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Facilities/Resource Reservations

Ministry Objective (what):
Our objective with the event team is:

1. to provide a service that allows orderly scheduling of rooms,
2. to give assistance with event needs and
3. to provide a big picture of what other ministries are doing.

These steps help First Baptist Church Woodstock in planning the direction we desire to go during certain times of the year. We also providing a central location where people can find the help needed with scheduling an event in a facility with over 140 rooms, and helping them with the minor details of when, where, and how they can make their event more effective for God.

Biblical Support (why):
We need structure in what we are trying to do as a body. The event team is just a small part of the big picture, however the event team paints a good picture for the ministries to make good choices with the use of the facilities. God has greatly blessed our church and our staff with this wonderful group of people. In Proverbs God speaks of vision and the event team is just one way to help our ministries see the vision.

Ministry Action (how):
Room requests are made by using an event-planning checklist. An event-planning checklist is just a simple way of gathering all the information for an event. That request is processed through our event team; confirming or declining the needs for an event. Once this is completed the event is booked in EMS, our scheduling system. Through our software we are able to run reports for our custodial staff; they use these reports to set up for events. We plan for major events in a little different way; these events are scheduled on an event calendar, which the ministry leaders receive at the beginning of each month. Once the calendars are completed we check for any conflicts, if there are none we simply book them into EMS. However if a conflict should arise we contact the ministries who have made the conflicting request in an attempt to work it out. If this is unsuccessful we turn it over to our SR. Staff to make the decision on the direction they want the church to go in at that time.

People Needs (how many):
We have two people currently working in event scheduling. We are currently seeking volunteers to help us with the imputing of data. With around 900 events a week we need the help imputing data and help planning these events.

Effectiveness:
The event team is very effective with booking and communicating information with media, security, and kitchen staffs. We desire to be more effective in getting ministries to keep us informed when they cancel their events.

For more information, please contact Mary Wallace, Event Coordinator.

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