Special Events Checklist

General Notes

• A special event is a gathering, whether recurring or one-time, that brings together on- and off-campus guests, leverages Network Resources, and delivers a unique experience beyond regular programming.
• Gather all of your event details and create your event in eSPACE
• Please mark your event as a Special Event in eSPACE

Campus Ops

• Timely put events in eSPACE – When possible – small events (classroom size) 1 week minimum, medium events (YTH spaces, Fellowship Hall) 2 weeks minimum, large events – 1 month minimum
• Thoroughly review the Campus Operations resource tab under items in eSPACE to familiarize yourself with resources that available and enter accurate information
• Provide a layout drawing for resources that have specific location needs (Worship Center and lobby require a layout map)
• If needed, schedule an appointment for a walkthrough of the space and resources well in advance
• All items needed for an event should be part of the setup notes for the space reservation and not a work order

Communications
Request Process: Submit a Comms Request

• Note: One Communications Request per item, be as specific as possible, provide a shared Google Doc with detailed information and details for your item at the time of your Comms Request (Ex. if requesting a magazine, please include all of the content for your magazine in your request).
• Comms Request Status Check: Email [email protected] to provide updated information, additional attachments, or to check on status updates.
• Please designate one person as your primary contact for each event.

Lead Times:

• 2 Weeks: Flyers, Signs, and Basic Print Requests
• 30 Days: Programs, Photography requests, and Slides
• 60 Days: Magazines, Custom Graphics, merchandise, etc.
• 90 Days: Videography
• Note: excessive requests for design edits or delays in providing content affects our ability to meet projected timelines. To maintain efficiency, we request no more than three editing rounds per design.

Resource Categories:
Signage: All signage on campus must follow our ministry’s signage template available on Canva.

• 8.5×11 Signs: These signs are primarily used to designate reserved seating in the Worship Center.
• 11×17 Signs: These signs require a sign holder from Campus Ops; they are primarily used to designate the activity taking place in a specific place or to direct people to seating areas.
• 24×36 Signs: These signs require a sign holder from Campus Ops; they are primarily used outside for directional purposes.
• Pop Signs: These signs are printed on coroplast board and are typically used for photo booths, parking lot teams, and greeting teams.
• Pillowcase Signs: These tension fabric banners require a sign holder from Campus Ops; they are a custom size and follow a ministry template to designate a ministry or activity at a specific place on campus.

Printing

• Programs: Bifold programs are typically used to inform your guests of the order of service, performers, special thanks, etc.
• Magazines: Magazines are used to inform your guests of specific information. They are designed in multiples of 4 and are typically 20-24 pages in length.
• Invite Cards: Fold over invite cards are used to promote your event. As part of our “Sit with Me” Culture, the interior of the cards includes a directive to sit with me and provide contact information.
• Business Cards: if you need to provide a business card at your event, please begin the process through Human Resources.
• Flyers: all flyers are typically designed two-sided; they are available in two sizes and are used to promote your event.
  • 5.5×8.5 Flyers – this is a half page flyer and the most common flyer distributed in our ministry.
  • 8.5×11 Flyers – this is a full page flyer, it is ideal for detailed information.
• Postcards: postcards are recommended only for distribution lists with whom you have an established relationship. They must comply with USPS mailing regulations and require 60 days notice in order to use an outsourced mailing system.
• Table Numbers or Table Tents: table numbers and tents are used as decoration on your event tables. Should you require a numbering system or information on the table, please request these items 30 days before your event providing all necessary details.
• Fold-over Cards: blank branded note cards with branded envelopes are available in every main office. We recommend using them for personal notes and thank you notes for attending your event.

Slides – If you require a slide deck on screen in your event space, and you require assistance with it, please provide all information in a Communications Request 30 days before your event. Slides will be shared with Media and Production for all events on campus.

• Pre-Event Slides: These slides rotate on screen before your event begins.
• Event Slides: These slides are used during a presentation by a guest speaker.
• Map Slides: These slides are used to help your guests find their designated seating area, understand directions around campus, etc.
• TV Screens: if you’d like a rotating slide deck on the TV screens on campus during your event, please email [email protected] with your request.

Merchandise

• Note: all branded items should use an approved logo found in the All Staff Drive. Please follow the Indian Rocks Branding Guide when ordering.
• Promotional items can be purchased through 4 Imprint; please follow our detailed process before placing your first order.
• Apparel should be purchased through an approved vendor and follow the branding guide.

Graphics – If custom artwork is needed for your event, please provide sample images and a detailed description of your request at least 45 days prior to the date you plan to first advertise your event.

Photography – If your event requires photography, please email [email protected] to reserve a photographer at least 30 days before your event.

Videos – Please note that video requests must be approved and can only be requested by Pastor Aaron, Dr. Chris Hobbs, and Tim Ferguson; all videos will be considered on a priority basis, given the projects on the Communications Calendar.

Livestreaming – In coordination with Communications & Media and Production, please notify our team of your intent to livestream at least 30 days prior to your event or before any communication has taken place to your guests.
Note: if your event will be livestreamed, please inform your guests in your communications (after you have cleared the request with Communications & Media and Production).

Website Event Listing – if your event requires a website event listing, please submit a Communications Request at least 2 weeks prior to the date you first plan to advertise your event.

