Event Request 4.0

This form is for St. David’s staff and church leaders to reserve facilities for their ministries. If you would like to rent space for an event at St. David’s, please contact Director of Events Taylor Cloyd. Event request form updated for eSpace. As we are transitioning to ShelbyNext, this form is being updated to reflect the new options. If you experience issues please contact the Systems and Technology Manager as soon as possible where you are in the form and include a screen shot when possible.

"*" indicates required fields

Please enter your first and last name.
Want To Include Anyone Else?
Do you want to have the Event Request notification sent to anyone else?
If more than one, separate full address by a comma.
I am submitting this request as*
Which St. David’s staff member, if any, is helping you with this event? Enter NA if not applicable.
Meeting Definition*
A meeting is different from an event in that there are limits to what can be requested. The options are limited to a one-time event, 3 spaces (those are As Is), the time and the date. If anything else is needed please change the Type of Request to New Event.
Internal Church or Staff Sponsored Event*
This form is designed for internal church events, events for which St. David’s assumes the cost. If you are a member of staff and would like to schedule an event for a group for which you are a part or for which St. David’s will not pay, please contact Taylor Cloyd, Director of the Space.
All Day Closure?
Closure Start Time
Please enter 2 characters in the minutes field (00, 30, 45 …).
:
Closure End Time
Please enter 2 characters in the minutes field (00, 30, 45 …).
:
MM slash DD slash YYYY
MM slash DD slash YYYY
Availability Verified*
Have you verified that the date, time, and location are available?

Please click the submit button to be taken to the calendar.

Please check for time and space availability, as well as other events that might affect the success of your event, such as setup/teardown and hospitality services. Internal Calendar

Event Information

Event requests received fewer than 10 business days in advance (except funeral events), must also be approved by the parish administrator.
All events must have a clear and specific name.
Event Category(s)*
Please select the appropriate category(s) for the event. For public events Categories determine which of the customized calendars/pages the event will be included on the website.
For recurring events, Event Start Date
MM slash DD slash YYYY
Be sure the day correctly corresponds to the date.
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Late Request*
Event Start Time*
Please enter 2 characters in the minutes field (00, 30, 45 …).
:
Event End Time*
Please enter 2 characters in the minutes field (00, 30, 45 …).
:
If you need another space or a change to the existing layout, please change the Type of Request to a New Event
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Is This a Recurring Event?*
*Almost no event occurs unchanged for more than 6 months, so recurrences will be limited to 12/31 of the current year.
Recurrence*
How often will the event recur? *Exceptions can be made with approval. * If event is scheduled to the end of the year you will automatically be sent a reminder to complete the form for the next year.
Event Reminder*
Would you like to receive a reminder prior to the last occurrence of the event so details can be reviewed and updated as needed?
Please provide the details.
Please enter the date of the last event. Events will only be scheduled through the end of the current year.
MM slash DD slash YYYY
Any Known Exceptions To The Recurrence?*
Will you be skipping/changing a date in the recurrence pattern, spring break, holidays, Holy Week, etc.
Please enter the date(s) of any exceptions to the recurrence pattern.
Public*
Do you want the event to be published on the church calendar?
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.
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. *This description will also be used if you need a form (registration, contact, payment) which will be created in ShelbyNext. *Scheduler will not search for descriptions from previous events.
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.
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 xxx@stdave.org.
Include Event Image
Do you want to provide an image to be included for the event?
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.
Type of Event*
For 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 (04/01/22).
Event Attendance*
How will attendance be recorded?
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Aggregate Attendance
Should this event’s attendance be combined with another event, event type, or department for the scorecard.
Worship Service*
If this is a worship service, the Altar Guild will be notified, and their approval required.
Type of Service*
Meeting Owl
Do you wish to use the Meeting Owl video conference device. You will need to have a laptop.
Will the Family Need a Gathering Space?*
Preferred Gathering Space*

Family Arrival Time*
:
Family Departure Time
:
Other Space(s)*
Do you have an alternate space or need additional spaces?
Override Space Name for Public Events?*
On the Public Calendar all the spaces reserved will be listed, if you want to override the Spaces please provide a new space name. For example: for VBS instead of all spaces reserved, override with the primary or check-in location or just St. David’s.
Please enter the override space (room name): the primary or check-in location or St. David’s.
In-Person Space Set Up*
What set up best suits your needs? Please provide any other set up details in the additional information field.
Hybrid Space Set Up*
What set up best suits your needs? Please provide any other set up details in the additional information field.
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.
Additional Time Before*
Please enter when you will need access to the location(s) before the event, to prepare with 2 characters in the minutes field (00, 30, 45 …).
:
Additional Time After*
Please enter when you will need access to the location(s) after the event, to clean up with 2 characters in the minutes field (00, 30, 45 …).
:
Event will include or require:*
Please select all that apply.
Additional Event Details*
Are there any additional details?

