Event Questionnaire

EVENT QUESTIONNAIRE

Approved by the St. Bartholomew’s Vestry on 22FEB2016

 

The vestry has developed a process for approving proposed new events.  This “Event Questionnaire” is to be presented to and approved by the vestry prior to the start of the event.  The Event Questionnaire should be completed and submitted three months prior to the event.  The vestry will consider exceptions when shorter lead times are the only option.  In addition, events scheduled within three months of the passage of this requirement will have the lead-time waived.  An event will not be implemented until the vestry approves it.  An event is defined as a project within a ministry or a group of church members that will utilize Church resources and or Church funds.   All new events must be presented to and approved by the vestry.

 

PROPOSED TITLE & GOAL:

PROPOSED DATE OF EVENT:

                        TIME OF EVENT:

                        PLACE OF EVENT:

RAIN/SNOW DATE:

 

PLAN & MEASUREMENT OF SUCCESS:

BENEFIT TO CHURCH AND COMMUNITY:

SPONSORING GROUPS/MINISTRIES:

 

LEADER OF EVENT:

ALTERNATE LEADER:

 

REQUIRED RESOURCES (such as):

-Rentals:

-Supplies:

-Food:

-Rental Facilities:

-Church resource:

-Outside Staff:

-Number of Congregational Volunteers:

-Photographer:

 

 

ESTIMATED COSTS: (List each item’s cost separately)

Estimated Total Cost:

Source(s) of Funding:

 

ACTIONS TO DEFRAY COSTS:

 

KNOWN RISKS:

RISK MITIGATION:

EVENT SUBMISSION:

 

  1. Complete this “Event Questionnaire.”  (Diagrams, comments, and additional information are encouraged.)
  2. Submit Event Questionnaire to Senior Warden.
  3.  Senior Warden will review for completeness, and either return for additional information, or submit to Vestry and schedule Vestry review.
  4. Vestry will review and:
  5. Approve,
  6. Request additional information,
  7. Shelf for later action, or
  8. Reject, with reason(s).

 

After the event is completed a “lessons learned” review will be scheduled by the Senior Warden. This review will help determine what worked well and what did not.  After the review, the vestry will recommend whether or not the church should sponsor this event again in the future, recommend suggested improvements, and determine if the event’s goal was achieved.