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.