Once the Church Office has
communicated the approved ministry budget and/or Major Events Calendar to each
Ministry Leader, Ministry Leaders should begin the process of requesting
ministry dates.
SUBMITTING REQUESTSWe implemented an online form which can
be found at: www.bit.ly/CHCministryrequests. This
online request form has been developed to enable Ministry Leaders to: (1) request
dates for your ministry events and activities; (2) to identify resources needed
for the activity; (3) to provide necessary information for the Pastor to consider
the request; and (4) to provide the Church Office with a consistent method of
receiving requests. This process does not include regular ongoing activities as
Sabbath School, AY, Pathfinder meetings, bible study, or Board meetings,
however, any requests for outside speakers/presenters, or changes to regular
schedule for these ministries must be requested through the office.
Please
submit one online form for each event or activity. Once you complete the online
form, hit "Submit" at the bottom of the form. This will send the
request to the Church Office, along with a copy to the person submitting the
request. Please note that this copy is
just an acknowledgement of your submission and is not an approval.
REVIEW AND APPROVAL
All ministry events/activities requests should be submitted through this online form. It is recommended that Ministry Leaders submit your request no later than 4 – 6 weeks prior to the date you are requesting. Once we receive your request:
1. All requests will be reviewed by the Senior Pastor.
2.
If your activity/event requires a contract / agreement with the vendor, venue, etc., please DO NOT SIGN THE CONTRACT. Instead, email the draft contract to info@capitiolhillsdachurch.org after submitting this form, for review and signature by Finance Committee. Please note that it is your responsibility to submit this in a timely manner. These may take up to 2 weeks to review. Please note deadline in your request.
3. All budget requests should be aligned with
your assigned budget for the year. You must confirm budget availability
with our Treasurer at treasury@capitolhillsdachurch.org.
4. Our goal is to follow up with Ministry
Leaders within 1 - 2 weeks of your submission to confirm approval or to suggest
alternatives to the proposed event or date. Please keep this timeframe in
mind when making your requests.
5. Ministry Leader will receive an email from
the Church Office which will serve as the formal approval of your date request.
This does not confirm budget availability (Treasury) or contract approval (Finance).
The confirmation email will:
a. be cc’d to
the necessary ministry resources so that you may connect with them directly
regarding your needs (i.e., Audio-Visual, Communications, Music, Zoom,
etc.). This confirmation email also serves as a notice to the Resource
leads that the activity/event has been approved.
b. suggest timeframes for engaging the resource
services to ensure preparedness and personnel as needed for the event/activity
c. provide suggested deadline to submit final
announcement copy and graphic for newsletter and social media publication.
6.
Ministry Leader will receive feedback for
signed contract from Finance after review (if applicable)
7.
As part of the confirmation process, the
event be placed on the Church Calendar and the Ministry Leader will receive a
calendar invitation.
Once
your program/activity is approved, if you need to change the date or time of
the event, please contact us immediately at: info@capitolhillsdachurch.org. You
will not need to complete a new request unless the event itself changes.
ASSISTANCEWe are happy to speak with you directly if you need assistance or have questions, regarding the best event type, resources needed, for your activity/program. Please contact
info@capitolhillsdachurch.org with any questions.
Let us all continue worshipping, connecting, growing, serving, and giving to build up God's Kingdom!
WORSHIP | CONNECT | GROW | SERVE | GIVE
