Guidelines for Communications & Room Request

Guidelines for All Submissions

  • All requests must be submitted no later than 30 days prior to the start of registration, the event date, or the due date of the first deliverable (whichever comes first).
  • All requests must be submitted via the online form, not in-person or via email.
  • All requests must be submitted with complete information. Requests submitted without necessary information will be rejected.
  • All requests are subject to review and alteration by the Communications and/or Service Ministries departments.

Guidelines for Communications Requests

  • All communications projects will be aligned to the mission of Grace Polaris Church, starting with the top-priority ministries.
  • Each ministry leader should regularly check GracePolaris.org for any outdated content regarding their ministry. If an update to web content is necessary, please submit a new Communications Request.

Guidelines for Room Requests

  • Prior to submitting a Room Request, check the calendar in our church management software, Seraphim, to identify any potential scheduling conflicts. If you do not have access to this software, please contact us and a staff member will assist you.
  • If a change or cancellation of your Room Request becomes necessary, please reply to the automatic email you receive and notify our staff. This must be done within 30 days of your event to ensure a refund of any fees paid. 
  • If applicable, the submitter must indicate if technical assistance is needed for an event, as well as the type of assistance needed. Failure to properly indicate this information may result in lack of staff or volunteer assistance.
  • An adult sponsor (preferably a staff member or responsible individual from Grace Polaris Church) must be present the entire time the facilities are being used. In case of damage or loss to the facilities, the event host(s) is responsible to see that reimbursement or reparation is made to the church.
  • No smoking or drinking of alcoholic beverages are permitted in Grace facilities.
  • The facility must be left in the same, if not better, condition in which it was found. This includes: furniture in its proper place, litter cleaned up, and the kitchen cleaned after dishes and food have been removed.
  • No alterations to the grounds or facilities of Grace Polaris Church shall be permitted without the express prior approval of the Service Ministries Director. This includes the placement of banners, flags, or any other environmental decorative elements.