Calendaring System

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

• For Staff: All staff members have access to the Calendar, which encompasses all event details (https://calendar.planningcenteronline.com/events)
• For Lay Leaders and Community Members: Access to the Calendar is available through Church Center on the Foothills website (foothillsuu.org/events) or via the Church Center app. This view includes only public events labeled for visibility on Church Center.
• Additionally, Groups Leaders use PCO Groups to Manage Their Own Internal Calendars 

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Church Center Visibility	Options to publish, feature, or keep the event unpublished on Church Center.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.

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.

Event Naming Guidelines 

 

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

• Formula: Memorial for [Name of the Deceased] or [Name of the Deceased]'s Celebration of Life
• Example: Memorial for Anna Jane Norris or Anna Jane Norris's Celebration of Life

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

Calendar Tag List

 

Using Calendar Effectively 

Making "Connections" in Events

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. You can find a list of Event Templates at https://calendar.planningcenteronline.com/event_templates.

1. Calendaring System

   • Accessing the Calendaring System
   • Creating and Managing Events

2. Scheduling Procedures

   • Requesting Space: Process Overview
   • Priority Scheduling for Church Programs and Events
   • External Group Use and Rentals

3. Event Planning and Support

   • Initial Planning and Consultation
   • Audiovisual and Technical Support
   • Setup and Takedown Procedures

4. Recurring Events and Meetings

   • Scheduling Recurring Use
   • Adjustments and Cancellations

5. Special Events and Large Gatherings

   • Planning Process
   • Additional Requirements and Considerations