HOW TO SCHEDULE AN EVENT

Please use this process to ensure your event, class or small group has a successful launch! Repeating classes should resubmit yearly. The Birmingham First staff looks forward to assisting you as you plan your event.

Create Proposalo Discuss the event with your committee and Staff Liaison or Ministry Area leader.

o Complete the attached proposal form for the event, class or program. Submit the proposal to the Staff Leader of the ministry area for approval.

o The Staff leader will let you know which project manager will work with you.

Once Approved - Contact the Project Manager

1. Contact your project manager to discuss your proposal.

2. Discuss with your project manager the following items.

Revised 01/29/20

o Reserve Date and SpaceAll church events, held internally or externally, must be placed on the church calendar.

o Promotion Will you need to promote this event?

o Kitchen Will you be serving food, needing refrigerator space, coffee service, etc.?

o Transportation Will you be traveling off-site using private vehicles or church vehicles?

o Technology Will you need AV equipment, microphones, tech assistance, etc.?

o ChildcareWill you need childcare for children 4 years old and younger?

o Finance Will you be fundraising, collecting money, fees, donations, etc.

o Registration Will attendees register for your event?

o Background Checks Will children, youth or vulnerable adults be involved?

Revised 01/29/20

Program/Event ProposalPlease complete this proposal and submit it to the appropriate Ministry Staff Sponsor for approval. Once approved, take this form to the Project Manager assigned by your Staff Sponsor.

Date Submitted ______________ Ministry Staff Sponsor___________________________________

Your Name _______________________________________________________________________

Email ____________________________________Phone __________________________________

Sponsoring Ministry Area – (Children’s, Music, Discipleship, Missions, etc.)

Name of Proposed Event/Program/Class _____________________________________________

Proposed Start Date______________ Frequency of Event/Class/Program_________________(daily, weekly, monthly, yearly, etc.)

What do you expect to accomplish with having this event? What results would you like to see?

Are there other departments, committees or ministries that will be impacted by this event? For example, does it require resources from the children’s area, music, finance, etc.?

Who will benefit from this event/program/class?

How will you measure the effectiveness of this event/program/class?

Please provide any additional information that may be valuable for understanding the purpose of the event.

Has this event been held previously? If so, what revisions or observations from the previous event should be noted?

Approved by:Ministry Staff Sponsor ____________________________Date __________________________