Room and Publicity Request
Are you or your UCE group planning an event or setting up a meeting? Please use this checklist to make the planning easier, help get the word out about your event, and help the event go smoothly. Please fill out page 1 to request a room and page 2 if you would like your event publicized through UCE (OS announcements, weekly newsletter, etc.) After you complete this form, please submit to Carli Magel, Communications Coordinator, in the church office. Please also keep a copy for yourself. You can email the form to , place the form in Carli’s mailbox in the UCE office, or mail the form to the UCE office.
Event/Contact Information
Contact Name: ______Email: ______
Title of Event: ______Size of Group: ______
Date(s) of Event: ______Time of Event: ______
Room Request(subject to availability):______Does your event require use of the kitchen? Yes/No
Does your event require a special set up? Yes/No
Does your event require childcare? Yes/No
Is your event a fundraiser? Yes/NoIf yes, has it been approved by the ISC? Yes/No
If so, what type of set up?(select one): Classroom Style – Boardroom Style – Chairs in a Circle – Theater Style – Other
Which types of tables will be needed? (Select one): 60 inch round – 6 ft rectangular
If other, please attach a diagram or draw adiagram below:
What equipment, if any, does your event require?
TV Monitor____
Projector____
Projector Screen____
Microphone____
Easel____
Flip Chart & Markers____
Startup Cash/Cash Box____ (contact )
Other______
Do you plan to serve food? Yes/No
Check with the office about what if any restrictions exist for serving food and about any need for use of kitchen. Food service is not allowed in the lower level or room 2. Please contact the office for a special request/exception about food. For a UCE event, you may use paper goods from the storage room, but please advice the office ahead of time. The cost will be charged to your program. Your group will be responsible for purchase of any food or beverages. Also, make sure your group is prepared to do all necessary setting up and cleaning up of the kitchen or kitchenette.
Any other comments or questions? ______
Publicity
Would you like your event publicized through UCE? Yes/No
If so, which outlets would you like to use? (mark all that apply)
___ UCE Weekly Newsletter
Published weekly, on Friday, by email. Readers are chiefly UCE members and friends. Submit your (short; around 100 words) blurb via email by Wednesday of that week. Include a photo or visual material if available and appropriate.
Which dates? ______
___Order of Service Announcements
Included every Sunday with the program for the worship service. Blurbs must be brief and submitted to by Thursday. Readers are those who attend the worship service.
Which dates? ______
___UCE website,
Special UCE events may be featured on the front page of the UCE website. Talk with Carli Magel about whether your event might be appropriate for featuring on the website.
___Sunday Morning Slideshow
Slideshow on Sunday before and after the worship service. Send in one to two short sentences and a photo if appropriate.Submit to by Thursday. Readers are those who attend the worship service.
Which dates? ______
___UCE Facebook
___UCE Twitter
___Local and metropolitan area electronic and print news outlets
With adequate notice, staff will issue press releases to area news outlets, promote certain events through personal contact with news outlets, and post notices about your event on electronic notice boards of news outlets. You/your group is responsible for providing necessary information about the event.
Any request for such promotion must be placed with the office at least three weeks ahead of your event.
___Flyers and Posters
The physical posting of flyers and posters in local area coffee shops and other community boards is often a good way to get the word out. The office staff can help with design and copying within reason. Your group is responsible for distribution.
Again, any request for such assistance must be placed with the office at least three weeks ahead of your event.
Use this space to note anything else that staff should know that will help in planning for your event: ______
*PLEASE NOTE – Your group is responsible for providing the information, for writing a description of your event, and for being timely with submissions. Once this form is filled out, please email submissions to Carli Magel at