This portion of the website is intended for use by Ministry Leaders and Staff of Grace Community Church

FAQ's About Getting Things Done At GCC

Are you leading a ministry and wonder how to get things done and who to contact? Here are some Frequently Asked Questions and resources to point you in the right direction. If you have additional questions, just check with your ministry leader and they'll be glad to help.

PLANNING FOR YOUR EVENT
When planning a ministry event, class or group, you'll want to plan far enough in advance so that we can tell people about it during our weekend services or within other church publications.

Once you have ministry leader approval for your event or class, the following is a list of the most common planning items you'll will want to consider. We've listed recommended timelines, forms and resources for each area.

Calendar/Meeting Rooms

When: 6 Weeks in advance of event date. Be sure to submit information in plenty of time to be processed. (example - if you submit a calendar request on Thursday afternoon it will not be processed until someone is back in the office on Monday)
Why: Members/Community refer our web calendar to find out what's coming up. The weekend planning team uses this information to correctly communicate your event, which usually begins a month in advance.

To get an event on the church calendar & to reserve meeting rooms
  • Get ministry leader approval for event
  • Requests for rooms in Son City, the Student Center and Worship Center require prior approval from the pastor of that area. Please obtain these approvals in advance of submitting your room request.
  • Submit calendar/room request form
If an event is cancelled or changes need to be made to the date or room reservations:

Technical Support

When: 6 weeks in advance of event
Why: Preparation, scheduling and training time needed by tech team

Need assistance with technical setup for your event? (Sound, lighting, PowerPoint, Video Creation)

Verbal Announcements

When: 6 Weeks in advance of event date.
Why: Announcements planning and PowerPoint slides must be created. The earlier we know what's coming up, the better we can prepare your promotional messages. *Note: Our equipment requires us to prepare files differently than you would for use on your computer. If you have specific graphics or instructions for your slides, please let us know and we will be glad to assist you.

To request a verbal announcement during a weekend service

Groups/Classes Registration

When: Have all registration items in place prior to the start of weekend promotion. Be sure to submit information in plenty of time to be processed. (example - if you submit a calendar request on Thursday afternoon it will not be processed until someone is back in the office on Monday)
Why: So that people know how to register for your event and can do it easily once promotion has begun.

To set up online registration for a class or event
  • Contact ministry admin and provide event details.
To set up a registration flyer or form for a class or event
  • Utilize online templates on The Office or contact ministry admin
  • Submit flyer to ministry leader/admin for proofing and review
  • Contact ministry admin for copying procedures and billing code
To get a booth space in The Commons to promote your class or event
  • Contact ministry leader - Kyung Lee (Groups) or Holly Elliott (Ministry)

Bulletin Inserts

When: Place intial request 6 weeks in advance of event date, recommended. Minimally 7 days in advance of weekend service. Copies due in office by Wednesday prior to insertion date.
Why: So that we can schedule enough volunteers to stuff the bulletins each week.

To get a bulletin insert placed in the weekend bulletin
  • Get ministry leader approval for cost of insert printing & correct copy code
  • Review promotional guidelines for bulletin inserts
  • Submit a weekend promotional request form
  • Design insert and have it proofed by your ministry admin. - See bulletin insert templates
  • Have inserts printed and placed in office workroom by Wednesday of insertion week (check with CateRader@mac.com for quantity needed)

THR!VE Newsletter

When: Submit information to your ministry leader by the third week of the month for publication the beginning of the following month.
Why: Content of the newsletter is finalized the last week of each month.

To submit information for the THR!VE Newsletter
  • Email details, photos if applicable, to your ministry leader

Facilities

When: Anytime
Why:Notice something at the church that needs to be repaired or need a hand with a ladder or hammer? Let our facilities team know about it.

Website Updates

When: As needed
Why: To inform webmaster of ministry changes or contact information & to keep information accurate

To submit website updates
  • Review website guidlelines
  • Submit information, in writing, to your ministry leader for approval
  • Ministry leader will review and submit to webmaster