Event Submission Form

Church Rentals:
If you are planning for a wedding, reception, quinceañera, graduation, holiday party, or celebrating a retirement, anniversary, birthday, or school or civic event, family reunion, baptism, or holding an association or business function - please visit our Church Rentals pages for details and contact our Rentals Manager at 469-203-2040 to inquire about availability, pricing, and to make your reservations.

Church Events:
If you are creating a church-related event, please fill out the form below

UUCOC Event Planning & Submission Form

We want you to have to wonderful event, so working out these details in advance will be a big help.

Please note that all events held on the grounds and using the facilities of the UUCOC are held under the following guidelines and expectations.

If you are planning an event that is not directly affiliated with any church activities, committees, or ministries, especially on Friday and Saturdays, please reach out directly to the rental managers at (469) 203-2040 to discuss setting up a rental event with them. Additional details on our facilities rentals can be found here.

[Dec 6, 2022: This is a Work in Progress & Subject to Change]

Use of UUCOC property or facility for any project or event that is open to the public must adhere to the following policy and procedures:

A. Complete this form to submit your request for use of the grounds and/or our facilities.

B. Upon submission, your request will be automatically forwarded to the Board and to the Communications Team for approval and dissemination through all appropriate channels.

C. Upon approval, your event will be entered into the church calendar.

D. A percentage [% T.B.D.] of the fees or requested donations beyond the expenses of the event is expected to be contributed to UUCOC as approved by the Board unless otherwise waived.

E. Ongoing events already approved by the board are exempt from the previous considerations.

F. The church will be returned in the same or better condition than it was prior to the event. If any damage occurs during an event, you are expected to make your best effort to fix, replace or pay for any damage.

G. All cleaning should be completed and all people should be out no later than 2:00 am.

H. Make sure all kitchen appliances, fans, and lights, are off (except for those switches covered by metal or plastic clamps).

I. Before leaving, a final inspection is recommended. Check for any personal belongings left behind. Everything that was brought in must be taken out.

J. Set the alarm systems as required.

K Make sure all doors are locked and secure.

Event

Event Title *

Brief Event Description *

Contact Information

Contact Name *

Who is submitting this event information?

Contact Phone Number *

Contact Email Address *

Are you a member of UUCOC? *

Yes

Is the decision maker different from contact?

Yes

Decision Maker's Name

Decision Maker's Phone Number *

Decision Maker's Email Address *

Proposed Date(s) / Alternate Date(s)

Please note:
If your event is planned for a Friday or Saturday, the rental coordinators will be consulted to make certain we do not have any conflicts once you submit this form.

Have you already checked the church calendar? *

Yes

Please visit the website to check the calendar before going any further:

www.oakcliffuu.org/calendar

(Will open in new window.)

If you know about any potential conflicts with other events on campus, what is your plan to deal with them?

Will this be a single or multiple day event? *

One Day Event

Multiple Day Event

Desired Event Date *

Event Starting & Ending Times *

Multiple Day Events - Dates

Alternative Event Date

Multiple Event Dates - Alternative Dates

Details for Multiple Day Events

Event Expenses & Funding

Is funding required? *

Yes

If you have you identified upfront costs, please list them:

Rough, initial estimates will be fine.

Do you already have the funds needed or have other sources?

Have funds already

Have funds from another source

Will need funds from the church

Are event permits required? *

Yes

Unknown at this point

Permit details:

What type of permit & who will be securing & paying for it?

How is this benefitting the church? *

Fundraising

Community outreach

Social Action/Social Justice Work

Member social activity

Rental event only

No direct benefit

Select as many as appropriate.

Benefit for a specific Ministry or Committee?

Specific Ministry or Committee

General Fund

Not A Specific Benefit

Which Ministry or Committee will receive the benefit?

Are you charging for the event or accepting donations? *

No charges

Collecting fees

Collecting donations

Collecting only tips

Are there special payment/donation options for members?

Fixed discount amount

Based on ability to pay

No charge to members

No adjustments for members

Select as many options as applicable .

Expected Donation to UUCOC:

The requested donation will be made

A waiver of the donation is requested.

Supply the rationale for not making your donation to UUCOC:

Outside partners involved:

If outside partners will be involved, please list them and their roles.

Board approval will be needed if:

Event requires church endorsement

There are potential liabilities involved

There are political concerns

Facilities & Grounds Usage *

Grounds only (without buildings)

Grounds only (with restroom access)

Gazebo

Faith Building

Hope Building

Charity Building - North Meeting Room

Charity Building - Meditation Room

Virtual Event - UUCOC Zoom channels

Please select all areas you will be needing for this event.

Do you need advance time to set up the event?

None needed

Beforehand on the day of the event

A day ahead of the event

Parking requirements *

No parking needed

Parking on field behind Charity

Main (East) Parking Lot

West Parking Lot

Additional (off-campus) parking needed

Please select as many as appropriate.

If Additional Parking is needed, which lots and who have you contacted?

Please detail any traffic control assistance you may need?

Please provide details on any needed people and safety equipment need for the event.

Will you require access to the kitchen(s)? *

Faith Kitchen

Hope Kitchen

No kitchen access needed

Event Staffing

Will you need staff for the event? *

Volunteers

Paid staff

Both paid and volunteer staff

None needed

Do you need a volunteer sign up form for the event?

Yes

Please detail who you have lined up or how you plan to get them.

Post Event Clean Up

Cleaning up after all events is required. Please make certain you have a plan in place.

How will clean up be accomplished? *

We have volunteers

We have staff

We have staff & volunteers

We will need to arrange for help

Cleaning supplies needed (if any)

Please list any needed supplies to make certain that they are available.

Phone