EVENT & MEETING PLANNING
If a group wants to host an event the chair of the committee/team should...
step 1: check availability
Contact the Church Administrator, Elizabeth Hicks
Email : firstname.lastname@example.org
Office: 847-398-0770 ext. 5
To confirm availability of space and to make sure there aren't any other competing events on the calendar.
step 2: reserve Room & complete set up form
Complete THIS FORM and return it to Elizabeth Hicks in order to:
Reserve a room
Outline room(s) set up
We have a dedicated building and grounds staff who will gladly set-up your reserved room(s) just as you wish.
Do you need childcare? Contact our Children' & Families Minister, Barb Symonds
Submit a 50-75 word event summary to Anita Tasher by Monday at 11am
Email : email@example.com
Please note that staff will use discretion in editing and placing event summarys to assure that everyone’s articles fit and are amply promoted.
What should be in the event summary? See 5 Guidelines When Promoting Gatherings
step 3: submit Event Summary
other things to consider:
Do you need childcare for your event?
If so, contact our Minister of Families and Children, Barb Symonds at least 2 weeks before the event to request childcare workers. The cost for providing childcare can either be funded through registrants to the event or the ministry budget.
Does the church provide beverages?
The church can provide the beverages and warming/cooling dispensers, if you request this service on the room set-up form. However, it is the responsbility of whoever is hosting the event to prepare the beverages found in the kitchen. By requesting beverage services, our facilities staff will set up a table in your reserved room for you to prepare and display beverages for your gathering.
1. Specify WHO the event is for. Is this gathering just for Kingwood folks or is it open to the whole community? Is it for a certain gender, interest or age group etc.?
2. Describe WHAT the event is without insider language. Pretend you’re someone who is hearing about this gathering for the first time and doesn’t know what a gathering is by name. Avoid using abbreviations like UMW, PDO, Glory Fingers, Sacred Threads in the title but instead you might include the name in the body of the blurb after you have already stated what the ministry is (i.e. United Methodist Women, Creative Arts Ministry)
3. State WHERE & WHEN the gathering will be. If the gathering is at someone’s home or an offsite location, be sure to include an address and phone number in case someone can’t find the location. Stating “At Billy Jo’s House” doesn’t make the gathering accessible to folks who don’t know Billy Jo and/or where Bill Jo lives. OR provide an email for interested attendees to request someone’s home address.
4. State WHY you are gathering. Assume the reader isn’t familiar with the event. State clearly why you are gathering.
5. Share HOW you sign up & contact someone
This provides folks with an open invitation and communicates that gatherings aren’t closed. Use accessible tools for folks to sign up (i.e. table in the fireside room, email address, google doc sign-up). Whoever the contact person is for the gathering should always be stated with a FIRST & LAST name, followed by an email address.