Event Requests

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- Step 1 of 8

Your Name *

First

Last

Your Email *

Your Phone # *

I need... *

a space/room reserved for an event/meeting.
to submit a bulletin announcement.
to submit information to update a page on our website.

This is a...

One-time booking
Recurring booking

Event Type *

If Other, please specify

Event Name *

Event or Meeting Name

Event Description *

Be specific. What is EVERYTHING your audience needs to know? Include details as if being shared with a guest who knows nothing about what this is.

Event Start Date / Time *

Date

Time

Event End Date and Time *

Date

Time

Recurring Parameters *

Examples: every Monday till xx/xx/xx; Every other Sunday, Two consecutive days, etc

Approximate # of People *

Which space/room(s) would you like to reserve? *

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

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 contract Terry Schoessow at 262-242-0724.

Specify 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.

Entry into the Building

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 Building *

I would like the following doors unlocked for my event...
I do not need the doors to be unlocked during my event. Please ensure you have access into the building.

PLEASE NOTE: There are several doors at Trinity that CANNOT be scheduled to unlock and relock. For safety reasons, we ask that you do not 'jam' these doors.

List of doors that can be scheduled to be open.

Door #4 | Church Office Entrance
Door #6 | ELC & School Entrance
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 Information

Who else needs to be informed of your event/meeting?

Please list names and emails of the people/groups that you would like sent an invitation on the calendar event. Other coordinators, meeting participants, etc

Assistance *

No further assistance is needed. Please place this event on the Google Calendar and reserve the requested space/room.
Event logistics support is needed.
Event promotion (registration, RSVP and/ graphics/text) is needed.

Check all that apply.

Is registration/RSVP required for this event? *

Event Logistics

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.

Set-Up Date and Time *

Date

Time

Set-Up: Check the box that applies to your event. *

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.

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.

Check the box that applies to your event.

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 round tables needed

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

# of chairs

Bleachers

Is a podium needed?

Please explain assistance needed in regards to table set up.

File Upload

Click or drag a file to this area to upload.

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

Event Technology Support

audio, visual, and lighting

Is a PA System or connection to technology needed? *

Explain your AVL (audio, visual, lighting) needs during your event.

Will you need IT support? *

Yes, before the event.
Yes, during the event.
Yes, before AND during the event
No

audio, visual, and lighting

Additional Notes to Infrastructure

Registration/RSVP

Registration/RSVP Deadline *

Is there a registration fee? *

Cost per Person *

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 *

Event Promotion

Graphics & Marketing

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 ensures that your event is promoted with the same care and attention to detail as our core messaging.

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.

Desired Date for Final Materials to Be Ready for Distribution/Launch

i.e. the date the materials need to be finalized and shared or made available to the public, when content goes 'live'; Requests should be submitted a MINIMUM OF TWO WEEKS before promotion is needed to allow for appropriate creation, evaluation, and distribution within the overall communication strategy. If there is a need for physically printed promotional material, please allow for an ADDITIONAL ONE WEEK for printing.

Who is your PRIMARY audience? *

Be as specific as possible. (i.e. - Men's Ministry, MORE Youth, LWML, All Trinity Community, etc.)

How would you like this event to be promoted? *

List your desired communication assets/inclusions. i.e. email, The Hub webpage, Events page (website), printed flyer/brochure, verbal church announcement, weekly printed bulletin, etc

File Upload

Click or drag a file to this area to upload.

Design inspiration ideas help minimize multiple proofs that take extra time. Please upload any/all previous graphics, images, creative inspiration or text content attachments below:

If project requires print piece(s), how many are needed?

If project requires print piece(s), will it require a mailing?

Yes
No
Undecided

Additional Notes for Event Promotion

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

Ministry Area (sponsoring group) *

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

Message for Bulletin *

Note: Message will appear in print as written here. Trinity has the right to proofread and make adjustments as necessary.

Image upload

Click or drag a file to this area to upload.

If you have an image you would like included please upload it here or email it to office@trinityfreistadt.com.

Website Update

You may be contacted for further information and/or clarification.

Website / URL

Please provide (copy/paste) URL (web address bar) of intended webpage.

Description of update for a webpage on Trinity's website. *

Please be as descriptive and detailed as possible.

Date / Time

Date

Time

Entry into the Building

Event Logistics

Event Technology Support

Registration/RSVP

Event Promotion

Trinity Event Reservation Policy

Purpose

Reservation Requirements

Staffing

Gymnasium Use

Custodial Support

Cancellations

Alcohol & Drug Policy

Bulletin Announcement

Website Update

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