Facility & Parking Rental

Transcription

1 ! St. John s United Church 50 Bridge St W, PO Box 1779 Campbellford, ON K0L 1L0 Pages 2 4 Page 5 Pages 6 7 Page 8 Page 9 Page 10 Page 11 Policy and Procedures Fee Schedule Application and Agreement UCW Catering Set-up Requirements Emergency and Safety Procedures Key Use Agreement Page! 1 of! 11

2 St. John s United Church (Campbellford) Policy and Procedures Purpose: The purpose of this policy is to clearly outline the procedures to be followed by any group, organization or individual using St. John s United Church for special events, fundraisers, and activities. Objective: This policy has been developed to ensure that St. John s United Church groups, committees and membership, have reasonable and fair access to the Church s facilities while sharing them with community groups and organizations. BOOKING of FACILITIES Booking of facilities can be made through the church office at , via at administrator@stjohnscampbellford.ca, or in person during business hours, Monday to Friday, 9 am to noon. The Office Administrator will maintain a complete schedule of building use. A Facility Rental Application/Agreement, must be completed for review prior to Property Team and/or Office Administrator approval of the rental. A Group Contact Person must be identified who has the authority of the organization for signing the agreement. This individual will be responsible for ensuring adherence to the terms of the policy guidelines and rental agreement. Bookings are made on a first come, first served basis with priority given to those groups and organizations who have maintained bookings from year to year. RENTAL COSTS (see current Fee Schedule) The facility rental fee covers the use of the room(s) for the times specified only. Full payment is required at least one week prior to an event or on a monthly basis for weekly/monthly bookings. CANCELLATIONS Cancellations may be made no less than 48 business hours prior to the facility rental through the church office as noted above in Booking of Facilities for a full refund less a booking fee of $25. If a booking is cancelled less than 48 hours prior to the facility rental, or if the renter fails to notify the church office of the cancellation of a booking, 50 % of the rental may be retained. If the cancellation is due to inclement weather, all fee payments may be refunded at the discretion of the church office. The church office reserves the right to cancel a booking should an unexpected congregational need arise. However, all efforts will be made to accommodate both events. Page! 2 of! 11

3 LIABILITY WAIVER On the understanding that every effort is made to ensure personal and property safety and security on the premises of the Church, it is required that individuals and groups assume responsibility through their own insurance program for any accidents that may occur while using all areas of the church property including the parking lots and grounds. Evidence of Third Party Event Liability insurance naming St. John s United Church (Campbellford) as a co-insured is required on all confirmed facility rental applications/agreements one week prior to the event. If the renter is unable to secure Third Party Event Liability Insurance through their own group/organization insurance policy, application may be made through the St. John s United Church insurance provider. FOOD/CATERING The St. John s United Church Women are responsible for overseeing the use of the large kitchen. The St. John s United Church Women reserve the right to provide any food/catering required. EQUIPMENT RENTAL Audio Visual equipment may be available for use/rental. PARKING Parking is available in the east lot off Churchill Drive immediately adjacent to the auditorium/office and sanctuary accessible entrances; and in the west lot from Canrobert Street with access to the sanctuary, auditorium, office and lounge. All on street parking is subject to Municipal bylaws. APPROPRIATE USE OF FACILITIES Capacity limits of the room(s) must be adhered to based on the Fire Marshall s instruction as posted. Renters are expected to comply with the instructions of the custodial staff or church appointed supervisor in issues of rental policy and building security. All activities involving children and youth must have adequate adult supervision. Renters are responsible for any damage to Church property resulting from their activities. Any problems are to be reported to the church office. All food, equipment and other materials belonging to the groups must be removed by the close of the rental period unless arrangements have been made in advance for their storage. Smoking is prohibited in all parts of the building and within 9 metres of entrances. Alcoholic beverages are prohibited on Church premises. At no time will the use of confetti be allowed anywhere in the Church facilities or grounds. Food and drink are prohibited in the Sanctuary, with the exception of bottled water. Page! 3 of! 11

