BC Request Forms

Events & Building Use

At BC, Off-site, Virtual

Before submitting a request, please familiarize yourself with our processes, policies, and rental charges listed below. For assistance, email smayberry@bctulsa.com.

Maintenance Needs

If you are aware of a maintenance need at BC, please alert our facilities team by completing this form. You may also use this form to submit a maintenance request. All requests are prioritized by our Facilities Manager and will be considered in light of other projects happening at BC. If this is an urgent need, call Dan King immediately. For all other questions, email facilities@bctulsa.com.

Communication Request

Do not submit a communications request for events or building use. Instead select “communications” when completing the Event & Building Use Request Form. If you have an announcement you’d like communicated or a website request, please complete the form below. For assistance, email mniemeyer@bctulsa.com.

Events & Building Use

Processes, Policies, and Estimated Rental Charges

We ask that you familarize yourself with and consider reading the 3 sections below BEFORE submitting the Events and Building Use Request Form. These 3 sections cover our processes, policies and rental charges. For assistance, emailzripley@bctulsa.com.

Section 1: Review Our 7-Step Process

Here’s what you can expect from BC in 7 steps!

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Step 1: Getting Started! (Before Your Request)

Are you submitting a request on behalf of a BC ministry or staff member?

  1. Please ensure that you have connected with the ministry leader of your area BEFORE you submit a request. We only accept requests from ministry leaders and those on their team they have approved to submit requests.
  2. Read familarize yourself with all of the information on this page before submitting your request. If you have questions, contact Zack Ripley at zripley@bctulsa.com.
  3. Be as specific as possible when completing your request. We cannot guarantee you the specific day, time, and resources requested, but the more details you include on the form, the more we can accommodate what you need. Our team is ready to catch and execute your dream! Fill in as much preferences and details as possible so we can quickly connect with you with the BEST day and time, the BEST spaces, and the BEST resources.

Are you submitting a request on behalf of yourself or an outside organization:

  1. We prioritize our ministries and cannot guarantee all personal or outside requests.
  2. Read through all of the information on this page before submitting your request, especially the policies and costs sections.
  3. Be as specific as possible when completing your request. We cannot guarantee you the specific day, time, and resources requested, but the more details you include on the form, the more we can accomodate what you need. Our team is ready to catch and execute your dream! Fill in as much preferences and details as possible so we can quickly connect with you with the BEST day and time, the BEST spaces, and the BEST resources.
Step 2: Submit Your Request! 🙂

Up to 2 Business Days

Once you’re ready to submit your request, complete the request form and fill in as much detail as possible. Our events team will automatically receive a notification and will send you initial communications about your request within 2 business days. You will be notified if your request is good to move forward or rejected including the reason why (e.g. not enough details, you’re not approved to submit requests, we cannot accommodate your request at this time, etc.).

Step 3: Our Event Coordinator Calls You!

Up to 3 Business Days

If your request is good to move forward, our Event Coordinator, will connect with you directly to review your request with you. The purpose of this connection is to clarify details, expectations, and costs before she begins coordinating our different teams and resources to pull off your event. Depending on the scope of your request, this may be a quick 5-minute call or a 30-minutes to 1-hour meeting.

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Step 4: We Coordinate and Confirm Details

Up to 7 Business Days (in some cases up to 12*)

Once our Events Coordinator has confirmed all of the details of your request, she will begin the approval process. This process pulls in the other teams and individuals needed to pull off your event (e.g. audio/video, childcare, set-up/tear-down, etc.). Once all of these details are approved and confirmed on our side, you will receive a detailed email about your event details and all those involved to help pull off your event. Depending on the scope of your event, you may receive a call or be invited to a meeting to go through the final details.

* If after getting details from you, we realize we need additional approval from BC’s leadership before confirming your event, we will notify you. If you are an outside organization or this is a large request, please know that this approval process may add up to an additional week, so please plan accordingly.

Step 5: We'll Help Get Ready!

Once you have all the details of your event locked in and everything is on the schedule, we’ll routinely touch base with you to give updates as we come alongside you to prepare for your event. Depending on your needs, this can include helping with set up, decor, registration forms, promotion, etc.

It is very important that you communicate any and all changes during this time. Changes to event details and/or setup are not permitted within the two weeks before an event. Significant changes may require we move the process back steps, which could affect details like the day(s) of your event, resource availability, etc. Please see the policy labeled “Change Order” for more details.

Step 6: Event Time!

The day of your event is here! Based on the scope of your event, all of the individuals and teams detailed out in your Event Confirmation Email are coordinated and ready to make your dream happen. If for whatever reason, a detail is missed or a person is not on site who is supposed to be, please immediately call your Event Coordinator and/or the person listed on your Event Confirmation Email. 

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Step 7: After the Event

You did it! Your event is over… now what? We ask that before you leave the building, you complete any and all event clean up tasks communicated in your Event Confirmation Email. We’ll do the rest! After your event (or initial building use), we will send you a feedback survey to help us celebrate the wins and grow as a team in serving folks. We ask that you complete this in a timely manner.

Section 2: Review Our Policies

We ask that you please review our policies here so you know what we expect from you. Policies and charges are subject to change at the discretion of the operations and events staff.

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Agree to Terms at Form Submission

By submitting our request form, you agree to all of our processes, policies, and rental cost estimates. Any changes to your request that affect any of these may result in the cancellation of your event.

Request Form Does Not Equal Confirmation

We will review all event requests upon submission and decide if we will or will not accommodate the request. From there, our Event Coordinator will gather any more details and initiate the confirmation and approval process. Your event is not approved until our Event Coordinator sends you a Confirmation Email with all details and an invoice.

"2-Week" Policy

All events must have a completed request submitted at least two weeks before the event’s requested date. Based on your request and resources available, an alternative day may be required before confirmation of your event. 