Social Media Promotion – if you believe your event requires social media promotion, please submit a Communications Request at least 2 weeks prior to the date you first plan to communicate your event.
Note: The Communications Team reserves the right to review, approve, or deny requests for social media promotion in alignment with our global communications strategy.

Finance
What type of financial support is needed?

• None
• Online Form (Need event details 4 weeks prior to launch date)
• Point of Sale (Handheld Credit Card or Square Stand)
• Cash (Need denominations 4 weeks prior to event)

I.T. Department

• Minimum of 4 weeks prior to the event and up to 8 weeks lead time
• Registration forms to be configured in Rock
• What reporting is needed post-event?
• Will there be check-in needed for the event?
• Will labels be needed if check-in is used?
• Are there any unusual network needs?

IR Eats
Step 1: Create a Plan

• Meet with Your Pastor, Director, and/or Team to Decide:
• What type of event will this be?
• What style of food service best fits the event?

Food Service Options:

1. Basic Service: Drop-Off (Most Budget-Friendly Option)
   Examples: Boxed lunches, pre-packed items (hamburgers, hot dogs, pizza)
   Food is served in disposable aluminum pans
   IR Eats delivers the food; your ministry is responsible for returning any items not disposed of.
2. Standard Buffet
   Self-serve or volunteer-served buffet (e.g., staff celebrations)
   Examples: Taco bars, pasta stations, themed buffets
   Setup includes:
   Stainless steel chafing dishes and premium plates
   No additional setup required except for the buffet area
3. Elite Lunch/Dinner (Formal Events)
   Examples: Widow/Widower banquets
   Setup includes:
   Decorated tables with linens and centerpieces
   Buffet or plated service style
   Optional enhancements:
   Premium menu items (e.g., short ribs, specialty dishes)
   Pre-set salads, plated desserts
4. Private Chef Experience (Intimate Gatherings)
   Examples: Donor dinners
   Personal chef service, including in-home events
   IR Eats provides both food and décor at your chosen location

Event Setup Considerations:

• Location: Where will your event be held?
• Setup Requirements:
  • E-Space approval is mandatory
  • Linens for guest tables
  • Centerpieces
  • Basic or premium plasticware
  • China/stainless steel utensil options
• Floor Plan:
  • Do you have a floor plan?
  • Who is responsible for creating it?
  • Has the plan been shared with IR Eats and the Operations Team?
• Media Requirements:
  • Has a media request been submitted?
  • Contact Jared (Media Director) for confirmation

Budgeting

• Provide IR Eats with your budget (either per person or a total food budget)
• All quotes must be obtained through IR Eats first
• Price Match: If an outside vendor provides a cheaper quote, IR Eats will match it (see policy)
• The initial proposal is a starting point. Let us know if adjustments are needed to better match your vision.

Step 2: Submitting Your Food Request

• Timeline
  • Submit your food request at least TWO WEEKS before your event
  • Use the Event Request Form
  • Include as many details as possible
  • Important: All events held in the Dining Hall, Hospitality Room, or Smiley’s must use food provided by Indian Rocks Eats.
• Proposal Process
  • When to Expect Proposals:
    • Typically sent two weeks before your event
    • For events 30+ days out, proposals are sent closer to the event date
  • Access:
    • Emailed directly to you
  • Available in the Client Portal:
    • Username: Your last name (as submitted)
    • Email: The address used when submitting the request
• Providing Updates or Comments
  • After the Proposal is Sent:
    • Log in to the Client Portal
    • Select your event and add comments in the appropriate section (e.g., food, table setup, event details)
    • Click “Submit” at the bottom of the page
  • Before the Proposal is Sent:
    • Email Jamie and CC Korie with any updates
• Finalizing and Confirming
  • After your proposal is finalized, you will receive a reminder to confirm your headcount
  • Confirm your headcount in the Client Portal
  • Important: Final changes must be made no later than four (4) days before the event
• Additional Tips
  • Special Dietary Needs: Communicate allergies, dietary restrictions, or special requests early
  • Volunteer Coordination: Arrange volunteers for buffet service if needed
  • Cleanup Responsibilities: Clarify the return of borrowed items
  • Weather Contingency: Have a backup plan for outdoor events

IT

• #1 Point

Media & Production
Fill out the form at the link provided.

• Is this event in a room outdoors, or a room with a soundboard?
  • Worship Center, YTH Spaces, Fellowship Center, Chapel
• Is my event larger than 50 people?
  • Gatherings larger than 50 people (20 people when outside) could use sound support from a microphone/speaker setup
• Will my event require “scene changes” of any kind? (This question allows us to know if additional personnel is necessary)
  • Scene changes can include things like: lights dimming or turning on other than a light switch, multiple videos being played, multiple speakers on microphones
• Is there a presentation to put on screens?
  • We can load presentations for you (not create them), however, we need them a week prior to the event date
  • Recommended to have no more than 3 points per slide for easy readability

Safety & Security

• If the event is during school hours and is occurring in the Educational Center, Fellowship Center, Family Life Center, or Worship Center, or other areas where students are present, all guests will be screened through Raptor Visitor Management.
• If there will be more than twenty (20) guests attending the event, then a prescreening and registration for all guests should occur by sending out a Google Document to all anticipated guests.
• Large-scale events, more than a hundred (100) guests, should be coordinated well in advance (one (1) month), and in conjunction with Campus Operations.

Human Resources

• All event personnel that you are planning on paying must be pre-approved before the event.