Facilities Use Policy for Conferences, Workshops, and Large Events Requiring Multiple Rooms

Church Board adopted this policy on July 20, 2004
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Because the church has limited space and, without special, advance planning, is unable to provide adequate services for groups wishing to reserve church facilities for conferences, workshops, and other large events requiring multiple rooms, the following guidelines are established.

If the Scheduling Assistant or other designee of the Church Administrator determines an event requires approval under this policy, then:

1. All bookings for conferences, workshops, and other large events requiring multiple rooms will be accepted or declined based on anticipated impact on facilities availability, grounds, staff, other church functions and church members.

2. For such a booking to be accepted, it must be reviewed by those church staff, committees, and ministers whose work is potentially impacted by hosting the event. The booking must then be formally approved by the Church Administrator and one of the following: a Church Minister, Director of Religious Education, or Director of Music / Organist.

3. As a condition of approval of a booking, the church may require that the group supply, at no cost to the church, adequate volunteers or non-church supplemental staff to aid, and be supervised by, one of the following persons designated by the church: 

(1) an Event Coordinator, 
(2) a church employee or other staff member or volunteer, or (3) a designated church member in:

a. Setting up the areas to be used during the event.

b. Cleanup of areas used or impacted by the event.

c. Returning facilities impacted by the event, including kitchen areas, to their original configuration and condition.

4. The group will be required to provide, at no cost to the church, an insurance policy or rider covering non-church supplemental staff and non-church member volunteers naming the church as a co-insured, or a waiver of liability indemnifying the church against loss which is signed by on behalf of the requesting group and each non-church supplemental staff member and non-church volunteer.

The church will supply waiver of liability forms to the individual requesting the reservation. That individual is responsible for obtaining required signatures and returning them to the Scheduling Assistant by the date requested and, in any event, no later than 72 hours before the event.

5. This policy applies to all organizations, groups, committees and individuals (both church and non-church associated) reserving facilities for conferences, workshops, and other large events requiring multiple rooms, as determined by the Scheduling Assistant or other designee of the Church Administrator. Memorial Services, Wedding Ceremonies, Commitment Ceremonies, Holy Union Ceremonies and their rehearsals are exempt from this policy.