Event Name:

Event Date:

Sponsoring Ministry:

Start time: End Time:Set up time/day:

Cost for event (if any):

Brief Description of Event:

Who is the lead planner for your event?Name:

Who are other planning team members?

Name: Email:

Name:Email:

Name:Email:

Be sure to think through your decoration and staging needs, and plan ahead to have enough time and volunteers.

Make sure to schedule enough volunteers for set up, running your event (including check in) and clean up.

If you are planning an outdoor event think abouto Electricityo Bathrooms/watero Daylight hours to clean upo Rain plan

About Your Event

Submit this form to eventrequests@sardis.org

Requested Room/sFellowship Hall ☐Education Hall ☐

Dining Room ☐Kitchen ☐

Small kitchen in Ed. Hall ☐Sardis House Mission Hall ☐

Sardis House (whole building) ☐Large classroom ☐Small classroom ☐

Parlor ☐Historical Room ☐

Chapel ☐Sanctuary ☐

Conference room ☐Francis Property ☐

Audio-Visual NeedsProjector ☐

Screen ☐Microphone/s ☐

Piano ☐laptop ☐

Flipchart ☐CD player ☐

Do you need the church bus?Yes ☐ No ☐

Will you provide transportation to/from Plantation Estates?Yes ☐ No ☐

Once this form is received you will be contacted to finalize room reservations. A week or two before your event you will need to turn in a set up diagram. Don’t forget to include drink tables, “check in” tables, and any staging needs.

Key Contacts (this form will be sent to these people, but for any follow up needs):Sound contact: John Nipe (john.nipe@sardis.org)All other A/V contact: Renda Brinson (renda.brinson@sardis.org)Calendar contact: Danelle Bohman (danelle.bohman@sardis.org)Mini-bus contact: Danelle Bohman (danelle.bohman@sardis.org)Facilities/set ups contact: Mark Slimer (mark.slimer@sardis.org)

Facility Needs for Your Event

Submit this form to eventrequests@sardis.org

RegistrationOur event does not require registration. ☐Our event DOES require registration. ☐Registration open date:We need to know final registration number by (please choose a Monday, Wednesday or Friday AFTERNOON): Please send an update on registrationsWeekly ☐ Bi-monthly ☐ Only a final count is needed ☐

Send registration update info to:

Name: Email:

What are the methods your group would like to use to obtain registrations (check all that apply):

MySardis web form with payment option ☐

MySardis reservations are online through the church website, and allow the option of a credit card payment. These may require registration/login.

Bulletin insert☐

Bulletin inserts can be placed in the offering plate, mailed in, or dropped off in the office, often with payment attached (if applicable). Will be approved by the office.

Newsletter ☐ Newsletter forms can be placed in the offering plate, mailed in, or dropped off in the office, often with payment attached (if applicable).

Web form☐

Simple and doesn’t require login, but does not allow for credit card or electronic check payments. If you want this ability use the MySardis option, above.

Phone line ☐ Members and others call in to 704-926-1590 and leave their info on a voicemail box.

Walk up reservation table ☐

To use this option indicate the date/s and times you want to have a signup table below, and if available it will be approved by the office.Sign up table date:Sign up table time:Sign up table date:Sign up table time:

Key Contact (this form will be sent to these people, but for any follow up needs):Heather Eddy (heather.eddy@sardis.org)

Submit this form to eventrequests@sardis.org

FoodCaterer/Events where food will be servedThe Food Service Ministry is available to assist in coordinating events where food is to be served. Sardis has a relationship with Special Touch Catering, but other caterers may be used. The ministry needs to know at least three weeks in advance (by receipt of this form) if you need beverage service orOur event will include a meal Yes ☐ No ☐We would like more information about the caterer, including menus and pricing. Yes ☐ No ☐We would like help from Food Service ministry with beverage service (tea, lemonade, coffee) Yes ☐ No ☐We would like help from Food Service ministry with servers/set up/clean up Yes ☐ No ☐Key Contacts (this form will be sent to these people, but for any follow up needs):Cathy Kathy, Chair of Food Service Ministry

ChildcareChildcareChildcare may be provided for children 5 and younger. Ministries are responsible for paying the cost of childcare for their events. See page 6 for details on paid childcare policies and procedures.Our event DOES require childcare ☐ Date needed:

Beginning and end time needed:Key Contacts (this form will be sent to these people, but for any follow up needs):Leslie Rowell

Submit this form to eventrequests@sardis.org

Publicity The extensiveness of publicity for any event will ultimately be determined by the Communications Director, and will be based on who the event targets and its purpose as it relates to the mission of the church. Below are some publicity methods and details on how they work; check those you are interested in, with the understanding that the Communications Director may not be able to do everything that you request. Please indicate which of these you think would be appropriate for your event, and the communications coordinator will be in touch.