Hospitality Needs

Please remember the Hospitality department may have other events scheduled around the requested event that could affect your request. Please contact Hospitality directly.
Additional Event Details-hosp*
Are there any additional details?

Audio, Video, and Technology (NOT music)

Please provide as much detail as possible. The more you can provide, the greater the chance for a smooth and successful event.
Worship Audio*
For worship events or events in Bethell or Historic, do you need anything different than the usual audio configuration?
Additional Event Details*
Are there any additional details?
Briefly describe your audio needs: microphone(s), mic stand(s), PA.
Microphone Type*
We have a limited number of microphones, so please consider carefully.
Please enter a number from 1 to 5.
PA Speaker*
Used outdoors or in smaller areas. 2 inputs available.
Other Audio Needs*
Additional Event Details*
Are there any additional details?
Audio
Presentation Source*
What will you be using as the source of the presentation?
Presentation Destination*
How do you intend to share the presentation? Mounted screens are narrow (4:3) which means that wide views (16:9) may be cut off or smaller than intended.
Audio/Video Output from Presentation Source*
WiFi is available but it is not secure and can be inconsistent. Wired connection is safest.
Audio/Video Device Output Port (HDMI preferred)*
What type of audio/video output does the device have? It is critical to know the correct output for Macs.
Clicker/Pointer*
Does the presenter need a clicker to remotely control the presentation.
Additional Event Details*
Are there any additional details?
Livestream/Recording*
Start Time*
Please enter 2 characters in the minutes field (00, 30, 45 …).
:
Stop Time
Please enter 2 characters in the minutes field (00, 30, 45 …).
:
Livestream Destination*
Thumbnail Image*
Bulletin Link Needed*
Additional Event Details*
Are there any additional details?
livestream
Please provide details on any other technology needed for the event, such as a laptop, tablet, giving kiosk, check in kiosk, etc.
Additional Event Details*
Are there any additional details?

Play Public Music

Legally we can only play music (as songs or in the background) in a public setting by using St. David’s equipment with the St. David’s licensed application. This includes any event that will be livestreamed
Spotify Playlist*
Do you have a Spotify Playlist? Our licensed application is associated with Spotify, so you can create and use a personal Spotify playlist.
Please provide the details of the Spotify Playlist you would like to use.
Additional Event Details*
Are there any additional details?
music

Registration Information

MM slash DD slash YYYY
If food and/or beverages will be provided by Chef Ray, registration needs to close 3-4 days before the event so there is time to provide an accurate count.
MM slash DD slash YYYY
Registration Notification*
Do you or someone else need to be notified when a registration is submitted?
ShelbyNext confirmation email is rich text including hyperlinks and images. There is also the option of using entry responses in the message, like name, signup slot, or any input field in the form. Please also include the basic event details (date, time, space) since the form is not actually tied to an event
Link can be shortened to 29 characters.
Registration Fee*
Accept Offline Payments*
Is Fee Refundable?*
Other Registration Options*
There are a number of options available for registrations. Contact events@stdave.org for more information.
Additional Registration Details Needed*
Additional Event Details*
Are there any additional details?

Event Change(s)

Requests are usually reviewed M-F, 9-4 p.m. If a last-minute event change or cancellation falls outside these hours, please email Michael and Marty directly.
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Do You Have The Entry ID?
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Or first date if multi-date event.
MM slash DD slash YYYY
Current Event Start Time*
Please enter 2 characters in the minutes field (00, 30, 45 …).
:
Is This A Registration Event?*
What Needs to be Changed?*
Check all that apply. If the event has a registration, please also check Registration details and include the pertinate information.
Or start date if multi-date event.
MM slash DD slash YYYY
List dates if multiple date or custom recurrence.
New Start Time*
Please enter 2 characters in the minutes field (00, 30, 45 …).
:
Please remember the Hospitality department may have other events scheduled around the requested event that could affect your request. For questions, please contact Hospitality directly.
If registration is being added, please provide language for hyperlink (the wording that the url will be linked to).
Please be as thorough as possible.
New Event Category(s)*
Please select the appropriate category(s) for the event. For public events Categories determine which of the customized calendars/pages the event will be included on the website.
Please be as thorough as possible.
Cancellation*
MM slash DD slash YYYY
Please enter all dates to be cancelled.
This field is for validation purposes and should be left unchanged.