Ministry Resources

The Ministry Activity Checklist has everything you need to know in order to schedule a CB activity (class, event, meeting, etc.) including:

• scheduling
• childcare
• budget
• publicity
• day-of prep

View & Download the Ministry Activity Checklist

or read on…

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The Ministry Activity Checklist

PICK A DATE

• Please check the church calendar to see if the date you prefer is available.
  • Link to Coppell Bible Calendar (Scroll to the bottom of page to see full church calendar.)
  • Check individual events on calendar to see if room space is available.
  • Questions? Contact Robyn Barnes
• Submit a room request through the calendar
  • Calendar Event Request
  • You’ll need to know date, time, location, # people expected, contact person, audio-visual requirements, facility requirements (rooms, tables, etc.)
  • Questions? Contact Trish Wall
• Is your event outside usual office hours of Coppell Bible (M-Th 8:30am-5pm)? If YES:
  • The CB Ministry Leader/member will need a key to the building and a code for the alarm. o
  • Questions? Contact Trish Wall

NEED CHILDCARE?

• Submit reservation through the Communication Request below.
  • You must request childcare 4-6 weeks prior to the start of the activity to allow time for Coppell Bible staff to ensure worker availability.
  • Parents must request childcare through an online registration form that the Coppell Bible Communication Team will create for the activity (this is required even if event registration is not required.)
  • Childcare RSVP deadline is 2 weeks prior to activity to confirm adequate number of childcare workers for the children.
  • Questions? Contact Margie Donohue

SPREAD THE WORD

• Want to publicize your activity?
  • Submit a Communication Request to request publicity (email, social media, video announcements, website, online registration, printed materials.)
  • It is STRONGLY RECOMMENDED to submit the request 6 weeks prior to the activity to allow 3-4 weeks of publicity.
  • Link to Communication Request
  • Questions? Contact Robyn Barnes

MONIES

• Expenses
  • Will you be purchasing anything for this activity?
  • Do you need a tax-exempt form? They are available in Info Desk mailbox slot.
  • CB does not reimburse sales tax for retail purchases or catering. We do reimburse tax for restaurant dining.
• Reimbursements
  • Do you need to pay someone (ie, speaker) or be reimbursed for expenses?
  • Robyn or Margie can help you with tax exempt Amazon purchases.
  • Check Request Form
  • Form must be approved by Ministry Leader prior to submission
  • Read all instructions on form to avoid delays
• Do you have cash or check payments from participants?
  • Ministry Income Form
  • Turn in payments and form within 5 business days 
• Need Catering?
  • Use tax exempt form, order yourself and submit for reimbursement.
• Questions? Contact Trish Wall

VOLUNTEER SCHEDULING

• If you are regularly scheduling volunteers, we have an online scheduling system, Planning Center Online.
  • Questions? Contact Contact Margie Donohue

DAY OF ACTIVITY

• Room Set Up
  • Each activity leader is responsible to set the room in the configuration that they would like and to then return the room to its previous set up.
  • Contact Trish Wall if extra time is needed for setup.
• Clean Up
  • Please put all your trash inside the blue dumpster in the back parking lot. DO NOT leave it on the ground inside or outside of the gate.
  • Sanitize tables using cleaning supplies located in each room.
• Lock Up
  • Turn off all classroom lights & shut all interior doors
  • Turn off upstairs hallway lights & stairwell lights (located at bottom of stairs)
  • Bathroom lights are on motion sensors.
  • Make sure all exterior doors are latched & locked.
    • Pay special attention if Worship Center was used. You’ll need to check all exterior metal doors FROM THE OUTSIDE to ensure they are closed securely.
  • Follow other steps found on Lock Up Checklist
• Questions?
  • During office hours (M-Th 8:30am-5pm), contact any staff member.
  • After hours, text Trish Wall at 214.762.3519

• Do you have questions about our CB style, brand or graphics? Click here for the CB Style Guide and graphics requirements
• Are you ready to submit a new or supplemental Communication Request? Click here to fill out a Communications Request
• Do you have a change to an activity that needs to be sent to the Communication Team? Click here to fill out a Change Request
• Do you have questions about communicating within the church? Contact Robyn Barnes and she will direct you to the correct person.

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