Church Events

Events & Calendaring

Events & Calendaring

Guiding Principles for Events and Calendaring

Foothills uses PCO Calendar (known from here on our as Calendar) as our only calendaring system. All church events irrespective of location (online, offsite, onsite, rental, staff or group) should be represented on Calendar. 

Consult PCO Calendar Documentation for questions related to how to use Calendar. Access documentation via link: https://pcocalendar.zendesk.com/

Accessing the Calendar

Guiding Principles

To ensure effective and efficient event management and calendaring within our church community, the following principles have been established. These guidelines aim to provide clarity, accessibility, and a comprehensive understanding of all church-related events.

1. Calendar is the Hub

2. ChurchCenter as the Public Events Calendar

3. Registration Pages

4. Calendar as the First Stop

5. Mandatory Attendance Tracking

6. Standardized Naming Practices

Events & Calendaring

Event Requirements

Every event entered into the Calendar must include the following mandatory information:

Required Information Description
Event Name (aka Public Facing Event Name) Title of the event, suitable for public viewing. See: Event Naming Guidelines. 
Event Owner (aka Staff Lead) Designated primary contact for the event, who will receive communications. Must have Calendar permissions.
Date Scheduled date(s) for the event.
Start Time / End Time Commencement and conclusion times, including repetition details if applicable.
Repeat Instructions if the event recurs.
Location In-person or virtual location description, visible on the event listing and kiosks.
Summary Brief overview of the event for public engagement, useful for iCal feeds or kiosk displays.
Church Center Visibility Options to publish, feature, or keep the event unpublished on Church Center. see Events Visible on ChurchCenter. 
Tags Required selection from each group: Department, Event Type, Location. Details in the tags section.
Rooms & Resources Details on rooms and resources allocated for the event.
Notes Internal information, must include a point of contact for the event. For lay events this means: name, phone and email. 
Connections If the event is connected to a Group, A Worship Service, A Registration, it must be linked. Read more about connections. 
Optional Information Description
Setup Time / Teardown Time allocated before and after the event for preparation and cleanup.
Event Managers Additional staff members designated to receive updates about the event.

For Events Visible on ChurchCenter

Events visible on ChurchCenter (referred to as "ChurchCenter events") must include the following additional information:

Requirement Description
Registration URL Link to an internal or external registration page for the event. This could be a link to the PCO Group Event or a Registration page.  
Description Detailed, rich-text overview of the event for public viewing on Church Center.
Image A representative image for the event to be displayed on Church Center.

Events & Calendaring

Event Naming Guidelines

  1. Clear and Descriptive: Use names that clearly describe the event or its purpose, ensuring it is understandable to someone not familiar with the specific group or activity.
  2. Avoid Abbreviations and Jargon
  3. Standardize Date and Time Format: For events occurring at specific times, include the day of the week and time, using a standard format (e.g., "Tues. 10am").

Formulas for Specific Event Types

Small Groups

This include Journey Groups, Gather Groups Wellspring groups and any small group that has more than one group connected. 

Formula: Name of Small Group Type - Start Time (Leaders' Last Names)
ex. Journey Group - Tues. 10am (Leaders: Hazlitt & Miles)
ex. Wellspring Sources - Thursday 6:30pm (Leaders: Harder and Ferguson)

Note: When creating PCO Groups for small groups use the same naming convention. 

This formula ensures that participants know the type of group, when it meets, and who leads it, providing all necessary information at a glance.

Memorials

Unless specifically instructed by the family avoid using the word Funeral. 

Events & Calendaring

Event Tags

Event Tags are essential for organizing events based on common purposes, such as campus, department, or event type. They allow for efficient filtering on both the Admin Calendar and Church Center Calendar pages. Tags should be assigned to every event to facilitate easy navigation and organization.

Editing Tags: Tags can be modified at Planning Center Online Tags.

Event Event must have a tag from: Department, Event Type, and Location to ensure comprehensive categorization.
Tags with a * indicate the tag can be used to filter events on ChurchCenter. 

Events highlighted in yellow are seemingly redundant and should be considered for removal.

