Facility Usage Requests

With the changes we've had, the church administration had discussions about what made the most sense for receiving facility use requests and how to process it. We have something in place we think will work for now. Basically all facility use requests will be processed through the facilities@gumc.org email address.  Most simple items, like a committee meeting or ministry meeting request, can just be emailed to that address.  About once a week the church's google calendar will be updated with those requests and you should get a reply that the request was granted. We want to make sure we keep that calendar accurate so everyone knows what's happening in the building, so please send an email with any changes to your meetings or schedule. If you are a staff person and would like to be added to the list of people that have access to that calendar to add and change events, let me know. It's always easiest and best if people in charge of their meetings are the ones keeping the calendar updated. Remember, all meetings at Grace MUST be on the church google calendar for insurance purposes. If you don't see your meeting on there, let us know!

For things bigger than a meeting, we have a usage form. Anyone using the building for the first time or first time events must use this form, too. You can find the document on the website at gumc.org/calendar (scroll to the bottom and click 'Usage Form'). There you can also request social media items, like the bulletin, an announcement, Facebook post, etc.  When you submit your form (via facilities@gumc.org, the website or to the office mailbox using a form from the main office) it will be added to the calendar unless there are conflicts. It will be forwarded to Hilda, our office administrator (info@gumc.org), for the bulletin and to Emily for social media.

Oh, yeah...Emily Neville has agreed to do social media for Grace! Hurrah! We haven't had someone doing social media here since I began over 2 years ago! Even Alexa, who volunteered for the position in 2020, quickly transitioned to running our sound and video for our online audience, which was a much bigger need at the time.  If you'd like to follow up with Emily regarding social media items, you can email her at socialmedia@gumc.org. This information will be included in a response to your usage requests, unless, of course, you don't provide us with an email. In that case, you better call us (201-891-4595 ext. 4) and leave a message. You'll also be able to click a link in the response email that shows all the items that have been submitted with usage forms and what selections you've made.

Using the button below you'll also find the Communications Audit for 2023. This document lays out the general timeline for various requests and who is in charge of what items at Grace. Where there are ??'s no one is assigned to that item, so it's harder to make those ones happen. Everything is "first come, first serve," based on the time and availability of staff and volunteers, and at the expense of the person running the ministry or event (of course, you can use budgeted line items for advertising, but that's up to the people overseeing those line items). Hilda plans to begin including the weekly calendar in the bulletin in an effort to increase communication of events happening at the church, but you can always check the website. Gumc.org/calendar will always be the most up to date information on what's happening in the church.  Other items are updated as our volunteers are able to, so please be kind and patient in this process. Also, if you see something is not updated properly, you should check in with the person in charge of the event. Did they send in an email? Did they fill in the form and request a particular social media? If not, that's why the information is not being updated. Volunteers need to have the necessary detail given to them in order to make the changes.

That's the basics. If you have any questions or concerns, let me know. Below are some key items for your information. God bless!

In Christ,
Pastor Brian Neville

Google Calendar: gumc.org/calendar
Email for facility and usage requests: facilities@gumc.org
Email for bulletin items: info@gumc.org (but the attached form also at gumc.org/calendar should be filled in first)
Email for social media requests: socialmedia@gumc.org (but the attached form also at gumc.org/calendar should be filled in first)