To ensure proper approval and quality support for all ministry and corporate events, please follow the guidelines below. These apply to any event (private or public) requiring support from:
The following steps must be completed before requesting any event dates on the calendar.
Ministry Leader/Supervisor Input
Supporting Ministries Input
Get cost estimates (if applicable) and feasibility of support from:
COO Budget Approval
Required at least 60 days prior if:
After all prerequisite approvals and supporting ministry conversations have taken place, you are now ready to request dates on the CC Calendar.
Avoid Conflicts
Do not seek to schedule events during:
Ensure Proper Lead Time
Proper Room & Resource Calendaring
Awareness Of After-hours Meeting Protocols
Weekdays (Mon–Fri after 5PM)
Saturdays
Sundays
Calendaring Your Room/Resource
All rooms required to service your event should also be included in your calendar request (60 days prior) for your event.
Please see the Christ Church Receptionist or your Staff Resource Person for instructions on how to properly request your rooms.
Room Setup
Should any of your rooms require any special setup or breakdown, prior or after your event, you should also calendar the “room setup” in order to avoid schedule conflicts with other events/meetings. For example, your event may require the room to be set up a few days in advance. The room setup should also be calendared and booked in this instance.
As you may be aware, whenever any of our campuses are open for an event, meeting/activity or otherwise, it is our policy to have at least one member of our security team on the premises. For Security Team scheduling purposes, we are outlining the possible scenarios for after-hours meetings. All of the below scenarios still require booking the meeting on the Christ Church and Master Combined Calendars and choosing your room as a resource. If you need help with proper calendaring, please see the Christ Church Receptionist.
After-Hours Meetings: Monday–Friday
For meetings with 10 or fewer people, please:
After-Hours Meetings: Saturday
For meetings/events with fewer than 10 attendees
Exceptions may be made for:
After-Hours Meetings: Sunday
To meet later than the time limits:
The above memo is not all encompassing and does not outline all possible scenarios for scheduling after-hours meetings. In the event that you have not properly scheduled your meeting/activity, you will now be at the mercy of the availability of the security team member who may not be able to facilitate your meeting and who may ask that you reschedule for another date and time.
After having budgeted for all marketing, media promotion and support, and scheduling your event following the above guidelines, you are now ready to begin requesting support from departments. The following guidelines should be followed when requesting any marketing and media promotion support.
When requesting marketing, advertising, or media production support, please be mindful of the required lead times. Note that not all events or ministry activities will receive the same level of promotional support.
Promo Videos
45 DAYS
For events expecting at least 300 attendees
Brochures
45 DAYS
For events expecting at least 300 attendees
Landing Pages
45 DAYS
For events expecting at least 150 attendees
Fliers/Promotional Images
45 DAYS
After receipt of all necessary graphics, logos, and event details
Social Media Posts
45 DAYS
After receipt of all necessary graphics, logos, and event details
Announcements & Handouts
45 DAYS
All submissions must be received by the 1st of the month prior to the requested promotion*
*For example: To promote an event in February, submissions are due by January 1st.
Kindly note some examples below:
After your request has been reviewed by the Marketing Team, you will receive an email letting you know if your request has been approved, and the selected dates for your tables.
Please note that you are responsible for the presentation of your table. That means dressing the table with a tablecloth, setting up decorations (ex. balloons) and the printing of any accompanying signage (ex. 8.5×11 table sign with QR code) or handouts (ex. half-sheet fliers).
Occasionally we will market major, corporate seasonal events together for Summer at CC and Holidays at CC. Please see below for helpful guidelines regarding seasonal events.
Summer Events
To be considered for the Summer at CC promotion, you must submit your events before April 1.
Holiday Events
To be considered for the Holidays at CC promotion (such as Thanksgiving and Christmas), you must submit your events before September 1.
After meeting and or soliciting input from the major event supporting ministries (Facilities, Media, and CCC), kindly follow the following guidelines when requesting day of event support:
Facilities Setup Requests
Media Event Support
Worship & Creative Arts Support (CCC)
Kindly note, the above does not outline any procedures for event planning such as: Organizational Charts, Agendas, Execution Plans, Volunteer Recruitment, etc. It however touches on the prerequisites to event planning, scheduling procedures, and ministry support requests. For info and templates on event planning docs, please see the Director of Special Projects and they would be happy to share some with you.
Lastly, it is understood that there are some exceptions when coordinating certain requests; however, those exceptions are not the rule. Kindly allow the above to guide you when requesting support to any ministry event going forward. In doing so, you will receive a greater level of support that will help you execute your event with excellence.