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Ministry Event Planning Form

Please fill out this form completely. Remember that the champion of the event is not responsible for all tasks - make sure to delegate!

Your name *

Last name

Email address *

EVENT DESCRIPTION

Event Name *

Hosted By *

Event Date(s) and Times *

Please let us know any reoccurring dates

Description of Event *

This will be copied and pasted into church promotion

Why Attend? *

Why would someone want to attend your event? This will be copied and pasted into church promotion

Person responsible for all event communication *

Who does the TMCC Staff or people interested in attending the event go to with questions, etc?

Additional Info *

What do people need to bring? What should people not bring?

EVENT LOGISTICS

If the event is not at HCC, please include the location name and address

Facility Reservations *

Which rooms are you requesting to reserve for the event

Not hosting at Hilltop Community Church

Downstairs Room 1 (Seats approximately 25 Includes TV and DVD player)

Downstairs Room 6 (Hilltop Kids Room-no tables or chairs)

Downstairs Room 7 (Hilltop Kids Room - no tables or chairs)

Downstairs Room 9 (Seats approximately 10. Includes a white board)

Downstairs Room 10 (Seats approximately 10. Includes a white board and church 12-month calendar)

Library (Seats approximately 8)

Youth Room (Seats approximately 30. Includes white board and TV with DVD player)

Sanctuary (Seats approximately 200)

Fellowship Hall (Seats approximately 50. Includes a full kitchen)

Kingrey Park (Includes shelter, picnic tables, and lawn)

Meeting House Room 1 (Seats approximately 20. Includes TV and white board)

Meeting House Room 2 (Seats approximately 6. Includes full kitchen)

Meeting House Room 3 (Seats approximately 12. Includes TV, DVD player, and white board)

Meeting House Room 4 (Seats approximately 6. Includes private bathroom and white board)

Gym

Kitchen (Training is required through our Kitchen Team Leader)

Van 1 (approved driver criteria must be met)

Van 2 (approved driver criteria must be met)

Is registration required?

Yes - Online Only

Yes - In Person Sign Up Only

Yes - Online & In person signups

No - registration is not required

When does registration start

When does registration end

Is there a cap to registrations? Example: Only 80 tickets available

Foyer Sign-Ups - what date (s) do you want to reserve the table?

Please note that this is a first-come, first-served reservation.

Will you be providing childcare? *

If yes, who is responsible for finding childcare?
Will your ministry be compensating the childcare providers?

Is there a cost to attend the event? If so, what is the cost(s)? *

Will you be extending a scholarship or discount for speakers? Let us know all the details

Are there any insurance or legal items to be considered? *

Waivers
Permits
Additional insurance needs?

My ministry understands that we are responsible for: *

Cleaning up after the event.
Putting tables & chairs away.
Taking out the garbage
Finding and scheduling volunteers for the event.
Cleaning and gassing the van (if used)

Yes

Need further clarification

The cost of the event was budgeted in our ministry budget. *

Yes

EVENT PROMOTION

Event Promotion *

HCC's Media Director will create your event's graphic for announcements and social media. The graphic will be shared with the person in charge of communication so the ministry can use it. The Social Media Director will also create the bathroom flyers. We understand that anything outside of this needs to be created within the ministry. Example: Event programs, pamphlets, handouts, bulletin inserts, business cards, etc.

Yes, I understand

More information please

Desired audience *

Adult Men

Adult Women

Youth Students

Children

All of the above

Other

How would your ministry like your event promoted with HCC? *

Check which areas you would like this promoted within. Please note that HCC Staff schedule when the promotion happens.

Social Media

Website

Bathroom Stalls

Thursday Weekly Update

Digital & Printed Sunday Bulletin

How else is your ministry promoting your event within HCC and within our community? *

Examples: Speaking at Men or Women's Ministry Meetings, letting life group leaders know, taking fliers to community or senior centers, advertising with radio stations, sharing event on community facebook groups and pages, door hangers

Hilltop Community Church
office@hilltopcc.net
(208) 362-2620