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PROMOTIONS REQUEST FORM
IMPORTANT:
The deadline for date-appropriate items to be included in the current week's eNEWS and bulletin is Mondays by 5:00 p.m.
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The Promotions & Communication Ministries can help support
your ministry's church-wide events and programs in many ways,
including
- Bulletin Announcements
- Weekly eNEWS Update
- Church Web site
- Announcement Slides
- Supplementary Promotions (bulletin inserts, flyers,
brochures, etc.)
In order to request promotions through any of the above venues,
you must first complete a Promotions
Request Form. This will insure not only that all appropriate
personnel receive your information for the appropriate venue of
promotions, but that all pertinent info is received in the same
submission. By submitting this form, your event will be considered for advertising in the church bulletin, weekly eNEWS update (email), and other venues as deemed appropriate (announcement slides, "events" on the church web site, etc.)
The online form will consist of many required fields of information.
You will be unable to submit your item for promotion until all
pertinent fields have been completed. The promotions & communications team reserve editorial rights
for all promotions.
Please note: It is also suggested that you promote your event heavily within your own ministry area and among those individuals already invested in that ministry, encouraging them to help you promote the event to others within their sphere of influence.
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Date & Facilities Approval
Before submitting a Promotions Request Form, you must secure approval for your date(s) and your event location (rooms) to Mike Occhipinti, Facility Director. No promotion request requiring Hope rooms/resources can be accepted without prior approval from Mike O.. You may submit an online Facilities Request Form here. Questions should be directed to Mike O. at mikeo@gethope.net or 532.0620 x111.
Approval from Sponsoring Ministry
You must also secure the approval of the sponsoring ministry/staff before submitting your request for promotions. Announcements without specific ministry/staff approval will not be published.
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Mondays @ 5:00 p.m.
For events/activities that should begin in the bulletin or eNEWS during the current week, the request must be received no later than Monday by 5:00 p.m. All requests submitted after this day/time will be saved for the following week's promotions.
Events with RSVP dates
For events/activitives requiring RSVP's, those activities will begin promotions based on the RSVP date (not the actual event date). In addition, promotions for RSVP events will end once the RSVP date has passed.
Holidays
Occasionally, the deadlines for some or all of the above will change due to holidays or unforeseen circumstances. In this case, you will be notified in advance as much as possible.
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All promotional materials not created by the graphic arts and promotions team of Hope require prior approval if they will be distributed church-wide and/or within the community. Please allow two weeks for this process. The exception is media created for inner-ministry distribution which can be created by the ministry without approval of Hope's promotions/communications staff (e.g. women's ministry newsletter, children's info to parents, etc.). Only materials created for church-wide and/or community distribution require pre-approval. This includes but is not limited to:
- Flyers
- Brochures
- Bulletin Inserts
- Community mailings
Should you wish to receive the assistance of the promotions team in creating and producing your promotional materials, please be aware of the following guidelines.
Costs
All cost-incurring promotional requests must be approved by the
ministry head over the particular event and paid for from that
ministry budget.
Bulletin Inserts
Inserts are allocated only to promotion requests with the widest church or community appeal.
You will be informed whether or not your event or request receives insert approval automatically after submission of a promotion request form. If your event does qualify for a bulletin insert, contact Hope's graphic artist, Elyse Darling, to discuss specific needs and dates.
Posters for Ministry Counters
To use a poster in a poster display stand, the poster must first be approved by Hope's graphic artist, Elyse Darling -- 532.0620. Poster stand approval (based on availability) should be secured by Mike Occhipinti -- 532.0620 -- Hope's facilities manager.
All Printed Promotional Needs
To strategize about any printed promotional materials you may need, contact Elyse directly to discuss.
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All print materials prepared for distribution through the Guest Services kiosk must have the approval of Mary Ann Sibley prior to
distribution. Contact Mary Ann at maryanns@gethope.net
or 532.0620 to discuss placement of your ministry/event brochures.
Similar to bulletin inserts, ministry counters are allocated to those promotions requests with the widest church and/or community appeal. If your event qualifies for a ministry counter allotment, you will be informed of this within your promotions request confirmation. Should you then wish to utilize the option of a ministry counter, you must contact Tina Vance directly to reserve one. Based on availability, one may be scheduled for you. Contact Tina at tinav@gethope.net or 532.0620.
Any questions regarding the approval of ministry counter use should be directed to Tina Vance -- 532.0620; questions concerning resource needs while using ministry counters, should be directed to Mike Occhipinti -- 532.0620.
Note: There are four different counters available including two underneath the atrium staircase and two floating carts. The two permanent counters will be assigned first, with the two floating counters given out next, based on reservations of the counters.
Other
All of the above can also be contacted at 532.0620.
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