Event Requests - Trinity Lutheran Church, School & Childcare of Freistadt

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Use this form to request a room or space, promotional support, or assistance from our infrastructure team. Whether you're hosting a small meeting or a large ministry event, this form helps us coordinate details and support you well.

Based on your selections, additional questions will appear to gather the right information.

A minimum of two weeks’ notice is required for any event to be officially placed on the calendar. Late submissions may limit the level of creative or logistical support we can provide, and may not be accepted based on availability and staff capacity.

Planning to promote your event? Be sure to review our promotion timeline before submitting:

Basic event: request at least 2 weeks in advance

Printed materials: 3 weeks

RSVP/registration-based events: 8 weeks before the event

Major events or campaigns: 8–10 weeks

Please note: Events submitted after the recommended deadlines may receive limited creative support. Acceptance of late submissions is not guaranteed and will depend on availability and staff capacity.

Need to make a change? Send your update to creative@trinityfreistadt.com.

Share Your Story!

We love celebrating how God is working through the ministries at Trinity—and your event is part of that story! After your event, we kindly ask that you submit a few images and a brief description of what happened. These highlights may be featured in our weekly post-service video series, which showcases real people, real moments, and real ministry.

Have something meaningful to share now? Email us anytime at creative@trinityfreistadt.com.

Name *

First

Last

Email *

Phone *

What would you like to request?

Reserve a room or space (no equipment setup/takedown needed) for a meeting or event
Reserve a room or space (with tables, chairs and tech setup/takedown support) for a meeting or event
Request promotional support
Bulletin Announcement Only

Basic Event Info

Event Title *

Event Date *

Event Start Time *

Indicate the official start time of your event—the time guests are expected to arrive or programming begins.

Event End Time *

Indicate the time your event will officially conclude—when all programming, activities, or guest engagement is expected to end.

Is this event recurring? *

No - One-time event
Yes - Weekly
Yes - Monthly
Yes - Other (we will follow up)

Additional Information *

List all dates and times of event; recurring parameters, end date, etc

Location/Room Request *

Please find a suitable location for our meeting/event.
Gym
Cafeteria
Kitchen
Gathering Room
Sanctuary
Library
This event will be held off-campus.
Classroom (if known, specify room below)
Conference Room (6-8 people)
Quiet Space/Room
Courtyard
Parking Lot/Playground
Historical Grounds/Picnic Area

Location requests will be considered but Trinity will make the final decision. PLEASE NOTE: Reservations for the Historical Grounds/Picnic Area must be made with the Historical Society. Please contact Terry Schoessow at 262-242-0724.

Classroom *

Do you need the HVAC system on or off? *

Please turn the blower off.
The blower can stay on.

Note: The main unit and blower system in the gym is all-inclusive, and is located directly above the metal roofing. This makes it loud, and also makes the operation constant. For any events in the gym where the blower needs to be off, a minimum of 24 hours notice is required.

Refreshments *

Food & Beverages (non-alcoholic)
Food & Request to Serve Alcohol
None

Please note that Trinity reserves the right to approve or deny this request.

Estimated Number of Attendees

Event Description *

Public – Open to all

Anyone can attend. This event will be eligible for promotion on our website, bulletin, weekly emails, and/or social media.

Private – Internal group only (not promoted)

This is for ministry team meetings, planning sessions, or private use. No promotion is needed or expected.

Is this event public or private? *

Public - Open to all
Private - by invitation only (not promoted)

Send a calendar invitation to the following people:

Provide an email and Trinity will send calendar invitations to your guests.

Is registration/RSVP required for this event? *

Do you need promotional support? *

Building Access

There are some doors (listed below) that we are able to schedule to unlock and relock at specific times.

Please indicate below which doors you would prefer to be unlocked for your event.

Main Entrance ADA Door Instructions:
Push Buttons for Handicap Door are INOPERABLE when LOCKED (door bar is unjammed and unit switch is turned OFF or DOWN); Are OPERABLE when UNLOCKED (door bar is jammed, pushed in and locked with allen key, and unit switch is turned ON or UP); To Operate Handicap Door: LOCKED | Unjammed and Unit switch turned OFF (down); UNLOCKED (buttons work) | Jammed and Unit switch turned ON (up)

Entry into the Buidling *

I would like the following doors unlocked for my event...
I do not need the doors to be unlocked during my event. NOTE: Please ensure someone in your group has access into the building.

List of doors that can be scheduled to be open. *

Door #4 | Church Office Entrance
Door #6 | ELC & School Entrance
ELC Hallway
Interior Connecting Doors (from New to Old Building)
Door #28 | North Parking Lot
Door #25 | Playground Entrance
Door #24 | Loading Dock/Gym Door

If you do not choose any of the options, the Infrastructure team will you their discretion.

Unlock the doors at *

Consider set up time.

Lock the doors at *

Consider clean up time.

Additional Door Requests

Reserve a room or space (with equipment setup/takedown support)

To ensure a full understanding of all requests being made, a Connect Meeting (in person/over the phone) with the Infrastructure Department may occur prior to your event.

It is the responsibility of any person or organization conducting an event at Trinity to coordinate all aspects of the event. The planning includes: set up, ensuring doors are scheduled for unlocking and relocking, security, take down, lights off and trash clean up. The facility should be left the way it was found. Expectations and responsibilities should not be assumed.