☐

CommunicatorNewsletter

Communicator deadline is noon on the Wednesday following Monday night ministry meetings for the issue covering the upcoming month. The deadlines generally will change for the month of November and December to accommodate the holiday publication needs: you will be notified of any revised deadline.

Check with staff and ministry to be sure facts are correct All outside agencies must submit articles through their respective

ministries. Email short and succinct article to Communicator@sardis.org May be edited for content/brevity Can be run no more than twice

☐Weekly Reminder email

Electronic weekly update sent each Wednesday. Includes events and registration/reservation deadlines taking

place within the next seven days.

☐Congregational Emails

Can target specific groups within the church Contact Communications Coordinator: nikki.livingston@sardis.org

for details

☐Bulletin – One Line

Space availability is limited Send brief suggested text to communicator@sardis.org indicating

that you wish it to be placed in the bulletin.☐ Inserts in Bulletin Check with Office for permission.

☐

Website Content placement based upon congregational relevance and is at the discretion of the Communications Director.

Outside agencies must submit content/requests through their respective ministries.

Check accuracy and email to communicator@sardis.org ready to “cut and paste” onto the page. Indicate that you wish it to be placed on the website.

☐ Social Media Facebook campaign. Contact communications director: nikki.livingston@sardis.org.

Submit this form to eventrequests@sardis.org

☐Charlotte ObserverNewspaper Ad

Ministry budget will absorb costs Contact Communications Coordinator: nikki.livingston@sardis.org

for assistance Must receive staff approval

☐

Press release Free, but not guaranteed to appear Send articles to communications coordinator for consideration. Allow at least two weeks lead-time Must be generated from Communications office. Contact Communications Coordinator at

nikki.livingston@sardis.org for assistance

☐Radio/Television Ads

Ministry budget will absorb costs Station website “Community Calendars” available Contact Communications Director: nikki.livingston@sardis.org for

details.

☐ Direct Mailing(First Class)

Work through staff representative for your ministry Expensive; ministry budget will absorb cost

☐ Direct Mailing(Bulk)

Work through staff representative for your ministry Plan ahead because bulk mail is slower process, but cheap Friday is bulk mail day, but special trip can be arranged

☐Posters Keep them off the glass doors (safety hazard)

Contact Communications Director at nikki.livingston@sardis.org for design and production.

Cost to ministry: .16 each (color)

☐Flyers Contact Communications Director at nikki.livingston@sardis.org

for design and production. Cost to ministry: .08 each (color)

☐

BannerFront Yard

4 ft X 8 ft banner fits the frame Cost: @ $200 Put words on both sides; plan words to use over again Can be displayed no more than two weeks May have to share display time with other groups Contact Communications Director at nikki.livingston@sardis.org

for design and production.

☐BannerFellowship Hall

8 feet x 3 feet is ideal size Cost: @ $100 Contact Communications Director at nikki.livingston@sardis.org

for design and production.

☐ Calendars Bulletin//Website—if your event is on the church calendar it will automatically appear.

☐Bulletin Boards – Education Hall

Each bulletin board is designated for a specific group The assigned group must keep the bulletin boards fresh and up-

to-date

Submit this form to eventrequests@sardis.org

Submit this form to eventrequests@sardis.org

Event Set up Diagram

Room Set-up (Draw Diagram - please indicate the number of people)

Paid Childcare Policies

When Childcare will be provided: Paid Child care may be provided for 0-5 year old children for church events and meetings. A Study Hall for Elementary Children may be provided for children ages 6-10, when

requested ahead of time. Child Care will be provided for infants through 2 year olds during the supper and program of

a congregational dinner. Child Care workers cannot feed the children meals, but can give a bottle or juice and crackers. During luncheons or dinner, children may bring bag lunch/dinner of finger foods only.

Child care will be provided for three year olds through Kindergarten during the program only for a congregational dinner. Parents, not siblings, are responsible for delivering and picking up their young children to and from the appropriate room.

Responsibilities of Ministries: Budgeting for the cost of childcare for their events. Committees’ budgets will be charged on a

quarterly basis. Contacting the paid childcare coordinator to put the event on the schedule. Publicizing that childcare is available. Ensuring with staff that the building and rooms will be unlocked Communicating with staff if the childcare is cancelled (if no reservations are made three days

before the event the childcare will be cancelled) Ensuring the nursery rooms are ready before the event and everything is back in its place after

the event. Verifying that caregivers arrive. If there are not enough caregivers the committee needs to

provide coverage. In this event please notify the Director of Christian Education or the Paid Childcare Coordinator.