Department Tags

Tag Description
Spiritual Practices* Events focused on spiritual development and practices.
Serving & Justice* Events centered around service and justice initiatives.
Small Groups* Gatherings for small group discussions or activities.
Family Ministry* Events designed for families and youth engagement.
Newcomers* Welcoming events for new church members or visitors.
Spiritual Formation* Educational and growth-oriented events for adults.
Worship* Services and events focused on worship.
Music* Events featuring musical performances or participation.
Governance & Board* Meetings or events related to church governance.
Community Care & Support* Support groups, counseling sessions, and similar gatherings.
Serving Teams* Events or meetings for specific volunteer teams.
Staff Team Internal events for church staff members.
Rites of Passage Events marking significant life milestones (weddings, funerals).
Affinity & Connection Events and gatherings that are primarily social or affinity based
Sexuality Education For any Our Whole Lives groups or classes.
Rental Private events hosted in the church's facilities.
Rental: Community Partner Event Events hosted in partnership with a Foothills community partner.
Renter: Playcrafters  Events hosted by the Playcrafters group.
Renter: Center for Spiritual Living  Events hosted by the Center for Spiritual Living.

Location Tags

Tag Description
Onsite* Events held at the church's physical facilities.
Online* Events conducted online.
Offsite Events located away from the church premises.

Set Up Tags

Tag Description 
No Set Up Needed Event can use room without any setup 
Self-Set Up Group will set up and take down for event  
Staff Set Up Staff will set up event 

Individual Tags

Tag Description
Memorial* Events commemorating the life of a deceased individual.
Holidays* Church or public holidays and observances.
Wellspring Events related to the Wellspring spiritual program.
Journey Groups Small group meetings for spiritual or personal growth.

These tags ensure that all events are properly categorized, making it easier for both staff and congregants to find and engage with events that interest them.

Events & Calendaring

Using Calendar Effectively

Making "Connections" in Events

Each Planning Center product handles events differently. Events in Calendar can be connected to:

PRODUCT

CONNECTION

Groups

An individual group

Groups

A specific group event*

Registrations

A signup

Services

The Service Type where the plan is located

Check-Ins

An event

Connections do not sync. Any changes made in one app within PCO must be made in the connected products. Adding a connection to an event allows staff to easily see who is connected to an event, and see if there is anything missing from the event. 

*The connection of a specific group event to a event in calendar occurs through the Calendar Forms.  

Calendar Templates

To streamline the event creation process, Calendar Templates can be utilized to quickly apply rooms, resources, and tags to events, ensuring consistency and efficiency in event planning.  Templates can be edited in Calendar: https://calendar.planningcenteronline.com/event_templates.

Review a list of Event Templates.

Events & Calendaring

Event Template Emails

Events & Calendaring

Event Templates

Template Name Variants / Rooms Description / Setup Resources
Offsite Event

Event that takes place both not on Foothills campus or online
Online Event

Event that takes place in a zoom room
Workshop or Meeting w/ Meal 
  1. Room 222/223
  2. Unity Hall
  3. Community Wing Basement

Workshop or meeting setup with people sitting at round tables seating under 36 people, with food. 

 

Setup: Round tables with 6-8 chairs at each, table for supplies, table for a chalice

 chalice, led candle, small table for chalice, nametags, pens, whiteboard, TV cart with hookups, table for supplies, tea service, KN95 masks, hand sanitizer, tissues food ordered by staff
Large Meeting/Workshop 
  1. Unity Hall
  2. New Basement

Large meeting of 36-100 people, presented at the front of rows of chairs. 

Setup: Chairs in rows, table for supplies, table for a chalice. Microphone for amplification.

 chalice, led candle, small altar table, nametags, pens, whiteboard, TV cart with hookups or projection capability, table for supplies, water, tea service, KN95 masks, hand sanitizer, tissues

Microphone/Speaker  
Small Group Meeting (no Tech)
  1. 221
  2. 224
  3. 225

Small group meeting room for 12 or less. No online participants or technology provided. 

 

Setup: chairs in a circle with low round table in center, table for supplies

 chalice, led candle, nametags, pens, whiteboard , water, tea service, KN95 masks, hand sanitizer, tissues
Small Group Meeting (w/ Meeting Owl)
  1. 221
  2. 224
  3. 225

Small group meeting room for 12 or less with meeting OWL for online participation. 

 

Setup: chairs in a circle with low round table in center with meeting OWL, table for supplies

 chalice, led candle, nametags, pens, whiteboard , water, tea service, KN95 masks, hand sanitizer, tissues, meeting OWL, TV Cart. 
Small Group Meeting (w/ TV Cart)
  1. 221
  2. 224
  3. 225

Small group meeting room for 12 or less with TV Cart.