Is would your

Set-Up

We are able to set up the space on our own if we're provided access to the equipment.
We will need assistance with physical set-up.

Requested Set-Up Date and Time *

Date

Time

Take-Down *

We are able to take-down the space on our own immediately following the event.
We will need assistance with physical take-down.

Requested Take-Down Date and Time *

Date

Time

If take-down will not immediately follow the event, please specify the date and approximate time of take-down.

# of banquet tables needed

You are responsible for table cloths.

# of lunch tables needed

These are only available in the cafeteria and gym. You are responsible for table cloths.

# of round tables needed (Gathering Room only)

These are only available in the Gathering Room. You are responsible for table cloths.

# of chairs

Bleachers (Gym only)

None
The stationary bleachers in the gym along the north wall.
Portable silver bleachers that can be placed throughout the gym.

Is a podium needed?

Is a microphone needed?

Is connection to technology needed?

laptop to tv, etc

Upload your room layout or diagram (File Upload)

Drag & Drop Files, Choose Files to Upload You can upload up to 3 files.

Specific plans with layout instructions should be uploaded here or can be emailed to infrastructure@trinityfreistadt.com.

Additional Instructions

Registration/RSVP

Registration/RSVP Deadline *

Is there a registration fee? *

Cost *

When determining your fee, please consider the 3.5% fee that Trinity is charged when collecting $ online.

Will childcare be provided at this event? *

Include the age of children CHILDCARE will be offered to and the location *

Additional Notes

Promotional Support

Our Creative Department is committed to producing high-quality, cohesive content that reflects our mission and branding standards. To maintain consistency and professionalism across all platforms, we require specific sizes for graphics and images. This helps ensure your message is clearly communicated and well-supported across all our platforms.

To give your event the best visibility, follow these timelines:

Basic events (no RSVP): Submit at least 2 weeks before promotion starts.
Printed materials: Submit at least 3 weeks before promotion starts.
RSVP/Registration events: Submit 8 weeks before the event so we can promote 4–6 weeks ahead.
Major events or campaigns: Submit 8–10 weeks before the event for strong, strategic promotion.

Early planning helps us support your event with excellence!

To ensure a full understanding of all requests being made, a Connect Meeting (via email, in person or over the phone) with the Creative and Communications Department may occur prior to your event.

Who is your target audience? (check all that apply)

Church
School
Childcare
General Public
Other

Specify target audience if you chose Other? *

Suggested message or announcement text

Upload flyer/image/logo (optional File Upload)

Drag & Drop Files, Choose Files to Upload You can upload up to 3 files.

Share your design or design ideas with us. Once we create graphics for your event, we will connect with you to approve materials before distribution.

Promotion Start Date *

Two weeks of promotion is standard. Four-six weeks promotion is typical for RSVP/Registered events.

Promotion End Date *

Two weeks of promotion is standard. Four-six weeks promotion is typical for RSVP/Registered events.

Additional Notes

Does your event requires print pieces, mailing, etc?

Trinity Event Reservation Policy

This policy applies to all organizations and groups within Trinity’s ministries wishing to reserve rooms for events or meetings.

Purpose

To ensure participants and Trinity’s Infrastructure and Creative Teams are prepared for events, and to provide equal access to all groups.

Reservation Requirements

Event Form: Must be submitted at least 30 days before the event (preferably 6 weeks). Prior event registrations may affect your event submission. We will work with you to the best of our abilities to ensure your event is possible. Notify the church office immediately of any changes or cancellations.
Self-Sufficiency: Groups must assess if they have the resources to manage setup, cleanup, and takedown. Trinity staff will help when possible, but should not be relied upon for these tasks without prior arrangement.
Late Requests: Events not communicated 30 days prior may not be accommodated due to daily operations.

Staffing

Staffing decisions are made by the Infrastructure Team.
Paid staff, under the Facility Manager’s supervision, are not required to handle non-building related tasks unless agreed upon in advance.

Gymnasium Use

The gym is reserved for athletic events during the school year and may not be available Monday-Friday.

Custodial Support

For large events, custodial staff will be on-call and provide contact details upon request.

Cancellations

Trinity may cancel events due to weather, funerals, or building hazards.

Alcohol & Drug Policy

Trinity is a drug- and alcohol-free zone. Alcohol may only be served if:

Notice is given when the form is submitted.
No alcohol is served to minors.
Consumption follows Biblical moderation.
The organizer assumes liability for any incidents.
Attendees agree to hold Trinity harmless for any liabilities related to alcohol service.

By typing your legal name below, you acknowledge that you have fully read, understand, and will abide with the above policy as it pertains to the event and rooms being used. *

Bulletin Announcement

If you have information or news pertaining to Trinity’s ministries and would like it shared in the weekly bulletin and/or online, please submit those articles by Wednesday evening using this form.

All requests are reviewed and will be included if approved.

It is important to contact the office as soon as possible when/if details have changed.

office@trinityfreistadt.com

Message for Bulletin *

Note: Trinity has the right to proofread and make adjustments as necessary.

What weekend(s) would you like your message shared? *