Scheduling Permission Form

Transcription

1 *Meet with Pastor within 1 Week of receiving this form *Meet with Secretary within 1 Week of Pastor s signature PRAYER BREAKFAST Scheduling Permission Form PROPOSED EVENT: DATE: TIME: LOCATION: COST: TRANSPORTATION NEEDED? (IF YES, ALLOCATE $60 FOR GAS FOR EACH VAN) If inviting outside guests, (ie speaker, choirs, musicians, praise & worship team, dancers, decorators, caterers, etc) you must provide the following before Pastor will sign this form: Name: Cell #: Fax #: (1) CHURCH SECRETARY SIGNATURE DATE (2) PASTOR SIGNATURE DATE NOTES: (3) AFTER ACTION REVIEW: (Name of Reviewer) SIGNATURE DATE (4) CHURCH SECRETARY SIGNATURE DATE EVENT PACKET GIVEN DATE 1 FIRE International Copyright FIRE International (FIFOCM) 2015

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3 **STARTED 3 MONTHS PRIOR TO EVENT** *MUST BE COMPLETED 4 WEEKS PRIOR TO EVENT* Done? Due Planning the Event Within 1 week of getting first 2 forms Within 1 week of Pastor's signature 2 weeks from date of receiving packet 2 weeks from date of receiving packet 2 weeks from date of receiving packet 2 weeks from date of receiving packet 3 weeks from date of receiving packet 3 weeks from date of receiving packet 3 weeks from date of receiving packet 2 months from Of Receiving Packet 2 Months From Of Receiving Packet 2 Months From Of Receiving Packet 2 Months From Of Receiving Packet 2 Months From Of Receiving Packet 2 Months From Of Receiving Packet PRAYER BREAKFAST CHECKLIST Prayer Breakfast Setup appointment to meet with Pastor about the event Meet with Church Secretary to obtain Event Packet Fundraising form (if needed) Filled out Volunteers/Committee Sheet Rehearsal Forms Meeting Forms Obtained signed permission sheets from parents (if children are involved) Obtained signed participants form from adults Created advertisement (flyers, announcement form) Praise Dancers needed? Musicians needed? Choir needed? Ushers needed? Designated Driver For needed? Hospitality Form needed? 2 Months From Of Receiving Packet Security needed? 2 Months From Of Receiving Packet Decorations form needed? 2 Months From Of Receiving Packet Food Form needed? 3 Months From Of Receiving Packet Menu Form needed? 4 Weeks Prior To Event Turn in completed Event Packet 1 Day After Event Turn in completed Event Financial Report 3 FIRE International Copyright FIRE International (FIFOCM) 2015

4 Prayer Breakfast Committee Name Responsibilities Phone I understand that transportation can be provided by the church; however, at times it may not be available. I understand that I am ultimately responsible for transporting myself and/or child to rehearsals/meetings. 4 FIRE International Copyright FIRE International (FIFOCM) 2015

5 Prayer Breakfast Volunteers Name Address Phone I understand that transportation can be provided by the church; however, at times it may not be available. I understand that I am ultimately responsible for transporting myself and/or child to rehearsals/meetings. 5 FIRE International Copyright FIRE International (FIFOCM) 2015

6 Prayer Breakfast Rehearsal Form Rehearsals will take place at the indicated locations and during the listed dates & times: #1 Time Location #2 Time Location #3 Time Location #4 Time Location #5 Time Location Participant: : Director: Phone Phone : 6 FIRE International Copyright FIRE International (FIFOCM) 2015

7 Meeting Form Rehearsals will take place at the indicated locations and during the listed dates & times: #1 Time Location #2 Time Location #3 Time Location #4 Time Location #5 Time Location Participant: : Director: Phone Phone : 7 FIRE International Copyright FIRE International (FIFOCM) 2015