4 Definitions Group Contact Person the individual taking responsibility for communications between St. John s and the renter. This individual will be responsible for ensuring adherence to the terms of the Policy and Procedures. Large Kitchen - the full kitchen adjacent to the auditorium. This kitchen is maintained by the UCW and its use is subject to their approval. Small Kitchen - the kitchenette located adjacent to the offices and subject to the approval of the Office Administrator. Malcolm Lounge - the lounge on the west side of the Church adjacent to the auditorium. It is under the care and supervision of the UCW and only available for use with their approval. Sunday School Area - the lower area of the facility directly under the sanctuary. It is under the care and supervision of the Sunday School Superintendent and Teachers. Library Boardroom - located off of the east side of the Sanctuary accessible from the auditorium and is under the care and supervision of the Church Council. Sanctuary - the main area of worship under the supervision of the Church Council and is under the care of the Worship Team and Church Council. Choir Room - located off of the west side of the Sanctuary accessible from the small kitchen and is under the care and supervision of the Director of.music/organist. Auditorium and Stage located on the north side of the property. It is under the care and supervision of the Office Administrator. Page! 4 of! 11

5 St. John s United Church (Campbellford) Fee Schedule Auditorium - up to 200 people (chairs only) - up to 125 people at chairs/tables - includes cloakroom, accessible washrooms, and stage - sound system (if required) - key available (if required) $ 25/hr (minimum 2hr rental) or flat rate of $150/day non-profit/charitable group $ 20/hr (minimum 2 hr rental) or flat rate $100/day Large Kitchen The United Church Women are responsible for overseeing the use of the large kitchen and reserve the right to provide food for rentals. Should the UCW not wish to provide food for an event, the kitchen may still be used with the provision that a UCW member will be available to oversee its use: $ 50/day Kitchen $ 10/day Dishwasher Small Kitchen - includes some cups, saucers, use of fridge, coffee maker, kettle $ 25/day Malcolm Lounge - up to 12 people $ 25/day Library Boardroom - up to 15 people $ 30/day Sanctuary - up to 250 people $150/day Sunday School - up to 50 people $ 10/day West Parking Lot - up to 50 vehicles $ 25/day Facility Rental A Facility Rental Application/Agreement must be completed before the Office Administrator can address requirements and establish the required fees. The Office Administrator will be responsible for contacting the UCW regarding the provision of food and use of the large kitchen. Rehearsals, preparations and setup/clean up time must be included in the hours booked. A discounted rate may be negotiated for weekly/monthly bookings. A deposit may be required for rentals keeping keys for long term bookings. Custodian fee of $30 is required for a 1 hour set up and 1 hour clean up. Rental requests for Sanctuary and Sunday School rooms as well as use of Library Board Room and Choir Room may require special approval by Church Council. Keys must remain in the possession of the individual signing for them and MUST NOT BE COPIED. Rentals are not confirmed until completed and signed by all necessary parties. Set up (diagram) to Office Administrator with EXACT details for Custodian is required. Page! 5 of! 11

6 St. John s United Church (Campbellford) Application and Agreement EVENT DATE(S) GROUP / ORGANIZATION Charitable Reg. No. Group / Organization Address City / Province Telephone Postal Code Fax Website GROUP CONTACT PERSON Last Name Address City / Province Telephone First Name Position/Title Postal Code Cell Phone EVENT / ACTIVITY ANTICIPATED ATTENDANCE Rooms / Items Requested Approved Auditorium Large Kitchen Dishwasher Small Kitchen Malcolm Lounge Library Boardroom Sanctuary Choir Room Sunday School Audio Visual 47 x 53, plus stage, sound system, tables, chairs UCW catering unless otherwise approved* UCW catering unless otherwise approved* Includes use of fridge, coffee maker, kettle, cups, etc. Seating for persons, card tables, chairs Seating for persons, boardroom tables, chairs Seating for 312 persons, sound/recording system Seating for 8 10 persons, card tables, chairs 37 x 50, divided by section, tables and chairs Overhead or multimedia projector, screen, microphone Other Date From To Activity Fees Custodian Fee (Tables, chairs, entrance, washrooms) Rehearsal and/or renter preparation Access prior to the event Event start and end times day 1 Event start and end times day 2 Removal, clean-up and closure Total rental fees (excluding UCW Catering Fees) Page! 6 of! 11

