Dottie

Your Name

Your Email

Event Details

Event Name *

Event Type

Ministry event, Outreach, Assimilation, Volunteer Development, etc

Event Start Date *

Event Start Time *

Event End Date *

Event End Time

Event Location *

Repeating or One Time Event *

Please describe the details of your repeating event *

For example, this event will take place "the second Tuesday of the month from 6-8pm, Sept-May" or "Tuesdays, 6-8pm, April 16-June 4"

Ministry/Sponsor

Ministry or Person/Group hosting event

Audience *

Families, Women, Men, All Church, Community, etc

Ministry/Event Contact Person

First Name *

Last Name *

Event Description *

Event Cost *

What departments do you need support from?

Do you need facilities support? *

Yes

Do you need support with event promotion? *

Yes

Do you need support with event registration? *

Yes

Do you need childcare support for your event? *

Yes

Do you need event hospitality support? *

Yes

Do you need guest services, security, or medical support? *

Yes

Do you need tech/production support? *

Yes

Do you need photo/video support? *

Yes

Facilities

What room/s do you need for the event? *

Lobby

Auditorium

Students Space

Green Room

Blue Room

Red Room

White Room

Conference Room

Kitchen

Other

Select all that apply

What is the other space you need? *

Will you need tables? *

Yes

Number of 6ft rectangular tables needed: *

Number of 5ft round tables: *

Number of bistro tables needed: *

Will you need black tablecloths? *

Yes

How many chairs do you want around each table? *

How many chairs / rows of chairs do you need not around tables? *

Set Up Time *

Clean Up Time *

Number of guests anticipated? *

Anything else that would be helpful for us know?

Promotion

Promotion Start Date *

Promotion End Date *

Does this event need a new design? *

Yes

Design Direction *

Asset Due Date *

What assets would you like to request? *

Slides

Flyers

Email Header

Social Graphics

Signs/Banners

QR Code

Please describe what slides you would like: *

Please include any slides you need for promotion and during event such as welcome, ice breaker, message, etc.

Please describe what promotion you feel is appropriate for this event. *

Promo Language/Copy *

Would you like the New Hope website updated for your event? *

Yes

Will you need a page updated or created on the site? *

Yes

When do you need the page done by? *

Page update/creation notes: *

Do you want to create a web calendar event? *

Yes

When do you want the calendar updated by? *

Website update notes: *

Registration

What date should registration open? *

What time should registration open?

Date registration should close *

What time should registration close?

Who is the contact for registration related questions? *

First Name

Last Name

For questions from registrants about payments, discounts, etc.

Who is the contact for event related questions? *

First Name

Last Name

For questions from registrants about who can attend, agenda, etc.?

Is there a cap on the number of people who can register?

2000 characters left

Please list the amount if so.

Is there a cost? *

Yes

What is the cost?

2000 characters left

Is childcare available for this event?

Yes

All childcare requests require approval from Peter/Heather and will require registration

What is the cost for childcare?

If there is a fee for childcare, please indicate if the fee should be per child or per family?

Do you want to offer scholarships? *

Yes

Do you want to allow registrants to fund scholarships for others? *

Yes

If you answer yes, we will provide options for registrants to fund a full or half scholarship.

Scholarships can be complicated, so we'll be in touch to review options.

Other than basic name and contact info, are there any specific questions you would like to ask registrants?

2000 characters left

Could be group type preference, availability to meet, curriculum preference, prior leader, etc. List any/all you need (or can use say "same as before" if the questions existed from a previous registration form)

Is there any information you would like included in the confirmation email?

2000 characters left

The standard confirmation simply lists the name of the registrants, the event name, and cost (if any).

Would you like a reminder email sent before the event? *

Yes

When should it be sent, and what information would you like included? *

2000 characters left

Is there any additional information you need to share about registration?

2000 characters left

(e.g. 2 registration forms are needed for in-person vs. online attendance, or for new attendees vs. returning)

Childcare

When do you want childcare to open? *

Typical time frame is 15 min before/after event begins/ends

When do you want childcare to close? *

Typical time frame is 15 min before/after event begins/ends

Is this a recurring event? *

Yes

Rooted is a recurring event because people are expected to attned weekly for an extended period. Baptisms which are scheduled monthly are not, since participants will only attend once.

What is the recurrence?

2000 characters left

(e.g. Rooted happens weekly for 9 or 10 weeks, with a celebration scheduled for a particular date at the end)

What age range would you like to request childcare for? *

How many kids do you expect (estimate)? *

Will the kids need a meal (beyond basic snacks) during your event? *

Do you have any special requests? *

Hospitality/Decor

Will you require hospitality team support? *

Yes

What level of support will you need? *

What time do food/drinks needs to be setup/ready? *

What time can the clean up team start? *

Description/Notes:

Will you require decor support? *

Event/table decor, photo booth, custom signage, etc,

Guest Services, Security, or Medical

What volunteer support do you need? *

Greeters

Hosts

Traffic

Building Host

Photobooth

Set Up

Tear Down

Medical

Security

Other

Please note: Medical & Security support available for events with 100 guests or more, unless you've received special approval.

Please explain what other support you will need? *

Greeters

Greeter Arrival Time *

Greeter Departure Time *

Number of greeters needed *

Description of what the volunteers will be doing Indoor/outdoor *

Hosts

Hosts Arrival Time *

Hosts Departure Time *

Number of hosts needed *

Traffic Volunteers

Traffic Volunteers Arrival Time *

Traffic Volunteers Departure Time *

Number of traffic volunteers needed *

Building Host

Building Host Arrival Time *

Building Host Departure Time *

Number of building hosts needed *

Photobooth Volunteers

Photobooth Volunteers Arrival Time *

Photobooth Volunteers Departure Time *

Number of photobooth volunteers needed *

Set Up Team

Set Up Team Arrival Time *

Set Up Team Departure Time *

Number of set up volunteers needed *

Tear Down Team

Tear Down Team Arrival Time *

Tear Down Team Departure Time *

Number of tear down volunteers needed *

Medical

Medical Arrival Time *

Medical Departure Time *

Number of medical volunteers needed *

Security

Security Arrival Time *

Security Departure Time *

Number of security volunteers needed *

Tech/Production

Where do you need tech/production support? *

Auditorium

Lobby

Students Space

Blue Room

White Room

Green Room

Red Room

Other

What other tech/production support needed? *

Give a detailed description of what support you need.

Photo/Video

What time do you want the photographer/videographer to arrive?

Will you need a photographer? *

Yes

Location? (Photographer) *

What type of photos? *

Candid

Posed/Photobooth

Other

Will you need a videographer? *

Yes

Location? (Videographer) *

Please provide a video shot list *

Please provide a checklist of the types of video clips you want us to capture (worship, large group time, small group time, game time, teaching, people standing/talking, people praying together, environment, etc)

Will you need a recap video? (there may be a cost associated with this) *

Yes

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