 

Setup: chairs in a circle with low round table in center with, table for supplies and TV cart

 chalice, led candle, nametags, pens, whiteboard , water, tea service, KN95 masks, hand sanitizer, tissues, TV Cart. 
Children's Choir Rehearsal
  1. 222/223
  2. New Basement

Setup: Chairs in rows, electric piano, music stand		 nametags, water, tea service, KN95 masks, hand sanitizer, tissues
Small Kids Workshop (Small OWL Group, True You)
  1. 111/112
  2. 116
  3. 117
  4. Community Wing Basement
 Flexible setup for ~16 people. 


Setup: Chairs in a circle with low table for chalice in the center, table for supplies
 chalice, led candle, small altar table, nametags, pens, whiteboard, TV cart with hookups, table for supplies, water, tea service, KN95 masks, hand sanitizer, tissues
Vespers Setup


Adult Choir Setup


Sunday Worship Setup


Event Approval & Processing

Event Approval & Processing

Facility Use Approval Process

The Foothills Unitarian Church employs a structured approval process for the use of its facilities to ensure that all events align with our community values and logistical capacities. This process varies slightly depending on the origin of the request but is designed to be straightforward and efficient.

Approval Considerations and Entities

Depending on the event different approval considerations apply. The following diagrams and tables outline the approval considerations and the involved entities. 

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Approval Considerations

    

Determined By

Internal vs. External 

 Internal - Foothills Internal Events
 External - Rentals & External Uses
 Facilities Approval Group

Authorized vs Non-Authorized

 Authorized - Approved by correct approval entity
 Non-Authorized - Not approved by right approval entity 
 Staff Lead / Shared Ministry Covenant

Regular vs "Church Wide"

 Regular - Events that don't need promotion "Church Wide" - events that require or desire promotion 
 Group Leaders/ Staff Leads

Space Availability 

 Space Available - Space is open & staff have capacity to manage event  Space Not-Available - Either space is not available or staff don't have capacity to manage event Facilities Approval Group

Approval Entities

Role

Facilities Approval Group
  • Determine capacity to hold event (space availability and staff capacity)
  • Allocate and assign room and resources 
  • Communicate with space user
  • Coordinates facility access 

Staff Lead 
  • Initiator of Event or Direct Approver of Group Leader Event

Shared Ministry Covenant
  • Approval of Group Existence (for Regular Meetings)
  • Approval of Church Wide Events as part of yearly plan

Group Leaders
  • Approval of Regular Meeting (of approved group)
  • Creators of SMC 

Event Approval Sequence

IpjJlzuPlTVB7tGp-drawing-11-1710954029.png

Step 1: Event Request Source(s)

    1. Staff Events: Staff members can submit events directly onto the calendar. These requests are routed to an appropriate approval group based on the specifics of the request. 
    2. Regular Group Meetings (Group Leaders): Group Leaders request space through their groups using the Regular Group Meeting Space Request Form (Admin Link). This process ensures that recurring or one-time group events are accommodated within our church's schedule.
    3. Events with Promotion: Both group leaders and staff can use the Event with Promotion Form (Admin Link) for events requiring promotional efforts. 
    4. Rental Partners: Specific forms are available for our rental partners, tailored to their unique needs and the terms of our partnership agreements.
    5. Public Rental Inquiries: The general public interested in renting our facilities can use the Public Rental Form. This ensures that all external requests are centralized and processed efficiently.

Step 2: Event Authorization

      1. Staff Events - No Additional Authorization before Facilities Approval Group
      2. Regular Group Meetings (Group Leaders)- No Additional Authorization before Facilities Approval Group
      3. Events with Promotion - Staff Lead or Shared Ministry Covenant Authorization 
      4. Rental Partners - According to Scope of Rental Agreement
      5. Public Rental Inquiries- Alignment with Values

Step 3: Facilities Approval Group

  1. Queue for Approval: Event requests submitted via forms are placed in a queue awaiting review by an authorized member of the Facilities Approval Group. This ensures a systematic review of each request based on its nature and the church's capacity to host the event.
  2. Review and Approval: An authorized approver assesses the event request for alignment with church values, availability of space, and logistical feasibility. The approver has the authority to approve or deny the request based on these criteria.

Step 4: Promotional and Comms Strategy 

  1. All events with promotion will trigger review of Communication team for Quality Assurance of ChurchCenter Presence and integration into Communication Strategy
    1. This includes determination if the event needs a Registration Signup. 

