need here.
Media Equipment/Services:

Microphone(s)TelevisionDVD PlayerProjectorLaptop ComputerExtension CordTripodCameraSound SystemComputer Monitors
Note: Any additional Media Services that's needed please contact CBC office for cost/availablility: i.e. DJ, Camera, Recording Audio, Edition and IMAG.
Please state vendors/entertainment that has been secured for this event.
ex. Photographer, Videographer, DJ, Dance Company, Caterer etc.
MC/Host
If you will have outside speakers, have they been approved by Pastor Riley?*
If you will have outside musicians, have they been approved by Jennifer Kelley?*
APPROVALS
Ministry Leader Approved:*
Ministry Leader’s name?*
Ministry Liaison Approved: *
Ministry Liaison name:*
Signature: Person submitting form.*

Clear
Print Name:*
DIRECTOR OF CHURCH OPERATIONS:

Clear
SIGNATURE
Should be Empty:

Ministry Meeting / Event Set-Up Request Form

CONTACT INFORMATION

EVENT DETAILS

SPACE AND SET-UP DESIRED

ADDITIONAL RESOURCES

APPROVALS