Meetings & Events

Last Updated: 05-October-2007

General Information

The Auditorium and Temple complex are used for many meetings and events throughout the year by internal and external users; by small to large groups; for short or long durations; and with simple to complex support needs. Community of Christ owns and maintains a number of tools, instruments, and systems to support these events. A variety of staff are called upon to support meetings and events. Contract Services are also used as necessary.

The Meetings and Events team was chartered to create a process that will be used as a reference for future chartered or contracted Events. This new process will help in developing tools and applications needed by the process and those that participate in the process.

The type of events held at Community of Christ are divided into seven levels or categories. These levels are:

• Level 1 - In-house and affiliate meetings
• Level 2 - Tours
• Level 3 - Daily Worships & Recitals
  • Organ Recitals
  • Guest and Student Recitals
  • Staff Worships
  • Rehearsals (Heritage Philharmonic, Messiah, etc.)
  • Congregational Visits
  • Daily Prayer for Peace

• Level 4 - Event with meal
  • Laurel Club Lunches
  • Knife & Fork Club
  • Mayor's Prayer Breakfast
  • Staff Recognition Luncheon

• Level 5 - Single Day Chamber/Sanctuary Event
  • Temple Worship Service
  • Graduations
  • Seminary Convocation
  • Messiah
  • Teacher Convocation

• Level 6 - Multi-day event with breakout sessions
  • Peace Colloquy
  • Health & Spirituality
  • International Youth Forum
  • Level 7 - World Conference

Furthermore, each level has two sub-components identified by the letters "A" and "B". Level "A" events occur during normal business hours, 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding IHQ staff holidays. Level "B" events occur outside of the described by level "A."

IHQ tries to schedule events such that no more than three occurrences of Levels 4-6B events per month collectively.

Charter Number: 07-029

Type Type: Process

Budgeting and Funding: $500

Objectives

• Identify and organize a team of people that represents all meeting and event support functions.
• Create a standard process for managing events with established communication channels; a standardized schedule of services and fees; and a process for managing and restocking event supplies. The expectation is that individual events will be managed by separately chartered teams.
• Create a sub-team to schedule meetings rooms for IHQ use.
• Create a sub-team to maintain instruments, tools, and applications (for example, EventPro).
• Meet regularly to review the Meetings and Event process; assess the quality of services being provided to Events; and update the schedule of services and fees.

Deliverables

• Process maps
• Work instructions
• Standard forms
• Workflow management tools (such as spreadsheets)
• Schedule and IHQ Calendars
• Schedule of Services and Fees

Team Members

Process

• Major Segments & Deliverables