8 Prayer Breakfast Participation Form TYPE OF PRAYER BREAKFAST: DATE & TIME OF PRAYER BREAKFAST: LOCATION OF PRAYER BREAKFAST: I hereby agree to participate in this PRAYER BREAKFAST. I understand that I am expected to attend all rehearsals or meetings pertaining to this PRAYER BREAKFAST. I, also, understand that I will not be able to participate in this PRAYER BREAKFAST if I do not attend these rehearsals or meetings. I understand that transportation can be provided by the church; however, at times it may not be available. I understand that I am ultimately responsible for my transportation to the rehearsals or meetings. I further agree that in the event of accident, illness, or any other circumstances requiring medical treatment, such treatment must be procured by me without financial obligation to. I agree to waive all claims against and will hold its pastor, members, volunteers, agents, and employees, harmless from any and all liabilities and/or claims that may arise out of any connection with my participation in this PRAYER BREAKFAST. : Print Name In case of an emergency, please contact: PHONE NUMBER: 8 FIRE International Copyright FIRE International (FIFOCM) 2015

9 PRAYER BREAKFAST Permission Form CHILD S NAME TYPE OF PRAYER BREAKFAST: DATE & TIME OF PRAYER BREAKFAST: LOCATION OF PRAYER BREAKFAST: I hereby grant permission for my child to participate in this PRAYER BREAKFAST. I understand that my son/daughter is expected to attend all rehearsals or meetings pertaining to this PRAYER BREAKFAST. I, also, understand that he/she will not be able to participate in this PRAYER BREAKFAST if he/she does not attend these rehearsals. I understand that transportation can be provided by the church; however, at times it may not be available. I understand that I am ultimately responsible for transporting my child to rehearsals/meetings. I further agree that in the event of accident, illness, or any other circumstances requiring medical treatment, such treatment must be procured for my son/daughter without financial obligation to. I agree to waive all claims against and will hold its pastor, members, volunteers, agents, and employees, harmless from any and all liabilities and/or claims that may arise out of any connection with my child s participation in this PRAYER BREAKFAST. : of Parent/Guardian In case of an emergency, please contact: PHONE NUMBER: 9 FIRE International Copyright FIRE International (FIFOCM) 2015

10 *Due 2 Weeks From of Receiving Packet PRAYER BREAKFAST Flyer Form EVENT TITLE: DATE OF EVENT: TIME: LOCATION: COST: CONTACT PERSON: THEME: COLORS: ADDITIONAL INFORMATION : FLYER FORM SUBMISSION DATE: FLYER COMPLETION DATE: RECEIVED BY: PRINT NAME DATE SIGNATURE DATE CHURCH SECRETARY: SIGNATURE DATE 10 FIRE International Copyright FIRE International (FIFOCM) 2015

11 *Due 3 Weeks From of Receiving Packet PRAYER BREAKFAST Advertisement Form FLYER INFORMATION Group/Committee will provide flyer: YES NO EVENT TITLE: DATE OF EVENT: TIME: LOCATION: COST: THEME: COLORS: CONTACT PERSON: ADDITIONAL INFORMATION : FREE RADIO/INTERNET ADVERTISEMENT Will Not Use Will Use I will advertise with: (check those that apply) Heaven 600 (3 week advance notice prior to event REQUIRED!!) - See Radio Advertisement Instruction Sheet - Spirit See Radio Advertisement Instruction Sheet - Announcement as you would have it listed and/or read (include what, when, where, Pastor s name): FOR OFFICE USE ONLY Submission : Submitted By: PRINT NAME DATE Received By: PRINT NAME DATE Completion : Church Secretary: SIGNATURE DATE 11 FIRE International Copyright FIRE International (FIFOCM) 2015

12 RADIO ADVERTISEMENT INSTRUCTIONS: Heaven 600 (3 week advance notice prior to event REQUIRED!!) For internet CHURCH NEWS (only): Fax announcement directly to Barbara Nicholson at The fax must reference her specifically! For On-Air radio announcements: Fax announcement to NOTE: A fax addressed to Barbara Nicholson WILL NOT BE AUTOMATICALLY GIVEN TO BE READ ON THE RADIO. Spirit 1400 Go to the website: o Click on Spirit 1400 Events (located to the left of your screen). o Click on Add an event (located under the calendar) o Add the appropriate information. Morgan State University - WEAA (88.9 FM) Call phone: ; Fax: Address: 1700 E. Coldspring Lane, Baltimore, MD For On Air Studio: FIRE International Copyright FIRE International (FIFOCM) 2015