Responsibilities of Paid Childcare Coordinator: When contacted by a ministry, check reservations for childcare via phone and the web. Confirm the reservation with the ministry in writing (see form at end of this document) Three days before the event get a final count on reservations. If more than two rooms will be

needed let the committee chairperson know so they can prepare additional rooms. If no reservations have been made let the committee know that the childcare has been cancelled.

Secure caregivers

Responsibilities of Parents: Parents must indicate that they want childcare in their reservation. If Parents will be attending a function off church grounds, address and phone number for their

location, and where possible a cell phone/pager number should be left in writing with the Child Care Provider.

Children and their personal items should be tagged. Clip boards and tags are always available. In the event that a childcare reservation needs to be cancelled, parents should call the Child

Care Reservation as soon as possible (3 days prior to event, if at all possible).

Submit this form to eventrequests@sardis.org

Paid Childcare Procedures: The day of your event1. Make sure that the front door and the hall doors to the Children’s Building are unlocked one half

hour before the event begins.2. Lights should be turned on in the nursery rooms, usually rooms 2 and 5 (elephant room). 3. Pick-up Paid Nursery Basket that is on the cabinet (to the left of the washer/dryer) and place the

Worker sign-in clipboard and one child sign-in clipboard with stick-on nametags in room 2; place the other child sign-in clipboard with stick-on nametags in room 5.

4. If Child Care donations are collected, total donations should be placed in an envelope by the Committee Chair, with an indication of what event and the total amount collected, and turned in immediately to the Church Financial Administrator.

5. Make sure that there are two workers in each room before you leave the area! If a nursery worker does not come, it will be your committee’s responsibility to have rooms manned. Please be aware that any first-time workers may enter our building at any door, so be on the lookout for them – if they are regulars they know where to come.

6. If a nursery worker does not come, please let the Director of Christian Education or the Paid Nursery Coordinator know at your earliest convenience.

7. In the case of an emergency, please contact the Director of Christian Education or the Paid Nursery Coordinator (numbers are at the end of this document).

8. At the end of the event, make sure that clipboards are returned to the baskets, the rooms in order, lights out and doors locked.

Submit this form to eventrequests@sardis.org

Voucher, Paying Bills, and Receiving Reimbursement1. A “Request for Funds Voucher” is to accompany all requests for checks. Receipts must

accompany vouchers for reimbursements while statements or invoices must accompany bills to be paid. Receipts must have an explanation of charges i.e. “tablecloths purchased for Christmas dinners” documented by the person incurring the expense.

2. IF THE CHAIRPERSON IS REQUESTING A REIMBURSEMENT for expenses, the VICE CHAIR MUST APPROVE the voucher. All completed forms must be given to the Financial Administrator by Thursday 12:00 p.m. of any given week. The check will then be available on the following Monday. A supply of vouchers is available in the mailroom of the Administration Building. In order to lessen the large number of checks written for small amounts, consider using church petty cash ($20 or less) or a church credit card to purchase committee supplies. Please see the Financial Administrator for details.

Submit this form to eventrequests@sardis.org

1. Dollar amount requested.

2. Payee (who the check is to be made payable to).

3. Brief explanation of expenses.

4. Signature of the committee chairperson authorizing the expense; NOT THE PERSON MAKING THE REQUEST, NOR THE PAYEE. THEY CANNOT BE THE SAME PERSON. If the chairperson is the payee, then the co-chair must authorize the expense.

5. The name of the committee, i.e., Worship Committee, Property Committee, etc.

6. Line item of your budget that you wish to have the expense charged against.

7. Address, if the check is to be mailed.

8. If the check is to be handed to an individual, that individual’s name.

9. Person making the request or incurring the expense. THIS IS NOT THE COMMITTEE CHAIRPERSON AUTHORIZING THE EXPENSE, NOR THE PAYEE.

10. Date.

This 3-part voucher is designed to help you. The yellow copy is for the Committee Chairperson’s records, the pink for the person making the request, and the blue original, along with the backup receipts or bills, will go to the Finance office. PLEASE HAVE ITEMS TO BE REIMBURSED ON A SEPARATE RECEIPT WITHOUT ANY PERSONAL ITEMS IN THE SAME PURCHASE. If you need assistance, please contact the Financial Administrator or Director of Administration.

Submit this form to eventrequests@sardis.org