Step 5:  Coordination and Communication 

    1. Notification: Once a decision is made, an automatic notification is sent to the event requestor. This notification can be customized at the time of approval to include specific messages or instructions.

    2. Instructions for Facilities Staff will be added to the event and staff notified. 
    3. Automation for Forms: For requests made through the Regular Group Meeting Space Request Form and the Event with Promotion Form, an automation is triggered, sending a templated email to the requestor once the form is filled out. This email outlines the next steps, providing clear guidance on what the requestor can expect following approval. Once it is approved, another automated email can be send. c.f Template Emails.


Event Approval & Processing

Rooms & Resources Approval Groups

What are Approval Groups?

Approval groups are groups of people who approve or reject booking requests for rooms and resources, as well as event requests from an event request form.

Approval groups need to have at least one person in them and each group can be attached to any number of rooms, resources, or event request forms.

Only one person from an approval group is required to approve a request.

Approval groups are managed in the Approval Groups tab on the People page.

Approval_Groups_2x.png

How Approval Groups Function?

Room and Resource requests originate from two sources:

Once the request is made, the members of the approval group are notified and they decided to approve or reject the use. 

Our Approval Groups

Approval Groups Oversight  Who
Facilities All Rooms and Resources  Jenn and Katie
Childcare Childcare Staffing for Events Lauren
Church Wide Event Promotion Group All submissions to the church wide events and promo request Katie, Jenn, Caitlin, Tatiana

Remove Current Approval Groups: Religious Education has an approval group for Family Ministry Zooms not sure why. 
Potential Future Approval Groups: AV Tech Booth, Playcrafters if they have oversight of their groups.  




Event Approval & Processing

Procedure: Event Promo & Communication

ChurchCenter Event Quality Assurance


Church Center Event Standards

The Church Center Events Calendar serves as a centralized, accessible platform with the goal of enriching the Foothills Unitarian Church community by providing a comprehensive view of congregational life. It aims to:

Event QA Steps

This checklist serves as a quality assurance tool for ensuring all Church Center events include essential information, adhere to event naming guidelines, and provide clear, accessible details to the congregation. Use this checklist before finalizing any event to maintain consistency, accuracy, and engagement.

Part of the Event QA is the transferring of content from the submitted forms to the Event.
See Processing Calendar Forms for step by step instructions on how to accomplish this data transfer.

Step 1: ChurchCenter Visibility Determination

Under the Settings Tab, in the Church Center Section, set the Church Center Visibility Status using the following criteria: 

Visibility Status

Impact on Display

Criteria for Status

Unpublished

Not visible to congregants on Church Center. For internal use only.

Use for internal events, staff meetings, rentals, or any activities not intended for the broader church community.

Published

Appears in chronological order on Church Center.

Suitable for church events from specific groups and teams, that aim to inform and involve the congregation but are not prioritized.

Featured

Published, starred, and positioned at the top of the gallery view.

Events that impact 50% or more of the church community or are directly related to a worship series.

Step 2: Overview Tab

In the Event Overview Tab, insure all the details are set out correctly

See Naming Conventions
  1. Clear and Descriptive: Use names that clearly describe the event or its purpose, ensuring it is understandable to someone not familiar with the specific group or activity.
  2. Avoid Abbreviations and Jargon
  3. Standardize Date and Time Format: For events occurring at specific times, include the day of the week and time, using a standard format (e.g., "Tues. 10am").

Formulas for Specific Event Types

Small Groups

This include Journey Groups, Gather Groups Wellspring groups and any small group that has more than one group connected. 

Formula: Name of Small Group Type - Start Time (Leaders' Last Names)
ex. Journey Group - Tues. 10am (Leaders: Hazlitt & Miles)
ex. Wellspring Sources - Thursday 6:30pm (Leaders: Harder and Ferguson)

Note: When creating PCO Groups for small groups use the same naming convention. 

This formula ensures that participants know the type of group, when it meets, and who leads it, providing all necessary information at a glance.

Memorials

Unless specifically instructed by the family avoid using the word Funeral. 