13 PRAYER BREAKFAST - USHER FORM EVENT: Time: Location THE FOLLOWING USHER(S) WILL PARTICIPATE IN THE INDICATED EVENT: #1 NAME: #2 NAME: #3 NAME: #4 NAME: NOTES: I AM AWARE OF THE DATE, TIME AND LOCATION OF THE LISTED EVENT. I will notify the indicated USHER(s) and insure that they are at the designated location at the specified time. Participant Usher Director: Phone 13 FIRE International Copyright FIRE International (FIFOCM) 2015

14 SECURITY FORM Event: : Time: Location: THE FOLLOWING INDIVIDUALS (S) WILL WORK AS SECURITY DURING THE INDICATED EVENT: #1 NAME: #2 NAME: #3 NAME: #4 NAME: NOTES: I AM AWARE OF THE DATE, TIME AND LOCATION OF THE LISTED EVENT. I will notify the indicated INDIVIDUAL(s) and insure that they are at the designated location at the specified time. Participant Security Chief: Phone 14 FIRE International Copyright FIRE International (FIFOCM) 2015

15 *Due 2 Months From Of Receiving Packet MUSICIANS FORM Event: : Time: Location: THE FOLLOWING MUSICIAN(S) WILL PARTICIPATE IN THE INDICATED EVENT: #1 NAME: #2 NAME: **FOR VISITING MUSICIAN(S) PLEASE FILL OUT THE FOLLOWING: YOUR PASTOR S NAME: NAME OF YOUR CHURCH: CHURCH ADDRESS: *PHONE NUMBER: * ADDRESS: * REQUIRED INFORMATION!! CHURCH TELEPHONE NUMBER: *FAX NUMBER: **FOR VISITING MUSICIAN(S) PLEASE FILL OUT THE FOLLOWING: I AM AWARE OF THE DATE, TIME AND LOCATION OF THE LISTED EVENT. I will insure that I am at the designated location at the specified time. Musician: Phone 15 FIRE International Copyright FIRE International (FIFOCM) 2015

16 *Due 2 Months From Of Receiving CHOIR FORM Event: Time Location THE FOLLOWING CHOIR(S) WILL PARTICIPATE IN THE INDICATED EVENT: #1 NAME: #2 NAME: NOTES: **FOR VISITING CHOIR(S) PLEASE FILL OUT THE FOLLOWING: YOUR PASTOR S NAME: NAME OF YOUR CHURCH: CHURCH ADDRESS: *PHONE NUMBER: * ADDRESS: * REQUIRED INFORMATION!! CHURCH TELEPHONE NUMBER: *FAX NUMBER: ** HOSPITALITY FORM MUST BE FILL OUT FOR VISITING CHOIR(S) I AM AWARE OF THE DATE, TIME AND LOCATION OF THE LISTED EVENT. I will notify the indicated CHOIR(s) and insure that they are at the designated location at the specified time. Director: Phone 16 FIRE International Copyright FIRE International (FIFOCM) 2015

17 *Due 2 Months From Of Receiving Packet FIRE International PRAISE DANCERS FORM Event: Time Location THE FOLLOWING DANCER(S) WILL PARTICIPATE IN THE INDICATED EVENT: #1 NAME: #2 NAME: #3 NAME: #4 NAME: NOTES: **FOR VISITING DANCER(S) PLEASE FILL OUT THE FOLLOWING: YOUR PASTOR S NAME: NAME OF YOUR CHURCH: CHURCH ADDRESS: *PHONE NUMBER: * ADDRESS: *FAX NUMBER: MAILING ADDRESS: * REQUIRED INFORMATION!! CHURCH TELEPHONE NUMBER: I AM AWARE OF THE DATE, TIME AND LOCATION OF THE LISTED EVENT. I will notify the indicated DANCER(s) and insure that they are at the designated location at the specified time. Participant Dance Director: Phone 17 FIRE International Copyright FIRE International (FIFOCM) 2015

