Bethany United Methodist Church, Summerville, S.C.

Publicity Materials Request Form

Please complete this form every time you request project assistance from the Communications Office. This will enable us complete your project in a timely manner. Submit all requests to Beth Allain, communications director.

* Event Name:

* Today's Date

* Project Deadline:

* Your Name:

* Has this event already
been approved
for FACILITY USE?

Yes

No

N/A

* Has this event already
been added to the
CHURCH CALENDAR?

Yes

No

N/A

* Your Email:

* Your Phone:

* This project:

Is new

Is a revision or update of an existing document or graphic

EVENT DETAILS:

* Ministry Team:

* Contact:

* Contact Phone:

Contact Email:

* Date Event Begins:

Event Times (Start and End):

* Child care provided?

Yes

No

Submitting this form does not guarantee child care. You must contact Nursery Coordinator Terri Bazzle.

* Date Event Ends:

* Registration Required?

Yes

No

Event Cost:

Location (If not at Bethany, provide directions):

If required, how will people register? (List all registration methods)

Who is this event for (age group, church, class, etc.)?:

Any other details about your event that you want to promote?

FORMS OF COMMUNICATION:

* How would you
like for this
information to
be communicated?

Bulletin Announcement	Bulletin Insert
Brochure	Email News
Flyer/Sign	Newsletter Article
Postcard	PowerPoint Announcement
Table Top Signs	Verbal Announcement (during worship)
Website	Other (Please see Beth Allain)

For brochures or postcards, total quantity:

CONTENT:

Attach photos/text documents/art that will be helpful to the Communications Office in promoting your event. You may also submit items by email or CD. Send email items to ballain@bethany-umc.com.

PLEASE NOTE THE FOLLOWING:

TIMELINESS:
Preparation of promotional materials can take a great deal of time. To promote an event successfully, please submit all information as far in advance as possible. The sooner we have your information, the sooner we will be able to complete your request and the more creative your promotion pieces will be. Design cannot begin on projects until text and other documents have been received. Due to the high volume of requests and scheduling, deadlines are firm and your request may not always be possible.

Bethany Beacon Newsletter: The 15th of each month. The deadline is a few days earlier in months in which the office may be closed for holidays (i.e. Easter, Christmas, Thanksgiving). Check the last page of each month's newsletter for the deadline for the subsequent issue.

Bethany Links Email News: 5 p.m. the Monday prior to the weekend when you need the announcement printed.

Brochures: Three weeks prior to the date your brochure is needed, to allow for layout and design, ordering paper, printing and folding.

Bulletins: 5 p.m. the Monday prior to the weekend when you need the announcement printed.

Bulletin Inserts: 10 business days prior to the Sunday when you want the insert in the bulletins. This allows time for layout and design, ordering paper and printing. If your bulletin insert is to run for consecutive weeks, please submit a new request for each week. Your request may not be possible if there are several requests for inserts for the same date.

Flyers: 7 business days prior to the date your flyers are needed.

Postcards: Three weeks prior to the date your postcards are to be mailed. This allows time for layout and design, ordering paper, printing and cutting. Your ministry area may need to provide volunteers to apply labels to the postcards. Please talk with Dana Wells about postage costs.

PowerPoint Announcement Slides: 5 p.m. the Monday prior to the Bethany Bash or breakfast when you need the announcement on a slide.

Table Top Signs: 7 business days prior to the Wednesday or Sunday when you want the table top signs in the Fellowship Hall. Your request may not be possible if there are several requests for inserts for the same date.

Verbal Announcements: The Wednesday prior to the weekend when you need your message announced at worship services. Announcement requests will be forwarded to the Senior Pastor, who determines which announcements are read at the services.

RECURRING EVENTS:
Unless otherwise agreed upon, a new Publicity Materials Request Form must be submitted for each occurrence of an event.

RESTRICTIONS:
Due to space limitations in some documents, the volume of other promotion and printing requests, etc., some aspects of your request may not be possible. We do, however, want your event to be a success and will work with you to achieve a promotional strategy within these parameters. The Communications Office reserves the right to limit a promotion or edit the content of all projects.

For Communications Office Use Only:

Project approved:

Yes

No

Approval date:

If not approved or consultation needed, list reasons:

Calendar Verified

Set Up to Maint. Dir.

Staff Notifications

Final Proof (date):

Date Completed:

* Indicates Response Required