Internal Facilities and Calendar Request

Event Request 3.0

Event request form updated for eSpace

"*" indicates required fields

Name

Please enter your first and last name.

Phone

Email*

I am submitting this request as*

St. David's staff member

St. David's group leader/member

Other

Internal Church or Staff Sponsored Event*

This form is designed for internal church events. If you are a member of staff and would like to schedule an event for a group for which you are a part, please contact Taylor Cloyd, Director of the Space.

Internal Church Event

External Staff Sponsored Event

St. David's Staff Contact*

Which St. David's staff member, if any, is helping you with this event? Enter NA if not applicable.

Type of Request*

New Event (not booked)

Change of a booked event

Cancellation of booked event

Availability Verified*

Have you verified that the date, time, and location are available?

Yes, I have.

No, I have not.

Please check the calendar before requesting a new event.

Please copy and paste of of the following addresses into your browser. The calendar in My St. David's will be turned off on February 1, 2022. My St. David's https://secure.accessacs.com/access/scheduler/schedulerhome.aspx eSpace https://app.espace.cool/Calendar/Internal

Event Information

Event requests received fewer than 10 business days in advance (except funeral events), must also be approved by the parish administrator.

Event Title*

Title should be clear, with no abbreviations, and concise enough that anyone looking at the calendar can tell what the event is. For example: Vestry Meeting instead of Meeting.

Event Date*

We will do our best to accommodate your requests.

Day of the Week*

Is This a Recurring Event?*

Yes, this event will recur on the following pattern.

No, this is a one-time event

How often will it recur?*

Daily

Weekly (on the same day of the week)

Monthly (on the Xth day of the week)

Annually

Other

Xth Day of the Week*

First Week

Second Week

Third Week

Fourth Week

Fifth Week

Last Week

Annual Event*

The time will remain the same.

Yes, on the same date

Yes, on same month/week/day

Yes, on another month, week or day (please enter the date below)

Reminder Before Last Event*

Would you like to receive a reminder prior to the last occurrence of the event so details can be reviewed and updated as needed?

No reminder

Yes, 30 days

Yes, 60 days

Yes, 90 days

End Recurrence After Date*

This is the last occurrence of the event.

Public*

Do you want the event to be published on the church calendar?

Yes

Event Start Time*

Event End Time*

Event Image

If you would like to add an image to your public event, please upload here. For best display on the public Event List image should be 90 x 90 pixels.

Max. file size: 232 MB.

Contact on Public Events*

Do you want to include a ministry contact on public events? Internal events will have the requester or leader direct email.

Yes

General Ministry Contact

Please enter the ministry or program area for the email contact. This is a distribution list of staff leader and ministry leader(s) in the form of .

Worship Service?*

If this is a worship service, the Altar Guild will be notified, and their approval required.

Yes, with Holy Eucharist

Yes, without Holy Eucharist

Type of Event*

Online Only

In-Person Only

Hybrid (In-person event that will be online)

Funeral*

Yes

Funeral Home*

Remains*

Casket

Ashes

None

Expected Number of Attendees*

For Online or Hybrid events expecting more than 100 online viewers, please contact Catherine Roberts. For In-Person and Hybrid events please be aware we are using COVID protocols.

Preferred or Main Space*

Other Space(s)*

Do you have an alternate space or need additional spaces?

Alternate Space, if preferred is not available

Additional Space(s)

Alternate or Additional Space(s)*

In-Person Space Set Up*

What set up best suits your needs? Please provide any other set up details in the additional information space.

As Is (no change to the existing set up)

Lecture (all chairs, directed to a lectern)

Worship (all chairs, directed to an altar)

Meeting (rectangle tables in square or U shape with chairs around the perimeter)

Classroom (rectangle tables in rows with seating on one side)

Traditional Banquet (round tables with chairs)

Family-style Banquet (rectangle tables with chairs)

Outside (labyrinth, patio, surface lot, etc.)

Other

Hybrid Space Set Up*

What set up best suits your needs? For the Zoom portion, please be sure to determine how the event will be broadcast, what resources will be needed and how the set up will affect it.

As Is (no change to the set up)

Lecture (all chairs, directed to a lectern)

Worship (all chairs, directed to an altar)

Meeting (rectangle tables in square or U shape with chairs around the perimeter)

Classroom (rectangle tables in rows with seating on one side)

Traditional Banquet (round tables with chairs)

Family-style Banquet (rectangle tables with chairs)

Outside (labyrinth, patio, surface lot, etc.)

Other

Additional Time Needed*

Will you need additional time before or after the event (to decorate, test AV, clean up). This is not how much time the sextons need to prepare the space.

No, I do not need any additional time.

Yes, I will need additional time before.

Yes, I will need additional time after.

Additional Time Before*

Please enter when you will need access to the location(s) before the event, to prepare.

Additional Time After*

Please enter when you will be done in the location(s) after the event.

Public Event Description*

eSpace has the option of a rich text public event description and a plain text internal description. If the event is not public the only description field is the plain text option.

