Garden Grove Seventh-day Adventist Church
Process for Scheduling All On-site and Off-site Events
"After reading the instructions below, please CLICK ON THE LINKS AT THE BOTTOM OF THIS PAGE TO SUBMIT THE FORM OVER THE INTERNET OR TO DOWNLOAD A PRINTABLE FORM."
In an effort to prevent conflicting events from being scheduled and to ensure the availability of requested rooms, dates, and equipment, the Church Board recently approved the following Event Scheduling process that begins with Ministry Leaders submitting an Event Request Form to the Office Administrator which will then be reviewed at the next Staff meeting and, if necessary, by the Finance Committee and/or Church Board. The Office Administrator will then notify the Leader the event has been approved or work with the Ministry to resolve any concerns so it can be approved.
HOW THE PROCESS WORKS
1) Completing the Event Request Form is the first step to begin the process of scheduling EVERY church event, meeting, and activity.
The preferred and safest method of submitting an Event Request Form is completing it online at the GGSDA website because hard copies of the form can be lost or misplaced. Go to the GGSDA website, click on Ministries, then click on the Complete and Submit the Event Request Form Now at the bottom of the page. When you submit the form it is immediately emailed to the Office Administrator. If you are unable to submit the form online, a hard copy can be hand delivered to the Office Administrator. Hard copies of the form are available in the Church Office, a printable PDF of the form can be downloaded from the website by clicking the Download Event Request Form button near the Complete and Submit the Event Request Form Now, or the form can be emailed to you so you can print it yourself. The Office Administrator will send an email to confirm the form has been received to the requesting Ministry Leader within 24 hours of submission. If you do not receive confirmation of receipt within 24 hours of submitting the form, it is important for you to contact the Office Administrator to ensure your request has been received and to ensure that it will be reviewed in a timely manner.
Please note: it is important for that all of the forms fields are completed to ensure that the request can be processed and approved in a timely manner. A request with incomplete information—for instance without detailed set-up and clean-up information—cannot be processed until the information is provided. Please put N/A in fields that do not apply to your meeting or event.
2) Upon receipt of an Events Request Form, the Office Administrator will process the request through the appropriate channels:
- events will first be reviewed by the Staff Committee which meets each Tuesday afternoon.
- all fundraisers and all-church events must also be approved by the Finance Committee and/or Church Board.
- the Staff Committee may refer other events to the Finance Committee or Church Board when appropriate.
Please note: it is vital that the Event Request Forms be submitted early enough to allow appropriate review as the Staff only meets each Tuesday afternoon, the Finance Committee only meets the third Tuesday of each month, and the Church Board only meets the fourth Tuesday of each month.
REMINDER: PLEASE MAKE TIMELY ARRANGEMENTS WITH APPROPRIATE PARTIES FOR ALL NEEDED EQUIPMENT AND FOR THE OPENING AND CLOSING OF THE ROOMS YOU ARE USING.