Step 3: Settings Tab

Event Point of Contact Information 
Event Descriptions
For Events Published or Featured on ChurchCenter 

Step 4: Connections Tab

PRODUCT

CONNECTION

Groups

An individual group

Groups

A specific group event*

Registrations

A signup

Services

The Service Type where the plan is located

Check-Ins

 A checkin event

QA Process Automations 

Event Approval & Processing

Procedure: Processing Calendar Forms

This is for Foothills Staff not congregate facing 

Church Wide Events (Facility Use & Promotion Form)

Until we figure out how to authorize iFrames see the PDF for the steps needed to process the information in a church wide event

Processing Church Wide Event Form.pdf

Regular Group Meeting Space Request Form

  1. Update Summary from Notes
  2. Add Contact Person 
  3. Determine Church Center Visibility
  4. Update Event Managers 
  5. Add Department Tag

Event Approval & Processing

Procedure: Event Administrative Activity Tracking

In order to track progress with the event approval and promotion process that is accessible to all admin staff, and able to be checked by other staff for status, we have created a Card Table in Base Camp to accompany all events. This will ensure that the admin team is aware of any events that are added, and can track all needed parts of the approval, setup and promo process. Specific activities can also be taken over by back up staff, if the primary staff responsible is out of office for any reason. 

All staff have a responsibility to create a card for events they add to the calendar without a form. If you are using the Church-Wide promo form, the admin team will make the card for you. 

Staff Direct to Calendar: 

Step 1 (All Staff): Add event and all applicable details to the calendar. 
Step 2 (All Staff): Create Event Specific Card from Template in Base Camp and link to Calendar Event. 
Step 3: (Admin): Reviews Event Template Cards Daily

Public Rental, Regular Meeting, Church Wide Event: 

Admin: Promo Form Received
Admin: Create Event Specific Card from Template in Base Camp
Admin: Update Assignments
Admin: Reviews Event Template Cards Daily
Admin: Move through Card Table Accordingly

Steps to Create an Event Specific Card: 

1) Open the Event Approval & Promo Tracking Project in Base Camp
2) Open the Card Table
3) Open the Event Template from the Triage Step. 
4) Click on the ellipses in the upper right hand corner, and select Copy. 
5) From the Copy this Card Pop Up, click on "Select a Project" To open the drop down menu. 
6) Select the first option, "Event Approval & Promo Tracking Card Table", then select "Copy to this new location". 
You have now created your event-specific card. 
1) Title your event accordingly. 
2) Link to the calendar event you created. 
3) Link to a canva design or any additional information that you need to include. 
4) Save Changes
5) Return to the card table, and move your event into the "Approval" Step of the card table. 

Admin team will now take over and ensure your event, event support, and promotion moves through our process. 

Staff Scheduling

Congregant Scheduling

When a congregant has an idea for an event, fundraiser, group, etc, they should first visit https://foothillsuu.org/have-an-idea/ and complete "Step One: Assess the Sweet Spot." 

If, after assessing the sweet spot, the congregant feels their idea is a good fit for Foothills, they should proceed to "Step Two: Fill Out the Making Something Happen Form." Once the congregant has submitted the Making Something Happen Form, we have 12 days to respond to them.

The Making Something Happen Form will go to the communications team. We will then review it and make sure all the information is as complete as possible before sending it to the appropriate staff lead for review. 

The staff lead will then follow up with the congregant on the next steps, including letting them know if the event is not a good fit for the time/church or (if the event is a go) sending them the promotion request form.

 

Event Childcare

One person from the committee and/or the member who signs the contract sponsoring an event at the Church is responsible for ensuring all Childcare Procedures for Activities at Foothills Unitarian Church are followed and clean up is complete. Please review all child care procedures.

Event Childcare

Event Childcare Overview

The Family Ministry Coordinator (Lauren Farley) is the staff lead for Childcare for Foothills-sponsored events.

Drop-in childcare will always be available without registration for all-congregation events.

Cf. Events with Automatically Provided Childcare

For other specific events we've decided to offer childcare for, our procedure is that childcare will be available with 48 hour advance registration.

This is important because we need to have enough time to find available childcare providers (we try to always have TWO providers, so if one person needs to go get a child's parent, no other children are left alone) and we need to manage our available budget for paying workers. Childcare may be cancelled if fewer than 2 children are registered or no childcare worker is available. We also need time to give participants adequate notice if childcare or the event itself will be cancelled.

Unsupervised children are not permitted at any event. If children are present and childcare staff are not, children need to remain in the event space with their parent/guardian/responsible adult and be directly supervised. Busy bags are available in the Welcome Kiosk in the entry hall and toys for young children are available in the Family Lounge for parent-supervised use. 

