LSCC Team Leader
Event Planner and Requisition Form (EPRF)
Please take the time to think through and complete this form in its entirety before submissions, outlining all special details to ensure that the event is successfully supported. It is most beneficial toover-communicate rather than to makeassumptions about something being covered on the day of the event.
Prior notice required: ThisEPRF formshould be submitted to ministry team leaders 90 days(or more) prior to the event and a minimum of 30 days for small events in order to ensureadequate team planning and communications. While some ministry teams may be able to accommodate less than 30 days, this can create great strain on those members and their families in order to adequately support the event, and avoid availability conflicts.
Pre-approvals required: The event, logistics, and dates must be pre-approved by the eldership team prior to submitting this form. (See attached Scheduling Policy, p.4-5)
Submission process: TheEPRF form should be submitted to the church officefor approvals and once approved send to each appropriate ministry team leader as a detailed communication and request for specific support on any upcoming event.
Recipients of the EPRF: If you have received this completed EPRF froma Team Leader, please read through the entire form to understand the event purpose, details, and how you and your team are being requested to participate in the planning and execution of the event. You should then contact the event leaderto review any items needing further clarification and confirm or come to agreement on plansgoing forward.
Event Information:
Name (person completing form)______Phone: ______
Requisition submission date: ____/____/_____ Ministry team:______
Event Leader / contact person(s) for event: ______Phone: ______
Submitting EPRF to the following Team Leaders: ______
______
Event name / description / purpose: ______
______
______
Location/ Room: (pre-approved) ______# of people expected: ______
(See attached scheduling policy - pg 4,5)
Date of event: ___/____/___ Day (mon tues wed thur fri sat sun) Time: ___:____ to ___:____
(If multiple days, list) ______
Rehearsals required: No Yes Dates and times: ______
Teams requested to attend: ______
______
Planning meeting for event: No Yes Date:___/____/___ Time: ___:____ to ___:____
Teams requested to attend: ______
______
Agenda/ discussion items: ______
______
Team ministries required for event:
1) Sound required: No Yes, (list specific requests)______
______Special Stage setup: No Yes, ______diagram attached
Recording required: No Yes, ______
2) Special multi-media required: No Yes, ______
(Check all that apply)
Songshow PowerPoint Video/DVDprojection Camera operation
(format) VHS DVD
3) Special lighting required: No Yes, (list specific requests)______
______
______
4) Music /Worship ministry required: No Yes, (list specific requests)______
______
______
5) Children’s ministry required: No Yes, (list specific requests)______
______
______
6) Special Room Set-up required: No Yes, ______diagram attached
______# of Seats:______
7) Ushers required: No Yes, (list specific requests)______
______
8) Communications/ Advertisement (to be completed within the team):
Flyer/ Brochure/ Posters: Date to be completed: ______by whom:______
Mailing: Date to be mailed: ______by whom:______
Website: Date to be completed:______by whom:______
Email: Date(s) to be sent:______by whom:______
Text: Date(s) to be sent:______by whom:______
To be coordinated with and completed by church office:
Bulletin announcement Date(s) requested: ______
SunAM announcement Date(s) requested(max of 2 –small events):______
10) Pastoral participation requested: No Yes, (list specific requests)______
______
11) Other Special needs and details: (list specific requests)______
______
______
______