Foothills Group Leader Hub

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Event Reservation and Promotion Form

Foothills Event Reservation and Promotion Form:

https://foothillsuu.wufoo.com/forms/svd5lcv1thok5d/⁠

⁠

Why might you use it?

1. Centralized Request Process: By submitting all requests through this form, you can ensure that their requests are being directed to the appropriate team members. This helps to streamline the planning process and ensure that everyone is on the same page when it comes to event details.

2. Easy Event Promotion: If your group is looking to promote an event, our form makes it easy to submit your promotion request and have it shared through our church's communication channels. With a two-week window for promotion, you can ensure that your event is getting the exposure it needs to attract attendees.

To use our form, simply fill out the required fields with as much detail as possible. Be sure to submit your request at least two weeks prior to your desired promotion start date to allow for adequate planning and preparation.

If you have any urgent requests or questions, don't hesitate to reach out to Kelsey DiAstra directly.

Childcare is not provided for most events, but if you have an event that you think may benefit from childcare, please contact Lauren Farley at lauren@foothillsuu.org.

Event Promotion and Event Checklist

Hello group leader! We are here to support you in hosting an event or meeting for your group. In this document, two checklists will guide you through scheduling and promoting group events, including meetings. The first checklist is for “Internal Group Events” (any event/meeting you invite existing group members). The second checklist is for “All-Church Events” (any event/meeting you would like promoted to the larger congregation).

Internal Group Event (not promoting outside of existing members)

Submit an Event Reservation and Promotion Form at

foothillsuu.org/promo⁠

. (Select “No” for the question” Are you inviting people beyond those already in your group to attend?”) Please still submit this form even if your event/meeting is being held off-campus.

WAIT: If you requested to reserve space (building or Zoom) for your event, please wait to receive an email confirmation from Jenn Powell that space is available before proceeding to the next step.

Schedule the event in your PCO group. Instruction on how to schedule a PCO group can be found

here⁠

Send an invitation to your PCO group. Include details about the event and the link to RSVP through your PCO group. Learn how to find the RSVP link

here⁠

All-Church Events (promoting to the whole congregation)

If you haven’t yet discussed the event with your staff, lead, please speak with them and confirm approval for the all-church event. We ask that you receive staff approval for “all-church events” to ensure staff and space capacity at the requested time are available to make your group’s event a success.

Once you have received approval from your staff lead, submit an Event Reservation and Promotion form at

foothillsuu.org/promo⁠

Schedule the event in your PCO group. Instruction on how to schedule a PCO group can be found

here⁠

Send an invitation to your PCO group. Include details about the event and the link to RSVP through your PCO group. Learn how to find the RSVP link

here⁠

Post about your event/program in the

Foothills Online Facebook group⁠

. If you don’t personally have Facebook, identify a group member that does who can post on the group’s behalf.

Email your church friends and the most active members of your group, inviting them to attend AND invite five of their friends.

If your program/event has crossover with other groups, email the leaders of those groups and ask them to invite their group members to attend your event.

Send a follow-up email to your group thanking those who have already registered and inviting folks to sign up. Also, include encouragement to personally invite friends to attend.

Other Tips:

One of the best ways to ensure turnout at events and programs is to continually invite people to join your PCO group throughout the year, even when there are no upcoming special events! Come to church and share about your group with those you meet. Follow up with folks you meet by emailing them the link to join your PCO group.

Another great way to increase engagement is by teaming up with another group to host an event or program. Talk to other group leaders and brainstorm ways you might work together and events you might co-host.

The Bottom Line:

Although it may seem counter-intuitive, our best way to reach the most people is through targeted outreach rather than all-church communications. Many people ignore or delete things in the generic emails but will open and respond to communications they believe are sent just to them.

We also find that most people show up at something for the first time because they were personally invited by someone else in the church. Even if we fill the emails with everything we are doing in a given week/month, when we ask people how they heard about an event or group, it was from a friend or new acquaintance they met when they came on Sunday. So the job of "marketing" is actually best done by the existing members inviting people they meet - which means helping your group members understand that an important part of their group work on Sundays is to greet people they don't know and invite them to join the PCO group or attend an event with them.

Why might you use it?

Event Promotion and Event Checklist

Internal Group Event (not promoting outside of existing members)

All-Church Events (promoting to the whole congregation)

Other Tips:

The Bottom Line:

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