Event planning protocol

for sar shalom members

"But all things should be done decently and in order."

-I Corinthians 14:40

Sar Shalom strives to be professional and excellent in every aspect of our ministry while still displaying love and honor to our fellow mishpacha (family) and guests. To help us achieve this, Sar Shalom has set in place specific rules, regulations, and protocol regarding event planning in order to operate more smoothly and benefit everyone. We encourage all members to look over these rules and to follow the protocol for event planning to help Sar Shalom become its best!

There are essentially two types of events at Sar Shalom: sanctioned events and member events.


1. Sar Shalom Sanctioned Events


These events are leadership driven and planned by the Event Committee or a ministry leader. 

Examples of Sar Shalom sanctioned events:


  • High Holy days such as Pesach, Unleavened Bread, First Fruits, Shavuot, Rosh Hashanah, Yom Kippur, and Sukkot.


  • Minor holidays which include but are not limited to Hanukkah, Tu B’Shevat, Purim, Yom HaShoah, Yom Yerushalim, and Tu B’Av.


  • Ministry events are events that are held by a ministry leader of Sar Shalom for that specific ministry. Some examples of ministry events are youth group events, children’s ministry events, or women’s events.


Some sanctioned events may be funded by Sar Shalom while other sanctioned events may require registration fees, contribution, fundraising, or other expenses. It is up to Sar Shalom leadership to determine how much the shul will provide financially or otherwise for a sanctioned event beyond just the use of the location.


Additionally, in order for a ministry leader to schedule an event, a request for the event must be submitted to Keturah Sistrunk 1 month prior to the event for approval with a thorough description including the date and time, regardless if the event is held at the shul or alternate location.


2. Sar Shalom Member Events


A member event is any event that is member-driven and does not fall under Sar Shalom sanctioned events. This type of event is planned by the member or members who request the event.


(A member is someone who has completed Sar Shalom’s conversion process. Anyone not a member of Sar Shalom may not request a member event.)


Examples of member events:

  • weddings/vow renewals
  • bar/bat mitzvah ceremony and/or parties
  • baby/bridal showers
  • bris milah/baby naming ceremonies and/or parties
  • networking events
  • community events
  • family events
  • any event that does not fall under Sar Shalom sanctioned events.

For member events outside the parameters of recognized ministries, Sar Shalom members are encouraged to go “out” into the communities to best engage the target audience (utilizing homes, meeting rooms, etc.).


Protocol for initiating a member-driven event at Sar Shalom:


a. A request must be presented in writing using the Sar Shalom Request Form and summited to Keturah Sistrunk no less than 3 months prior to the event for approval with a thorough description including date and time. Event approval will be contingent upon securing the proper Sar Shalom personnel as required by the event, including event host, sound tech, and/or custodian. No member events may be scheduled on Shabbats, High Holy days, or during Tisha B’Av (The only exception being a decorated table and a cake for a bar/bat mitzvah during a regular Shabbat oneg where no usage fee will be required).


b. Once approval is received from leadership, a $25 security deposit must be paid to Sar Shalom to secure the date. The requested date will not be secured until the deposit is received. The $25 security deposit will be applied to the usage fee for the event. In addition, a refundable damage and cleaning deposit of $100 will be due upon signing of contract. The damage and cleaning deposit will be returned no later than 30 days after the event providing no damages were incurred and building was left in proper condition.

c. The usage fee will vary depending on the type and size of the event and to what extent Sar Shalom’s resources will be utilized. Fees are established to cover our cost for utilities, maintenance, bathroom supplies, wear & tear, and personnel. Additional resources could include:

  •  tables
  • chairs
  • limited use of kitchen
  • use of portable PA system
  • housekeeping (floors, bathrooms, etc.)
  • security

The usage fee and a list of resources offered by Sar Shalom will be detailed in the contract provided when the security deposit is paid.


d. Individuals who are planning the member driven event are responsible for the following:

  • set up/tear down/clean-up
  • all decorations/props
  • plates, cups, utensils, napkins, table clothes
  • food/drinks (including cakes, etc.)
  • entertainment
  • anything not included by Sar Shalom in the contract

If there is a particular question regarding what is provided by the shul and what is provided by the member, please contact Keturah Sistrunk at 940-210-1962 or keturah@mysarshalom.com.


e. A member may not consider their event a Sar Shalom event. A member may not use Sar Shalom’s name or the names of its leadership in any form, whether verbal, written or otherwise, to benefit the collection of donations of any kind for a member driven event.


**Sar Shalom reserves the right to change any of the above event

protocols or pricing.**


We look forward to celebrating many joyful occasions with everyone throughout the year and providing any assistance or guidance we can. We thank you in advance for respecting the rules and regulations set in place so that we can make sure every event is as successful as possible! If you have any questions regarding any events, planning, or protocol that was not addressed please contact Keturah Sistrunk at 940-210-1962 or keturah@mysarshalom.com.



Sar Shalom Event Planning Protocol


Listed below are links to the individual protocols for the MEMBER EVENTS you may view or download for your convenience and instruction. If your member event does not fall under these categories, you will be contacted by Keturah Sistrunk for further instructions and information.