We provide childcare free of charge to participants for events 2 hours and under. For events longer than 2 hours, please consider building in an option for a small donation (e.g. $5-10) to offset the cost of paying for workers and snacks and supplies for children.

If your event is offering food, be sure to consider that children in childcare will need an opportunity to eat as well, and be sure to gather information about food allergies/intolerances in registration.

Events sponsored by outside organizations/renters provide their own childcare and are responsible for adhering to Foothills policy and guidelines for safety and building use.

Event Childcare

Events with Automatically Provided Childcare

At Foothills Unitarian Church, certain congregation-wide events automatically include childcare services to ensure all families can participate fully in our community life. These events are integral to our communal worship, decision-making, and celebration. The automatic provision of childcare for these gatherings reflects our commitment to inclusivity and support for families with young children.

Events with Automatic Childcare:

  1. Sunday Worship Services: Every Sunday, as a core part of our communal spiritual life, childcare is provided to allow parents and guardians to engage fully in worship.
  2. Congregational Meetings: Meetings that involve important decision-making processes, including votes that shape the future of our congregation, ensure that all members can participate without childcare concerns.
  3. Events Requiring a Congregational Vote: Any event specifically organized to facilitate congregational voting, recognizing the importance of every vote in guiding our church's direction.
  4. Special Congregation-Wide Celebrations: Key events in the church calendar that bring our community together for celebration, reflection, or commemoration.

Key Characteristics of Automatically Provided Childcare:

This practice on automatically provided childcare for essential congregation-wide events ensures that Foothills Unitarian Church remains a welcoming, inclusive space for families of all shapes and sizes. By removing barriers to participation, we foster a more engaged and vibrant community.

Event Childcare

Childcare Request Procedure

To streamline the process and clarify roles in managing childcare requests for Foothills-sponsored events, we've divided responsibilities between the event's Staff Lead and Lauren Farley, the Family Ministry Coordinator. Here’s how the tasks are split:

What the Staff Lead Does:

  1. Assess Childcare Needs:

    • Determine if the event qualifies for childcare (considering automatic childcare provision for congregation-wide events or if a separate request is needed).
    • Decide based on event type and anticipated attendance if childcare is necessary and aligns with the 48-hour advance registration policy.

  2. Submit Childcare Request Form:

    • Complete and submit the childcare request form via Direct Form Link, providing details such as the event date, time, expected number of children, and any special requirements (e.g., allergies).

  3. Communicate with Participants:

    • Inform event participants of the childcare availability, including registration deadlines and policies regarding cancellation and unsupervised children.
    • Ensure attendees are aware of any contributions suggested for events longer than 2 hours and communicate about food provisions for children.

  4. Prepare for the Event:

    • Coordinate with Lauren to ensure a designated area is prepared for childcare, considering safety and comfort.
    • Arrange for busy bags and toys for children who stay with their parents in the event space, ensuring all materials are available and accessible.

What Family Ministry Coordinator Does:

  1. Review and Approve Requests:

    • Assess submitted childcare requests for completeness and feasibility, considering factors like event type, duration, and specific needs.

  2. Coordinate Childcare Providers:

    • Confirm the availability of at least two childcare providers for each event, adhering to safety policies and ensuring reliable care.
    • Handle any necessary communications with childcare workers, including confirmations and cancellations.

  3. Manage Logistics and Budget:

    • Oversee the logistical arrangements for childcare spaces, ensuring they are safe, welcoming, and appropriately equipped.
    • Monitor the childcare budget, taking into account the event's length, number of children registered, and any specific needs that might affect costs.

  4. Follow-Up and Feedback:

    • Collect feedback from parents and childcare providers post-event to evaluate the service and identify areas for improvement.
    • Address any issues that arose during the event and make adjustments to policies and practices as needed.

By clearly delineating these responsibilities, Foothills Unitarian Church ensures a smooth and efficient process for providing childcare at church-sponsored events, supporting our families and upholding our values of inclusivity and community engagement.

Event Procedures

Event Procedures

Opening and Closing the Facility

Admin. team is responsible for maintaining Opening and Closing procedures of the Campus.

Opening Facility procedures on Sundays:

  1. Staff Support arrives @7:00am and unlocks the Main Entrance Door, the other side should automatically open at 7am.
  2. Turn on Commons lights, Sanctuary main lights, and Admin. lobby and hallway lights
  3. By 7:30am Staff Support unlocks the East Parking lot
  4. Staff Support edits and prints by 7:45am the Today at Foothills  Signs for both Sunday and Monday on tabloid size paper and inserts in the 3 exterior signs, and 1 interior standing sign by the Welcome Desk. Prints 2 small letter sizes for Volunteer Huddle in Conference room, and the Welcome desk. How to edit and print Today at Foothills is found HERE.
  5. Staff Support and/or Hospitality Volunteers open the shades in Unity Hall.

