Trinity Event Planning Form

Event Name

Description of Event

Public, School, Church, or Private Event/Sponsoring Group

Date of Event

Time of Event

Does this event recur?

Yes No

If "yes," please indicate the start and end dates

Location(s) Requested

Kitchen Use: Please indicate if you want to request use of the kitchen. If kitchen use is requested and approved, please note that specific procedures apply and are posted in the kitchen. Failure to follow the procedures will result in a $100 fine. By indicating a desire to use the kitchen, you agree to abide by these procedures and pay any fines accrued.

Yes No

Alcohol Use Policy: Alcohol use on the Trinity campus must be approved by Trinity's leadership. Once approved, the Alcohol Use Policy must be signed and returned before the event. Do you intend to have alcohol present at your event?

Yes No

Insurance: events not sponsored by Trinity must provide a certificate of insurance naming Trinity as additional insurance and approved by the General Manager in advance of scheduling. Please indicate your agreement to this policy:

Yes No

How much time is needed for set up before the event?

How much time is needed for tear down after the event?

Do you need maintenance staff to help set up? (Includes tables, chairs, podium, etc.) If so, please indicate exactly what supplies and set up you require. Please note that maintenance is not available for set up after hours, on weekends, or on holidays.

List which gates you/your volunteers will be opening and at what time. If you event occurs after business hours, you will be responsible for opening gates for your event and for securing gates after the event.

Please list any and all tech needs. This includes any need for audio, video, projector, sound, etc.

You are responsible for complete cleanup after your event. You must leave the room as you found it (or better), trash taken out, lights out, doors locked, etc. Kitchen clean up procedures are posted in the kitchen. Please ask if you have any questions. A fee will be assessed if the event space is left unclean. By checking

Yes: I agree to the terms listed above No: I do not agree to the terms listed above I have additional questions about the terms listed above

Do you need maintenance staff to help tear down? (This would include things like moving larger tables and chairs back to storage) If so, please indicate exactly what supplies and set up you require. Please note that maintenance is not available for set up after hours, on weekends, or on holidays.

Yes No

Name of the Contact/Staff Person for the Event. This individual must be present during the event and will be responsible for campus safety and security throughout the event.

Email of the Contact/Staff Person for the Event.

This address will receive a confirmation email

Phone of the Contact/Staff Person for the Event.

Please list any additional volunteers/staff members and their contact information:

Additional Information/Request:

Description

When planning or scheduling an event you must review proposed dates and times with the Administrative Assistant and Finance Manager at TLC@TrinityDowntown.com or 407-488-1919 in advance to confirm when space/resources are available. Once the date and time is approved, your event will be scheduled on the Master Calendar. For events hosting large groups or that require set up support or impact overall campus use, this event planning form must be completed and returned at least two weeks in advance; for smaller events with less setup and resource needs, no less than one full week prior to the scheduled event.

Planning for the details of the event itself are the responsibility of the hosting/sponsoring individual or group. However, if you need assistance with set up/security/equipment or other resources, please indicate so on this form and a staff member will contact you to discuss what resources are available to you.

Always check back with the Administrative Assistant several days prior to your event to confirm all details.

Trinity Event Planning Form

Description

Please Fix the Following