Ministry Resource Requests

Working Together to Support Ministry

This page is designed to help ministries and teams plan, schedule, and communicate events clearly and efficiently at EVC. Whether you’re requesting room space, communication support, AVL needs, or facilities setup, these resources and forms help our teams stay aligned and support ministry well across the church.

How can we help?

  • Ministry Events & Resources

    Formerly known as the “Comms Request Form,” this form is used to request facilities space, communications support, and AVL needs for ministry events and gatherings.

    Ministry Events & Resources Form

  • Creative Request (Ministries Only)

    Use this form for non-event creative needs such as t-shirt orders, t-shirt designs, facilities signage, website changes, or other design requests, etc. Please provide a clear vision for your request, including content, goals, and any inspiration or references. Our team builds from what you provide and does not create concepts without initial direction.

    Creative Request Form

  • Life Groups & Meetings

    Use this form to schedule Life Group, Counseling, or meetings on campus that only require a space. This helps our Facilities Team coordinate room usage, setup needs, and campus scheduling for your group throughout the semester.

    (Note: This is for groups that only need a room reservation for calendar purposes and do not require a sign-up, registration, or comms etc.)

    Groups Scheduling Form

  • External Events

    This form is to request facilities space for external events hosted on the EVC campus. This form is intended for non-EVC ministries, organizations, businesses, or community groups seeking to rent church facilities.

    External Events Form

  • Funeral Planning

    Use this form to submit funeral details and request any necessary facilities, communications, and AVL support following the family interview.

    Coming Soon

  • EVC Communications Strategy

    Our Communications Strategy helps ministries understand how events and initiatives are communicated across EVC. This resource outlines planning timelines, communication channels, support expectations, and best practices to help ministries communicate clearly, stay aligned, and steward resources well as we support the church together.

    Comms Strategy

Frequently Asked Questions

  • Yes! This form covers all things that the Facilities, Comms, and AVL teams need to know to help make your event a success. If your event or group needs a meeting space on the EVC campus, you’ll need to fill out this form.

  • Your request will go through the initial approval process within 7-10 business days. Once approved, your ministry will be notified that the event is published on the Planning Center Calendar. The Communications Team and AVL Team will reach out with further instructions once the event has been approved and published.

  • If an event needs to be rescheduled, ministries should update the original Asana request with the new proposed date and notify Chris Weir. The request will then be moved back through the review and approval workflow so room availability, calendar conflicts, and team support can be reevaluated before the new date is confirmed and updated in Planning Center.

  • Our Facilities Director, Chris Weir, oversees the approval and scheduling of events in Planning Center to help maintain accuracy and avoid scheduling conflicts. To keep the calendar centralized and consistent, ministry admins and directors should not directly edit the official Planning Center Calendar.

  • Events are not officallly set unless they are published in the Planning Center Calendar.

  • Asana and Planning Center serve two different purposes in our workflow. Asana is used for planning, communication requests, approvals, and tracking the workflow of an event or request. Planning Center is our official scheduling calendar used for rooms, resources, and confirmed event dates.

    Submitting a request in Asana does not automatically place it on the Planning Center Calendar. Events are not officially scheduled until they have been reviewed, approved, and published in Planning Center.

  • Asana is used as our internal planning and workflow system for ministry events and requests. Once an event or request is approved, the related tasks, communication needs, and next steps will be managed there.

    Ministry admins may be added to tasks so they can help complete items such as registrations, collecting event details, payment setup, or coordinating logistics. Graphics, links, approvals, and important updates will also be shared directly within the task to help keep communication centralized and organized.

    Asana also helps our teams coordinate across departments. For example, childcare requests may be routed to Daniel, payment or registration needs can be reviewed by Merissa, and Communications, AVL, and Facilities teams can track the parts of the event that apply to them.

    Using Asana helps reduce missed communication, duplicate requests, and last-minute planning issues by keeping everything connected in one place.

  • The Ministry Request Form is used for planning and coordinating events, groups, classes, room scheduling, and support needs across Communications, AVL, and Facilities. This form helps our team review the overall scope, timing, and logistics of what is being requested.

    The Creative Request Form is specifically for standalone creative or design needs that are not tied to a larger event workflow. This may include items such as sermon graphics, slide updates, print pieces, merch designs, or other individual creative projects.

    If your request involves scheduling, rooms, registrations, AVL, childcare, or event coordination, please use the Ministry Resources Request Form. If you only need a creative asset or design request, use the Creative Request Form.

  • Recurring groups, classes, and events should submit a new Ministry Resource Request at the beginning of each Fall ministry calendar year. Additional requests should also be submitted whenever schedules, room usage, or support needs change for a new season or summer schedule.

  • Previous requests do not have to be resubmitted. The Comms Team will move the events to the new event workflow in Asana.