Processes and Procedures

Event Request and Approval Process

We love to see ministry leaders dream, plan, and create opportunities that help people Know Christ and Make Him Known. To keep everything organized, resourced, and aligned with our church mission, every event must follow this request and approval process.

Step 1 – Submit an Event Request Form

Use the [Event Request Form].
Provide:
- Event name & description
- Preferred date(s) and time(s)
- Anticipated attendance
- Facility/room needs
- Budget/financial needs

(Tip: Submit at least 60 days before your event for best support. Smaller ministry gatherings may need less time, but earlier is always better.)

Step 2 – Review & Approval

Your request will be reviewed by:
- Immediate ministry staff contact (Youth, Children’s, Men’s, Women’s, etc.)
- Office/Admin Team (for facility calendar and resource coordination)
- Pastoral Leadership (to ensure alignment with church mission and priorities)
Once approved, your event will be placed on the official church calendar.

(Important: No event is considered official until it appears on the calendar.)

Step 3 – Communication & Promotion

After approval, you can submit promotion requests (bulletin, slides, social media, website, app).
Use the [Promotion Request Form] for communication needs.
Promotion should generally start 3–4 weeks before the event.

Step 4 – Execution & Support

Coordinate volunteers and team members.
Confirm set-up with the office at least 1 week before the event.
Communicate last-minute changes promptly through your staff contact.

Step 5 – Evaluation & Follow-up

After your event, take 10 minutes to fill out the [Event Evaluation Form] (simple survey).
Questions include:
- Did the event meet its purpose?
- How many people attended?
- What worked well?
- What can improve for next time?
Share stories, testimonies, or pictures so we can celebrate what God did!

Budget & Expense Process

Managing ministry finances well is an important part of being a faithful steward of God’s resources. All ministry leaders are expected to follow the church’s budget and expense process to ensure accountability and transparency.

Step 1 – Know Your Budget

Each ministry has an annual budget that is set and approved by the church board.
Leaders are responsible for staying within their ministry’s approved budget.
For expenses beyond the approved budget, additional approval is required from pastoral leadership.

Step 2 – Expense Approval (Before Spending)

Check with your ministry staff contact or office manager to confirm available funds.
Large expenses (over a $200) must be pre-approved by pastoral leadership.
Do not assume funds are available until you have confirmation.

Step 3 – Making Purchases

Whenever possible, use church accounts, cards, or established vendors instead of personal funds.
If you do make a purchase, keep all itemized receipts.

Step 4 – Submitting Reimbursements

Complete the Expense Reimbursement Form found in the church office.
Attach all itemized receipts to the form.
Submit the completed form to the office within 14 days of the purchase.
Reimbursements will be processed according to the church’s accounting schedule (e.g., within 1–2 weeks).

Step 5 – Tracking & Reporting

Leaders should regularly review their budget usage with their leadership contact.
If unexpected expenses arise, notify your staff contact immediately.

Quick Checklist ✅

Checked available budget before spending
Received pre-approval for large expenses
Used church account/vendor when possible
Kept itemized receipts
Submitted reimbursement form within 14 days

👉 For Leaders: Remember, the way we handle money reflects the integrity of our ministry. Careful stewardship builds trust and allows more resources to go directly toward ministry impact.

Safety & Security Procedures (Adult Ministries & Events)

At Sidney First Church of the Nazarene, every leader is responsible for creating a safe and secure environment when hosting events or using church facilities. The following procedures apply to all adult ministries, special events, and facility use.

1. Facility Use & Security

Only authorized leaders should unlock and lock the church building.
At the conclusion of an event, leaders must:
- Turn off lights, sound, and technology equipment.
- Ensure doors are locked and secured.
- Reset rooms to their original arrangement unless otherwise directed.
Report maintenance or facility concerns (broken locks, heating/cooling issues, etc.) to the office immediately.

2. Emergency Procedures

Medical Emergency – Call 911 first, then notify pastoral staff and office. Complete an incident report afterward.
Fire/Evacuation – Follow posted exit routes. Leaders should direct attendees calmly to designated safe zones.
Severe Weather – Move attendees to interior hallways or designated safe areas away from windows.
Active Threat – Follow “Run, Hide, Fight” principles. Lock doors when possible, call 911 immediately, and notify pastoral staff.

3. Health & Food Safety

Follow safe food handling practices: wash hands, wear gloves when serving, and keep hot food hot/cold food cold.
Leaders are responsible for ensuring kitchen spaces are cleaned and sanitized after use.
Clearly label any potential allergens in food being served.

4. Parking Lot & Exterior Safety

Leaders should be aware of parking lot traffic during large events.
Use cones, signage, or volunteers to direct traffic when necessary.
In evening events, ensure that exterior doors remain locked once attendees have arrived.

5. Incident Reporting

Any accident, injury, or disturbance during an event must be documented with an Incident Report Form.
Completed reports should be submitted to the office within 24 hours.
Pastoral staff will follow up as needed.

For Leaders: Safety is part of your ministry. By preparing ahead, locking up well, and handling emergencies calmly, you help people focus on Christ without distraction.