Changes to event details and/or setup are not permitted within the two weeks before an event. However, we understand that changes happen! And we’re happy to accomodate. Please see the section labeled “Change Order” for information on changes to approved event details.

Change Orders

Changes happen! And we’re more than happy to accomodate. Please know that any additional work or requests added to or deleted from the approved scope of the event can altar the original cost and timeline of the event, initiating a Change Order. 

A Change Order can result in a revised Confirmation Email including new details and costs. Here are some examples of situations that can lead to a Change Order:

  • Change of date(s) and or time(s)
  • Additional personell needed
  • Change of room usage
  • Change or addition of resources and additional communciations
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“For-Profit” Events

Believers Church is unable to host “for-profit” events for any individual or organization. If you are a ministry/non-profit organization and are interested in fundraising or awareness options, please complete the request form and we will contact you about whether your event is approved or not.

Building Sponsors

What’s a Building Sponsor? Great question! This is a BC staff member, ministry leader, or trained volunteer who is responsible for opening the building, being on-site for assistamce, and cleaning/closing up the building.

All events and room usages require a Building Sponsor’s attendance. If no Building Sponsor is available, the event cannot take place. No Building Sponsor is required for rooms within regular office hours since we will have a receptionist at the building (Tuesday – Thursday, 9am-4pm).

If you are a BC ministry, we may ask one of your team members to be the Building Sponsor, and we will train that person accordingly.

Rental Charges (Non-BC Events)

If your event requires rental charges, you will be presented an invoice along with your Event Confirmation Email. All rental charges must be presented during office hours by the business day before your event. Our office hours are Tuesday – Thursday, 9a – 4p. Please bring payment in an envelope to Believers Church marked with the event name, event date, and the amount of money included. Address checks to Believers Church. 

Other Building Use During Your Event

Please note that other areas in the building may be scheduled for other purposes at the same time as your event. BC staff has access to all building rooms at any time. The event end time on the building request, unless otherwise approved in writing by our event team, is the time in which the entire party must be out of the building. Set-up or entrance to the building is not permitted before the approved time.

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Saturday Events

At this time, it is very challenging for us to accommodate Saturday events at any point in the day, especially the evening. If you request a Saturday date, please know that we will try to accommodate your request but there is a likelihood we will suggest an alternative day of the week. Thank you for being understanding as we expand resources to accommodate more Saturday events.

Section 3: Review Rental Charges

All outside and personal event requests will have charges associated with them, and some BC-related ministry or staff events may have charges depending on the specific resources requested. Review these charges and assume them into your request. If required, we’ll send you an invoice with your Event Confirmation Email.

Room Rental Charges

Note: These fees are waived for approved BC ministry and staff events.

Sanctuary
  • $65 for the first 1-3 hours
  • $100/day for more than 3 hours
  • Up to $400 Setup & Reset Fee
Fireside, Kitchen, or Chapel
  • $35 for the first 1-3 hours
  • $65/day for more than 3 hours
  • Up to $60 Setup & Reset Fee
Green Room, Conference Room, or a Classroom
  • $25 for the first 1-3 hours
  • $45/day for more than 3 hours
  • Up to $40 Setup & Reset Fee
Main Hallway
  • $35 for the first 1-3 hours
  • $65/day for more than 3 hours
  • Up to $100 Setup & Reset Fee

Media Charges

Note: Some of the fees may be waived for approved BC ministry and staff events.

Sound/Lighting Technician (Sanctuary*, Chapel, Fireside)
  • $100 for the first 1-3 hours
  • $50/hour for every additional hour
  • Waved for all approved BC ministry or staff events in the Chapel and Fireside (with training).
  • *NOTE: Depending on the lighting needs in the Sanctuary, a separate Lighting Technician may be required. Most requests can be accomodated with one Technician over sound and lighting, but more involved productions will likely require two Technicians.
Media Technician (Sanctuary, Chapel, Fireside)
  • $90 for the first 1-3 hours
  • $40/hour for every additional hour
  • Waved for all approved BC ministry or staff events in the Chapel and Fireside (with training).
Livestream Camera Operator/Video Editing (Sanctuary)
  • $100 for the first 1-3 hours
  • $50/hour for every additional hour
Projector Use (Sanctuary, Chapel, Fireside)
  • $20/day
  • Waved for all approved BC ministry or staff events in the Chapel and Fireside (with training). Waved for Sanctuary if Media Technician is hired.
Mic Use (Sanctuary, Chapel, Fireside)
  • 1st Mic Included with Sound Technician
  • $10/day per additional mic
  • Waved for all approved BC ministry or staff events in the Chapel and Fireside (with training). Waved for Sanctuary if Sound Technician is hired.
Additional Instruments or Equipment (Sanctuary, Chapel, Fireside)
  • Requires a conversation with BC’s Technical Director to best suit and help accommodate your needs.
  • Cost varies depending on request and availability.

    Other Charges

    Note: Some of the fees may be waived for approved BC ministry and staff events.

    Event Coordination
    • $50 for the first 1-3 hours
    • $20/hour for every additional hour
    • Waved for all approved BC ministry or staff events.
    Building Sponsor
    • $40 for the first 1-3 hours
    • $15/hour for every additional hour
    • Waved for all approved BC ministry or staff events if the event takes place during business hours or a trained ministry leader or staff member is able to be on-site. Business hours are Tue – Thu, 9am – 4pm.
    Facility Cleaning Fee
    • $65 flat fee
    • Waved for all approved BC ministry or staff events.
    Childcare (2 workers per room)
    • $24/room per hour
    Black Tablecloths
    • $4/each
    Musicians
    • Special request only.
    • Cost varies dependng on request and availability.

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