Internal Event Description

Plain text. An internal description is not required but can be helpful for non-public events. It can only be seen by staff and leaders with access to the internal calendar.

Online event will include (select all that apply)

Communications and Marketing (Enewsletter, website, etc.)

Event Debrief (scheduled time for online survey)

Online Registration (all new public events require registration)

Other (enter details in Additional Information)

None

This event will include or require (select all that apply):*

Additional Information or Special Instructions

Audio, Video and Technology

Please provide as much detail as possible. The more you can provide, the greater chance for a smooth and successful event.

Briefly describe audio need.*

Are you planning to play music, do you need a boom or straight microphone stand, do you need a music stand, etc.?

Microphone Type*

Bethell, Sumners, Historic and Crail C (or combination) require microphones to be heard for a medium to large number of people. If the event is outdoors more equipment will be needed.

Wired Handheld, with stand

Wireless Handheld, with stand

Wireless Over the Ear

Wireless Lapel

No microphone needed

How Many*

We have a limited number of microphones, so please consider carefully.

Please enter a number from 1 to 4.

PA Speaker*

Used outdoors or in smaller areas. Can have 2 microphones/inputs connected.

Yes

Other audio needs

Presentation Source*

What will you be using as the source of the presentation?

PC Laptop

Mac Laptop

Mac Tablet/iPhone (limited use)

Android Tablet/Phone (limited use)

Flash Drive or DVD (need a device)

Online through destination device

Other

Presentation Destination*

How do you intend to share the presentation? Mounted screens are narrow which means that wide views may be cut off or smaller than intended.

Wall mounted TV (Crail C, Library, and Vestry)

Projector/Screen

Cart mounted TV

Audio/Video Output*

WiFi is available but it is not secure and can be inconsistent. Wired connection is safest.

WiFi

Wired

Audio/Video Output Port (HDMI preferred for video)*

What type of video output does the device have? It is critical to know the correct video output for Macs.

PC - VGA/DVI

PC - HDMI

Mac - Thunderbolt 1 or 2

Mac - USB 3

Mac - Thunderbolt 3/USB C

Apple - Lightning

Livestream/Recording*

Livestreamed

Audio Recording

Audio/Video Recording

Livestreamed and Recorded

Start Time*

Stop Time*

Livestream*

Private Webpage with Password

Private Webpage without Password

Public Player

Thumbnail Image*

Special Image

Standard Image

Bulletin Link Needed*

Yes, please provide the link

No, no link is needed

Other Technology*

Please include detail on any other technology needed for the event.

Event Debrief

At this time the debrief will be a questionnaire sent to all requested departments. Results will be attached to the event for future reference. Details will be summarized as an event conversation to all involved (also included with the event details).

Debrief Date*

How many days after the event would you like the questionnaire to be sent?

Please enter a number from 1 to 7.

Departments*

Please select all departments to include (facilities will be included for any on-site event). If there are specific individuals, either staff or volunteer, please check Other and provide their names.

Ministry Leader(s)*

Program Detail*

Please specify the program staff to be included.

Others Detail*

Please enter the name and email address of any additional people to be included in the conversation.

Other Details*

Registration Information

Registration Open Date*

Registration Close Date (Deadline)*

My St. David's Confirmation Reply*

Message is plain text and limited to 255 characters including Zoom link (if used).

Direct Zoom Link*

Link can be shortened to 29 characters.

Registration Fee*

Yes

Amount*

GL Code*

Is Fee Refundable?*

No, fees are not refundable

Yes, full refund available

Yes, partial refund available

Refund Details Including Deadline*

Other Registration Options*

There are a number of options available for registrations. Contact for more information.

Questions (such as allergies, if you are having food)

Form or other document (to be downloaded)

Supplies (like preordering a book)

None

Are there any additional details you would like to add?

Yes

Additional Registration Information

Event Change(s)

Changes submitted after Friday 4p will probably not be made as the scheduler and facilities manager have left for the week. In the event an emergency cancellation or change, please email Michael and Marty directly.

Current Event Name*

Current Event Date*

Current Event Start Time

What Needs to be Changed?*

Check all that apply. If a date change and the event has a registration, please also check Registration details and include the date for registration cutoff.

Event Name

Date

Start Time

Duration

Description

Location(s) (subject to availability)

Registration details

Other

New Event Name*

New Date*

New Start Time*

New Duration*

New Description*

New Location(s) (subject to availability)*

New Registration Details*

If registration is being added, please provide language for hyperlink (the wording that the url will be linked to).

Other New Details*

Please be as thorough as possible.

Additional Information or Special Instructions

Cancellation*

Entire event (single date or recurrence)

Single occurrence (of recurrence)

Multiple occurrences (of recurrence)

Single Date to Cancel*

Multiple Dates to Cancel*

Reason for Cancellation

This field is for validation purposes and should be left unchanged.

Church Services

AmazonSmile

Event Request 3.0

Please check the calendar before requesting a new event.

Event Information

Audio, Video and Technology

Event Debrief

Registration Information

Event Change(s)

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