Instructions For: Communication/COM Request Form
Purpose:
The purpose of this request for is to provide an organized method of gathering all neccessary
communication information and scheduling events/activiities both on the calendar and in the
gathering area in order to carry out the mission of the church by meeting the needs of ministries
and individuals in a fair and equitable manner to insure that the building is utilized effectively and
efficiently while all interested parties are informed through a variety of mediums for the events our
church provides.
Who needs to submit this request?
All groups desiring to either advertise thier event, use a table in the gathering area on Sunday
mornings for promotion, registration, or collection of funds, or required audio/visual assistance need
to complete this form.
When do I need to submit the request?
the earlier the request is submitted, the more likely you will receive the date(s) and services
requested. Allow plenty of time for approval by Council on Ministries, BMC* and Trustees if
neccessary and for advertising the event.
*(Contact the Finance Office for instructions on procedures how to obtain BMC approval)
Where do I find the request form?
Forms are found in the file boxes on the wall in the mailroom. The folder is labeled "Calendar
Event and Room Request Form" These forms are yellow or sometimes white.
Who to contact for answers to questions concerning the form?
For scheduling questions/concerns of the gathering area, please contact the current COM
Chairperson. All other questions may be directed to the specific email addresses on the form for
various types of requested advertising and/or assistance for your event
Where do I return the form and to whom?
Return completed form in the COM Chairperson's box for initial approval. From there, please either
put a copy in each person's mailbox for advertising...or fill out the form on-line and indicate who all
should receive the information via an e-mail messaage. (You may check more than one box @ a time...saving time on disseminating the information to all neccessary parties)
What happens if there is a problem with the requests?
Upon receipt of this request, COM will review the church calendar to confirm all information and
make a decision based on other requests with the same date. If there are any challenges with
dates, times, rooms, etc. requested, the COM Chairperson will contact the person making the
request.
What do I do when a group decides to cancel or reschedule thier class?
Any changes to a schedule will need to be submitted on this request form or an e-mail sent to the
COM Chairperson and any other requested party to insure the availability of the time and room for another group.
Whose responsibility is it to set up the gathering room table?
Each group is responsible for setting up the table as they need it, cleaning up after the event, and
returning the table free of all items.