18 *Due 2 Months From Of Receiving Packet Hospitality Form EVENT: DATE: TIME: LOCATION: The following guest(s) from NAME CHURCH NAME & ADDRESS PHONE NUMBER ADDRESS FAX NUMBER GUEST MAILING ADDRESS Will be served by the following attendant: NAME The following individual will provide food for the guest(s): Before the event After the event Both before and after the event NAME Guest Arrival : Time: Hotel Address: Hotel Room#: Hotel Phone #: Guest Cell #: I am aware that as an attendant I must: Provide the guest with a telephone number from which I can be reached. Insure the Welcome Basket is in the guest s room prior to his/her arrival. Insure the designated individual has provided the guest s meal. Insure that the guest is transported (or has transportation) to and from the event, his/her hotel, and the airport, bus, or train station. Attend to the guest before, during and after the listed event. NAME 18 FIRE International Copyright FIRE International (FIFOCM) 2015

19 Food Form EVENT: DATE: TIME: LOCATION: The following individuals will be servers for this event: #1 #2 #3 #4 The following individual will handle the money for this event: Name Host/Hostess: (To be chosen by the Pastor) PASTOR The following menu items will be served: Menu Theme: (i.e. wedding, barbeque, Caribbean, Spring,Tex-Mex fiesta, holiday, prayer, etc) CHURCH SECRETARY 19 FIRE International Copyright FIRE International (FIFOCM) 2015

20 FIRE International TYPE OF IMAGE EVENT NAME DATE Individual s Name: I would like the following food items: Please place an X in the box next to your food choices: Meat 1 Meat 2 Meat 3 Side 1 Side 2 Side 3 Veggie 1 Veggie 2 Veggie 3 Dessert 1 Dessert 2 Dessert 3 20 FIRE International Copyright FIRE International (FIFOCM) 2015

21 *Due 1 Week prior to Event CD/AUDIO ACKNOWLEDGEMENT I, (print name), received the following AUDIO item(s) in the quantities specified below: Item(s): Quantity: of receipt of item(s): I am aware that I am to have these items available and ready to be utilized on for the event. Name of Event Print Name 21 FIRE International Copyright FIRE International (FIFOCM) 2015

22 Decorations Form EVENT: DATE: LOCATION: DECORATION(S) COST: DECORATIONS MUST BE COMPLETED BY: Type of Decorations: The following individuals will be decorators for this event: #1 Print Name #2 Print Name #3 Print Name #4 Print Name #5 Print Name #6 Print Name I understand that all decorations to be used for this event must be ready and completed by the completion date indicated above. Decorations are only considered completed upon the approval of a specified staff member. I am aware that use of decorations for this event is contingent upon staff member approval. NAME: OFFICIAL USE ONLY Print APPROVAL DISAPPROVAL STAFF MEMBER: 22 FIRE International Copyright FIRE International (FIFOCM) 2015

23 Cleanup Checklist EVENT Name/Type: DATE: EVENT Coordinator: LOCATION: Please be sure to check off each area of use after it is cleaned. Sign this form and return it to the Administrative Staff. There will be a final inspection made by a designated Staff member. **Please use the cleaning supplies provided (contact Facilities Coordinator). The following must be completed: (Please initial next to each completed item) Sweep, Mop, and Vacuum (trash and paper off floor) Clean up any trash left in area (put in trashbags and place bags in trashcans out back) Check for belongings left Wipe down Tables and Chairs and returned neatly to proper areas All Equipment (if used) should be returned to proper place and turned off Clean bathroom(s) with cleaning materials provided ensuring the following are cleaned ----Clean toilets ----Clean sinks ---- Sweep & Mop floor Wash and put away any dirty dishes, utensils, etc. Clean counters Turn off all lights Close all exterior doors I understand that failure to complete the requirements of this checklist could result in forfeiture of future use of this facility. Coordinator: Print Name FOR OFFICE USE ONLY Checklist Submission : Received By: PRINT NAME DATE Final Inspection : Performed By: PRINT NAME DATE COMMENTS/ISSUES: 23 FIRE International Copyright FIRE International (FIFOCM) 2015

