Large Event Approval Policy.pdf

PURPOSE: The purpose of this policy is to ensure that all large events considered for Bethlehem Baptist Church (BBC) facilities be appropriately coordinated and approved based on a comprehensive consideration of ministry needs, building space and available resources.

POLICY: When a Bethlehem Baptist Church facility is being considered as the location for any large event (whether for a BBC group or an outside organization), final approval shall be contingent on coordination with, as a minimum, the sponsoring/initiating pastor (or representative), the Church Properties Administrator (CPA), and the Director of Media Ministries (DMM). When possible, it shall be the policy of Bethlehem Baptist Church to receive a sufficient rental fee for use of its facilities to cover all costs associated with the hosting of an event, so as not to incur costs not approved in the Church & Missions (C&M) budget.

PROCEDURES:

A.                General

1.                  All events held at BBC will have a sponsoring BBC pastor.

2.                  Personnel and equipment costs are budgeted each year to support anticipated ministry events held in church facilities or off-site (e.g., all church worship services, daily events, annual ministry scheduled events, etc.).

3.                  During the year outside agencies or BBC ministries may request space for a non-budgeted event.

B.                 Bethlehem Ministry Budgeted Events

1.                  When planning an event, Ministry departments will coordinate with the CPA for availability and approval of requested dates(s) and space, and, if necessary, with the DMM for approval of required media support (personnel and equipment).

2.                  Once the CPA and DMM approve support for the event, it will be entered into the church calendar and advertised as directed by the head of the ministry department.

C.                 BBC Ministry/Outside Agency Non-Budgeted Events

            The following will constitute the approval process for BBC Ministry/Outside Agency non-budgeted events:

1.                  The event request is presented to the CPA.

2.                  The CPA makes initial determination of availability of date/time/location/ space.

3.                  The ministry department/outside agency will identify an Event Coordinator, who will be responsible for coordinating all aspects of the event with the CPA and DMM (and others, as needed).

4.                  A preliminary project meeting will be held with the Event Coordinator, CPA, and DMM, for the purpose of: (1) identifying logistical support/facility requirements; and (2) identifying costs associated with this support.

5.                  The CPA and DMM will make an initial determination as to the feasibility of supporting the event, to include an analysis of all associated costs (personnel, equipment, facility, utilities, etc.). If either department is not able to support the event logistically, this information will be communicated to the event initiator, along with possible options (when possible) for alternative levels of support.

6.                  If the event is to be a BBC-sponsored event, with no costs incurred by any outside ministry entity, the costs associated with the event must either be borne by the ministry department within its budget, or presented to the Lead Pastor for Operations and/or Executive Pastor for approval of other-than-budgeted funds.

7.                  If the event is to be a BBC-sponsored event, with all costs to be borne by an outside agency, the CPA/DDM will determine a reasonable fee to be charged to the outside agency which will cover associated event costs (personnel/equipment/utilities), plus a nominal additional percentage fee of 10% to recover normal wear and tear on the facility.

8.                  The final decision for approval will be made only when funding approval has been received from either the sponsoring ministry department or the Lead Pastor for Operations/Executive Pastor.

9.                  One or more follow-on project meetings will be held to specifically identify all BBC/outside agency responsibilities. Based on these meetings a Memorandum of Agreement (MOA) will be prepared by the CPA, detailing BBC/outside agency responsibilities, the cost being charged to the agency, and the datewhen the payment is to be made to BBC (either prior to or within a certain period of time following the event). The MOA will state that any deviation by the outside agency from agreed-upon support requirements (i.e., an increase of requirements) to be received from BBC may incur an additional charge, based on additional personnel and equipment charges incurred by BBC.