POLICY COVERING USE OF CHURCH FACILITIES
Purpose
It is our desire to be a part of the community we belong to and provide access to our facility for community and personal experiences. The facilities owned by Encounter Free Methodist Church exist to help fulfill the mission as described by the church’s Mission Statement. This mission and philosophy of ministry shapes all church policies, including facilities usage practices. We celebrate that our building can be used for various outreach opportunities. We simply ask that this form be completed so that all staff are included in communication on the areas that are being used and to ensure that we take care of our facility in the best way possible.
Regularly scheduled Encounter services and meetings will have priority claim to space, facilities and equipment ordinarily used by them. Priority for determining the use of the building facilities will be as follows:
- Church-wide meetings & services.
- Encounter Church ministries and small groups.
- Organizations in which Encounter members directly participate.*
- Private functions involving Encounter members and their families.*
- Outside Christian organizations.*
- Other outside charitable or public service organizations, or private functions.*
* at least 4 weeks notice required
All facilities users must agree to the Building Use Guidelines. This form must be returned along with the associated deposit and fee no later than 3 weeks prior to your event.
Fee Schedule:
It is expected that the user will remit a $50 deposit to the church, prior to the event to reserve the requested space. This deposit will be refunded to you after your event providing that the space(s) used were cleaned up and returned to their regular set up. Please review the following fee schedule for the additional fee for reasonable costs (ie: custodial, utility, other costs) that may be incurred by use of the space. The church may choose to waive the fee for certain ministry, civic, or other purposes, but only as an exception. If an activity continues over several days, that will be considered one use per day. No storage space is available to outside organizations.
| Non-Attenders | Attenders | ||
|---|---|---|---|
|
For use of the Worship Center |
$300 |
$225 |
|
|
For use of a Classroom |
$50 |
$50 |
|
|
For use of the Sound System |
$50+ ** |
$50+ ** |
|
|
For use of the Video System |
$50+ ** |
$50+ ** |
|
|
For additional special cleaning needs (large groups) |
$150 |
$150 |
|
+Pavilion use will require renters securing their own portable toilet facility. Building access not available.
** Sound or video technicians from Encounter are the only ones approved to use the sound or video systems. Arrangements must be made through the office. $50.00 covers up to two hours of service, after 2 hours, the fee is $20.00 per hour.
All fees must be paid in advance, per use, to cover utilities and maintenance expenses.
After Event Clean-Up
The following checklist will be left behind for each user to complete at the end of their event and clean up. Leave the completed list in the event space. Deposit will be returned via mail only when the completed list is reviewed by a staff member.
Checklist:
- Person using the space is shown where cleaning supplies are located with the expectation that restrooms used for the event would be cleaned properly after the event.
- Person using the space understands the room used needs to be put back together as it was found and floor vacuumed.
- Person using the space is shown how to lock and unlock both the staff entrance and the front doors for their guests with the expectation all is locked up after the event.
Maximum Length of Scheduling Commitment
Requests for usage will be accepted up to 12 months in advance. Longer-term commitments are not permitted, since the ministry plan of Encounter must be flexible. All requests are considered in accordance with the priorities for usage.Scheduling Procedure
To request use of facilities, the activity sponsor or participant will submit a Facility Use Request form to the church office. A preliminary email request to the church office is recommended to check availability. Please email in**@***************pa.com with the date and time you are requesting. While a tentative reservation may be entered on the church calendar at this time, the activity is not considered scheduled until the written request form is received and approved and the fee has been submitted. The church Office Manager will make scheduling determinations within policy guidelines; the administrator will review requests and interpret policy when necessary. Exceptions and appeals will normally require pastoral review. Requests from outside organizations that propose continuing usage rather than one-time events will require Administrative review. The Administrative Team will review requests that require significant commitment by the church (length of time or degree of cost) or that require determination of the requesters’ compatibility with Encounter’s mission. Scheduled activities are subject to adjustment, as the church needs change.General Usage Guidelines
To use the facilities, the sponsor (normally an affiliate of Encounter) must be present to ensure that the facility is used in accordance with this policy. This person will be responsible for coordinating any needed decorations, setup, cleanup, and lock-up. Any setup requirements shall be the responsibility of the user, unless special arrangements have been made with the church. Upon completion of the activity, the areas used shall be returned to their original condition, unless special arrangements have been made. The using group shall be responsible for any damages or additional services incurred relating to the group’s activity. Generally, decorations shall not alter or damage the facility and will not require more than a half day of reserved preparation time. (i.e. The room should not be removed from other ministry usage for several days to accommodate a single event.) Tacking, stapling, or taping materials on the walls is not permitted. To exercise good stewardship and to promote healthful practices, Encounter maintains smoke-free facilities, and the use of alcoholic beverages is not permitted. No gambling or games of chance are permitted.Child Supervision
If children are present when the facilities are used, it is required that they be under responsible adult supervision. Child to adult supervision ratio must be approved by Encounter.Building Access
Access to the building is not normally issued to outside organizations. The staff will normally arrange for access for activities not directly related to the ministries of Encounter; and, an opening/closing fee may be requested. If access by someone other than a staff member or ministry leader is required, the office manager will make these arrangements.Insurance and Indemnification:
Those who use Encounter Church’s facilities must maintain insurance and agree to defend and accept legal liability for any and all claims of loss, injury or damage arising in connection with their occupancy or operations in the church space.Facilities Use Request
Form to be filled out completely. Please note the following guidelines:
- Check with the Office Manager to verify if the desired date(s) are available.
- Fill out this form with all applicable information.
- Once application is reviewed, you’ll be contacted with approval/no approval. Events will be placed on church calendar once form & fee are received.
- Encounter Church has the right to ‘bump’ non-church activities if they are in conflict with regularly scheduled church-related activities.
