Make sure that your event is listed on the Facilities calendar (hopecc.com/facilities) and the Events calendar (hopecc.com/events) at least 8 weeks prior to your event.
- If not, please fill out the room request form (found at hopecc.com/facilities) and wait for confirmation from Shannon before proceeding to step 2.
- If yes, please proceed to step 2.
Fill out the Announcements Information Form at least 2 weeks prior to the 1st date you would like your event advertised. (For example, if your event is on 2/1 and you want to start advertising on 1/15, you need to fill out the form by 1/1)
- Any events for which the form is submitted with less than two weeks notice may not be advertised by the requested date.
Know what you are responsible for in regards to advertising and managing your event.
- Ministry Leaders must:
- Post the City event/topic for their event
- Create advertising/logos/posters (or ask Drew if he can help do this)
- Hang posters (after they have been approved by Shannon) in approved areas in bathrooms only.
- Manage set-up and tear-down for all events. Unless communicated with Shannon and approved directly, you must set-up and clean-up your room after each event. If you need help with set-up or clean-up, you may ask (not demand) the Trek 1 interns to help you if they are available.
- Not set up early without first checking the facilities calendar and clearing it with Shannon.
- Communicate with Shannon about questions or concerns as soon as possible.
Why We Advertise Our Ministries and Events:
Before we discuss the “how” of advertising for events and ministries at Hope, let’s talk about the “why.” Why do we do events and ministries at Hope? What is the purpose of the events that we do?
First of all, everything we do, we do for a purpose. Our mission at Hope is to honor God by helping as many people as possible become fully devoted followers of Jesus Christ. Every sermon preached, every event planned, every worship folder stuffed, every worship song sung, every piece of Panera bread cut up, every small group led, every class taught is all done for this purpose. We hope that through all that we do people will get to meet the person of Jesus Christ and be totally transformed by him. This happens one step at a time, moment-by-moment, encounter-by-encounter. All of these seemingly disconnected, perhaps seemingly unimportant events and ministries are actually serving a very high purpose: it all leads back to helping people follow Jesus.
Secondly, Hope, and all that we do, is characterized by two things: gospel and community. We aren’t about slick programs, amazing buildings, or the latest trends. We are just not that cool! But we do have gospel and community to offer people, and ultimately these are what people are truly hungry for. All of our events, on some level, are designed to bring gospel and community to people: that’s why we do what we do.
If we’re trying to help people along on their spiritual journey, and if we anchor this in gospel and community, what might be the best way to make people aware of these events? The vast majority of people come to an understanding of the gospel through a face-to-face interaction with another person. And the majority of people attending Hope were introduced to our community by a personal invitation or connection. Wouldn’t it make sense, then, that the most powerful, the most effective, even the most life-giving way to invite people to a Hope event would be through a personal, face-to-face invitation? Absolutely.
The power of a kind word, a warm smile, and a personal invitation cannot be overstated; in that moment we are the face of Christ to those we encounter and invite. We have many tools and technologies at our disposal: Facebook, the City, Sunday announcements, and email are all great things. But amidst the endless list of options and Facebook invites that people are bombarded with every day, a personal face-to-face invitation feels like a cup of cold water on a hot day.
So let us not forget that we are about gospel and community, in what we do, in how we do it, and especially in how we invite others to join us.
How Can I Advertise My Event / Ministry at Hope:
- Word of mouth:
- Personally invite your friends, the people you meet on Sunday, people in your small group etc. People are much more excited about doing something when someone they know will be there, and especially when they know that someone else wants them there.
- Ask people to invite others:
- Again, word of mouth is the best way to share what you are doing. Share your vision and excitement about what you are doing with others and encourage them to tell others.
- Share the worship folder with someone:
- Use the worship folder as a tool to tell others about your event. The Worship folder is a tangible piece that people can see and take with them.
- If you’re planning an event, have your event details put in the Worship folder so you can point people back to the Worship folder to talk about your event. Read more about how to do this below.
- Weekly City Announcements:
- Each Wednesday Shannon posts a topic on the City to tell people about upcoming events at Hope. Read more about how to do this below.
- Create a City Event:
- Read more on how to do this below.
Timeline for advertising your events:
Step 1: Make sure that your event is listed on the Facilities calendar (hopecc.com/facilities) and the Events calendar (hopecc.com/events) at least 8 weeks prior to your event. If not, please fill out the room request form (found at hopecc.com/facilities) and wait for confirmation from Shannon before proceeding to step 2.
Step 2: Fill out the Announcements Information Form at least 2 weeks prior to the 1st date you would like your event advertised. (For example, if your event is on 2/1 and you want to start advertising on 1/15, you need to fill out the form by 1/1)
How to advertise in the Worship folder/Weekly City Announcement:
To get your event advertised in the Worship folder and City topic, fill out the Announcements Information Form at least two weeks prior to the date you would like to start advertising.
How to get a visual to go with your event:
Any visuals submitted for advertising in the worship folders or on stage must be in 16:9 (or 10” x 17 3/4” or 1280 x 720 pixels) format.
If you need help creating a visual for your event, please email email@example.com for help.
Shannon must approve all visuals for all Hope advertising.
How to advertise on the City:
Other than word of mouth, The City is the most important communication tool that we have at Hope. We ask that all church leaders use the City to advertise for their events.
If you need help posting an event or creating an ad for your event on The City, please email firstname.lastname@example.org and Shannon will gladly help wherever you need it.
Remember when creating your event to always click “Allow this post to be shared” and target your communication (men only, women only) when applicable. No ministry events should be posted in the large Hope Community Church group unless approved by Shannon. All events should be posted in their respective ministry group and shared with the large Hope group when necessary.
Ideally, your City event should be posted no less than three weeks before your event and should include all information that you provided for announcements.
Make sure you send the link from your City event to email@example.com (or submit it via the Announcements Information Form) when the event is posted. If this step isn’t done, your event will not be advertised in the weekly City posts.
Now that your event is created you can monitor it to see the number of people who can come, what roles have been filled, and so much more. Don’t forget to utilize sharing the link to your event on Facebook and other social media platforms.
When will an advertisement be made up front?
Chances are, unless your event is a major, church wide event, like Slumber Party, Spring Retreat or Boot Camp, your event won’t get an upfront announcement.
This isn’t because we don’t like you or like what you’re doing. As Hope grows it’s just not possible to give everything we do every week a Sunday announcement. We have to rely more and more on what advertising we do through things like face-to-face communication, the City, and the Worship folder.
This and That:
The only events we hang posters for around the building are Study Day and Film Fest. Nothing else will be posted around the building.
Men’s and Women’s events can be posted on the doors in their respective bathrooms. All other ministries may post their events on the appropriate board in the men’s and women’s bathrooms.
Make sure all posters include at least the following information: Name of the event, date of the event, time of the event, and contact person’s email address. Posters submitted should be no larger than 8.5×11″. Posters any larger will be removed.
When posters are put up, please use the magnets provided to do so. If the magnets are no longer there, please email firstname.lastname@example.org to order more.
Because of our increased reliance on word of mouth and the City, we are no longer asking people to create PowerPoint slides. Again, email@example.com will be your contact if you need help creating a slide, or you can send the one you have created directly to firstname.lastname@example.org. Make sure all slides include at least the following information: Name of the event, date of the event, time of the event, and contact person’s email address.