For ministry leaders to submit events to be added to the church-wide calendar.

Calendaring Guidelines

No events will be added to the official calendar unless approved first by Tweed Moore and Kat Milton.

To be added to the calendar, this form must be filled out and submitted by Wednesday morning when calendaring decisions are made. Please take that into account when planning.

Check the church calendar before submitting your request. Events may not yet be on the calendar, so do not assume if date appears clear that it is available. Therefore, sticky notes or write-ins will not have any standing.

Event Responsibilities

Several issues need to be considered for all events. If you are unclear on these issues make sure you ask questions ahead of the event. Make sure you are aware our facility use policies (see document). These are a few specifics for church events.

Communications

• Announcements - General rule is that we will only make in-depth announcements if the event appeals to at least 50% of congregation. No announcement requests should be made on Sunday mornings.
• Online Bulletin – The digital bulletin is finalized on Friday mornings so specific requests should be made prior to that. All requests may be edited for brevity, clarity or grammar.
• Graphics – Because we live in such a visual culture it is important for printed and digital use of images, we have these guidelines. No graphics will be used that are pixelated or have been incorrectly resized. Clip-art in general is to be avoided. Sydney Mecke and Dan Roque are available to help make event promo graphics for your ministry. If you have specific elements for your theme, make sure we have your artwork in the office so our communications can be consistent.
• Advertisement and Promotion – A critical part of all planning is how an event will be promoted and advertised. Personal invitation is the best form of promotion. Enabling the congregation to assist in invitations will always be helpful. Invite cards, Illustrated event information Images for digital promotion and social sharing as well as use on large screens. Posters, and handouts can also be helpful. Guest invitations are important for reaching new people. Creativity is always encouraged. Larger events can have extended number of promotions but will always be coordinated to protect us from having times we are “over asking.” Therese Hibbard or Tweed Moore are available to help with promo guidance when planning your event. The Sunday Service promo will be determined by Sunday Experience planning team.
• Social Media – Please do not attempt to post your events on the Citrus Heights Friends Church Facebook page. Checking-in from your events is okay if not overused. If your event is designed as an outreach, please get your requests to the office for possible posting on that page. Do not post events until calendaring has been approved. The Friends Church Facebook group, is designed to post invites, promos, requests and anything helpful you need to communicate to the church family. The chfriends.church website can be a place to direct people to view for more information.

Money

• Good accounting practices should be used when money is collected for an event. All expenses should be receipted, all money counted and submitted to office for deposit as needed. Check requests or use of credit accounts can be made prior to events. Talk to Mike Axford for disbursements.
• Money collection – you should keep records of who paid and submit checks or cash ASAP. Submit in a sealed envelope with details on the outside and placed in the "money closet" tray.

Cleanup/setup

• Do not expect that set-up can occur days before event. Always clear through calendaring process.
• We have a custodian but they only clean on Saturday evenings. Assume you must leave campus cleaner than you found it. Including emptying trash and assuring no food or remnants are left for pests.

New people information gathering

• Events are about people! Make sure all new people info is collected for future invitation or outreach. Best if online form could be used, but paper ones can also be used as needed. Submit to church office ASAP.

Alignment and target

• We are one church family with a common set of values and vision. Each ministry fits into the overall strategy and coordinates together within the annual seasonal rhythms as well as plans that help reinforce the Discipleship and Rooted Rhythms.