24 Maintenance Form *Due 2 months from receipt of packet EVENT: DATE: TIME: LOCATION: The following individuals will assist with setup, teardown, and/or cleaning for this event: Name: Job: *Agreement (setup, clean, etc.) #1 #2 #3 #4 #5 #6 #7 #8 Initials Initials Initials Initials Initials Initials Initials Initials *I AM AWARE OF THE DATE, TIME AND LOCATION OF THE LISTED EVENT. I will ensure that I am at the designated location at the specified time to conduct my task. Time & of Setup: 24 FIRE International Copyright FIRE International (FIFOCM) 2015

25 Area Cleanup Checklist FIRE International TRASH (in ALL areas used including bathrooms) All Trashcans emptied Trashbags closed & placed in outside trashcans Clean bag placed in trashcans FLOORS (ALL areas used including bathrooms) Sweep Vacuum Mop BATHROOM(S) Toilet(s) & Sink(s) cleaned Replace paper towels, toilet paper, & hand soap (as needed) ADDITIONAL CLEANUP (ALL areas used) Tables & Counters wiped down & cleaned Utensils or Dishes wash & properly put away Any and/or all food & beverages stored or put away Neatly replace chairs/tables & any other items (as needed) Pick up any debris or other items that do not belong in the areas 25 FIRE International Copyright FIRE International (FIFOCM) 2015

26 Food Service FOOD SERVICE CHECKLIST FIRE International Serving utensils (spoons, knives) Food wrap Heating of Food Sterno Aluminum pans Heating Element baskets Beverages Ice Ice Container Cups Other Items Napkins Cups Plates - dessert Plates - dinner Flatware (Plastic) Forks Knives Spoons CLEANUP Set-up of tables, chairs Tear-down of tables, chairs Trashbags taken out 26 FIRE International Copyright FIRE International (FIFOCM) 2015

27 PRAYER TEAM FORM Event: Time Location THE FOLLOWING INDIVIDUALS (S) WILL PRAY DAILY FOR THE INDICATED EVENT: #1 NAME: #2 NAME: #3 NAME: #4 NAME: NOTES: I AM AWARE OF THE IMPORTANCE OF PRAYING FOR THE ABOVE LISTED EVENT. I AGREE TO DEVOTE TIME DAILY TOWARDS PRAYER FOR THIS EVENT. Participant: : : Phone: 27 FIRE International Copyright FIRE International (FIFOCM) 2015

28 Prayer Team Weekly Updates Template EVENT Name/Type: DATE: Week #1: Subject: Prayer Team Update - (Name of Event) (Current ) Message: Praise the Lord Prayer Team! For the upcoming, please pray for the following this week: (Name of Event) * * * * Week #2: Subject: Prayer Team Update - (Name of Event) (Current ) Message: Praise the Lord Prayer Team! For the upcoming, please pray for the following this week: (Name of Event) * * * * Week #3: Subject: Prayer Team Update - (Name of Event) (Current ) Message: Praise the Lord Prayer Team! For the upcoming, please pray for the following this week: (Name of Event) * * * * Week #4: Subject: Prayer Team Update - (Name of Event) (Current ) Message: Praise the Lord Prayer Team! For the upcoming, please pray for the following this week: (Name of Event) * * 28 FIRE International Copyright FIRE International (FIFOCM) 2015

29 Event Financial Report: Event Name/Type: Event Coordinator: (print) : Cash Summary Check # Amount $ x = = $50.00 x = = $20.00 x = = $10.00 x = = $5.00 x = = $1.00 x = = Coins = Event Summary (Break-Down) 1. Tithes: 2. Event Offering: 2. Speaker s Offering: 3 Other: (Explain): = Electronic Debit Name Amount = = = = = 4. Total = = Counter s s Cash Total = Check Total = Debit Card Total = Offering Total = Treasure Please record your Event Offering (#2) to your records: $ Treasurer (print) Event Coordinator : 29 FIRE International Copyright FIRE International (FIFOCM) 2015

30 FIRE INTERNATIONAL AFTER ACTION MEETING The After Action Meeting for this event Name of Event will take place on at Time at. Location I understand that the coordinator and committee members for this event must attend. Failure to attend this meeting can affect your ability to conduct future events at. Name of Church Print Name FOR OFFICIAL USE ONLY Distribution : By Staff Member: Print Name 30 FIRE International Copyright FIRE International (FIFOCM) 2015