Closing Facility procedures on Sundays:

  1. If nothing is happening in the Commons area/Unity Hall or the Sanctuary, the Staff Support will turn off the Commons lights "ALL OFF" button. Otherwise they will keep those lights on. 
  2. Staff Support will turn off the Kitchen lights, Admin. Lobby lights, Office lights
  3. Staff Support will close all shades in Unity Hall.
  4. Staff Support locks the Main Entrance Doors and East Entrance Doors before they leave @12:30pm.

Opening Facility procedures for Monday thru Friday:

  1. The first Admin. Staff who arrives to the building Mondays - Friday removes the previous day's Today at Foothills signs from the 3 exterior signs. 
  2. Tuesday mornings, The Group Coordinator inserts Tuesday -Saturday Today At Foothills Signs in the 3 exterior signs and 1 interior signs.
  3. On Mondays, the office is technically closed. Lights only need to be turned on per the needs of the Admin. Staff person or others using the building.
  4. The Main Entrance doors remain locked unless a big event is taking place during the week, then the Admin. Staff person can unlock and lock accordingly. There will need to be a person affiliated with the event near the unlocked doors at all times for security.
  5. The Office entrance doors remain locked on Mondays.
  6. The Office entrance doors are unlocked when a volunteer or staff person is sitting at the reception desk only during Office hours Tuesday thru Thursdays. If no one is able to sit at the reception desk during those hours, then the Office entrance doors need to remain locked.
  7. On Fridays, the office is technically closed. Lights only need to be turned on per the needs of the Admin. Staff person or others using the building.

Closing Facility procedures during the week:

  1. If nothing is happening in the Commons area/Unity Hall or the Sanctuary, the Staff Support will turn off the Commons lights "ALL OFF" button. Otherwise they will keep those lights on. 
  2. Staff Support will turn off the Kitchen lights, Admin. Lobby lights, Office lights
  3. Staff Support will close all shades in Unity Hall.
  4. Staff Support makes sure the Office Admin Doors, Main Entrance Doors and East Entrance Doors are locked before they leave OR knows who remaining in the building will be responsible to lock up before they go. If they are unaware of anyone else, then they are to lock up.

Other important Opening and Closing details:

Event Procedures

Attendance and Check-ins

 

Newcomer and name tag sheets should be placed in Lauren K's mailbox following the 11am service

  1. Navigate to Check-ins (ensure date is correct)
  2. Input all names on newcomers sheet & nametag sheet
    1. If they don't come up, add them in people
      1. Navigate to the People App
      2. Type in their name & select create new person
        1. Tip: You only have to type a few letters of the first and last name
  3. Navigate back to Check-ins and check-in new person

 

Zoom Checkins

 

Event Procedures

Staff Participation and Event Fees Policy

Purpose:
To clarify expectations regarding staff participation in Foothills Unitarian events, including when payment of event fees or ticket costs is required.

General Principle

Staff are never required to pay to participate in Foothills events when their presence is part of their role as staff. Because staff are expected to “show up as staff,” even when not assigned an official duty, their participation is considered a work responsibility rather than a personal choice.

Ticketed Events

If a staff member purchased a ticket under the assumption that it was required, they may request a refund.

Participation in Limited or Resource-Intensive Events

Staff participation in Foothills events that have limited capacity (such as retreats, small groups, or ticketed programs) requires prior approval from their supervisor. Because staff covenantally agree to bring both their professional and personal selves to their work, they do not determine independently when they attend as a participant versus as staff.

Supervisors will evaluate:

Approval should be obtained before registration to ensure appropriate alignment with organizational priorities.

Communication and Clarity

Event organizers and staff leads are responsible for clarifying expectations that are in any way an exception to policy for staff attendance and costs well in advance of events to prevent confusion.

Canceling Church Programs and Services

Sunday worship or events may be canceled by the senior minister or staff person directly responsible for the event.

If a worship service or event is canceled due to weather or other emergency, notice will be posted on the website and congregants will be texted and/or emailed.

 

Building Use Forms & Approvals Flow Chart

 

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