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Ministry team leaders, are you planning a Southgate event? Fill out the form below and our office staff will help make your event a success!

Event Planning Form


Event Guideline Form Entry

Guidelines
(Please look over the attached Event Promotion Procedures to confirm
which level your event falls under, if you have any questions please contact the church
office).
    ● Level One Events- call and confirm with the church office for room reservation
and information, this document does not need to be completed for Level One
Events.
    ● Level Two Events- call and confirm with the church office for room reservation 4
weeks prior to the start of the quarter and/or the start of the events. Please also
fill out this document 4 weeks prior for graphic creation purposes.
    ● Level Three Events- contact the church office 8 weeks prior to the event with
your information and this form completed. Advertising and registration will begin
4 weeks prior to the event.
    ● Level Four Events- contact the church office 10 weeks prior to the event with
your information and this form completed. Advertising and registration will begin
6 weeks prior to the event.

Rules
(The below list is to ensure that we have enough space on a Sunday morning to
properly advertise for all events and announcements).
    ● Video announcement spots are limited to a 45-second space and the
communications team will use their discretion on how often that spot is included
in announcements in order to properly advertise for Southgate’s other ministries.
    ● Live announcements will be given on the first and third Sunday of every month by a
staff member, deacon, or elder.
    ● “Special Video” refers to an in-service video apart from video announcement
space and/or social media video. These video ideas need to be communicated 6
weeks prior to the start of event promotion and will be shown/distributed at
the discretion of the communications team and office staff.
   ● Room reservation is subject to change if a church emergency were to arise. In
the case of an emergency room change, you will be contacted by the church
office before adjustments are made. Examples of this would be funerals,
pastor-elder needs, business meetings etc.
   ● Any graphic that is needed for advertisement needs to be addressed with the
communications team 4 weeks prior to the event.
    ● Promotional goods (brochures, posters, pamphlets, invites) need to be
addressed with the communication team 6 weeks prior to the event.
  ● If the event takes place on a Friday, Saturday, or Sunday, you will be responsible for tearing down and cleaning up the room. It will need to be put back the way it was found so that it can be ready to go for the start of the week. There is no maintenance staff in the building on the weekends.