7 PARKING Locations Requested Approved Fees East Lot West Lot 10 vehicles, off Churchill Lane, accessible entrance 50 vehicles, off Canrobert Street On-street Subject to municipal bylaws UCW CATERING Time Period Requested Approved Fees Morning Start Break a.m. Lunch Break p.m. Dinner Other NON-UCW CATERED EVENT PERSON RESPONSIBLE FOR FOOD HANDLING SAFETY Last Name Address City / Province Telephone First Name Position/Title Postal Code Cell Phone LIABILITY INSURANCE Proof of insurance: A certificate of Third Party Event Liability Insurance with St. John s named as insured is required. FACILITY RENTAL AGREEMENT I, hereby acknowledge that I am an authorized agent of the group / organization, and that I have been provided, read, and agree on behalf of the said group / organization to abide by the Use of St. John s United Church Facilities Policy during the specified times and activities as outlined on this Facility Rental Application / Agreement, I further agree to allow St. John s United Church (Campbellford) to publish all pertinent event information including all group / organization and contact information for public viewing on site and electronic mediums including, but not limited to the St. John s United Church (Campbellford) website. Facility Rental Group Contact Person Signature Date St. John s United Church Authorization Date Signed original to be filed with church office On final approval, copy to be provided to Group Contact Person Page! 7 of! 11

8 St. John s United Church Women CATERING INFORMATION Group/Organization Name of Event Date of Event Food Required: Number of People: Breakfast: Refreshments: Lunch: Refreshments: Dinner: Refreshments: Name of Group Contact Person Signature UCW Representative Date Page! 8 of! 11

9 ! St. John s United Church (Campbellford) Set-up Diagram Page! 9 of! 11

10 St. John s United Church (Campbellford) Emergency and Safety Procedures In the case of an emergency or power failure, please be aware of the following: 1. All rental rooms have a minimum of two exits and are well marked and illuminated. 2. An auxiliary lighting system will provide adequate lighting to allow individuals to exit the building should a power failure or emergency occur. 3. Fire Extinguishers are located as follows: Auditorium Large Kitchen Small Kitchen Sunday School Sanctuary Library Boardroom Choir Room inside auditorium door on the right hand side at bottom of stairs left hand side of entrance door to large kitchen from auditorium center post in the middle of the small kitchen south end by nursery door, north end by stairs left side post south end back wall of sanctuary south door near entrance to sanctuary south door near entrance to sanctuary 4. First Aid Kit is available and is hung on the center post in the middle of the small kitchen. 5. Emergency phones available in the Malcolm Lounge or Large Kitchen: must dial 9 for outside line Contacts: Brian Redden (Property Team Leader) Connie McNeil (Custodian) It is your responsibility to familiarize yourself with the exits and location of the fire extinguishers prior to the event. It is also your responsibility to ensure someone else in attendance is also familiar with these emergency/safety procedures. I have read and understand these procedures: Name (please print) Signature Date Page! 10 of! 11

11 St. John s United Church (Campbellford) Key Use Agreement KEY USER Last Name Organization First Name Title/Position Address City / Province Work Phone Postal Code Home Phone Website KEY # KEYS ISSUED Sanctuary Front Entrance Auditorium Foyer Entrance UCW Access Doors (Malcolm Lounge, Auditorium Kitchen, Elevator Entrance, Garage) Other: Other: For the purpose of: KEY USE AGREEMENT Event Event Date I, declare that I have received the keys as noted above and that I am solely responsible for the keys and will not duplicate them for any purpose whatsoever. I further agree to return the keys to the Church Office during the next posted office hours/business day immediately following the rental period as described in the attached Facility Rental Agreement. Key User Signature Date Church Authorization Date Deposit Fee Amount: Keys Returned on: Deposit Received: Accepted by: Signed original to be on file in church office Copy to be provided to key user Page 11! of 11!