Use of Facilities

St. Paul’s Episcopal Church

Columbus, Indiana

Policy on the Use of Church Facilities

(updated on March 17, 2008)

 

This policy on the use of the facilities of St. Paul’s Episcopal Church sets forth the guidelines and requirements when a person or organization makes a request to use the church facilities.

Making a Request

 

  • Requests for use of the facilities of St. Paul’s Episcopal Church (Church) by persons or organizations not otherwise affiliated with the Church will be considered on a request-by-request basis.  It is not uncommon for churches to host organizations such as Alcoholics Anonymous or Scouts, but consideration will be given to other groups, as well.
  • Preference will be given to an organization that includes a parishioner of St. Paul’s.
  • The Church is not obligated to accept any request to use the facilities.
  • Requests for facilities use must be made in writing and should be made as far ahead of the scheduled event as possible, no less than one week before the event.
  • On a form provided by the Church, the request shall specify the following:

- name of the person or organization

- contact person

- address of the contact person or organization

- telephone number of the contact person

- reason for requesting use

- date and time of event

- insurance information

  • The person or organization will provide insurance information, including name of insurance company, agent, and policy number.
  • The person or organization will receive the decision regarding the request within one week of the date that the request is made.
  • The person or organization making the request agrees to release from liability and hold harmless St. Paul’s Episcopal Church, the rector, vestry, staff, and members of the congregation, the Episcopal Diocese of Indianapolis, and the Episcopal Church for any injury or damages that may occur while utilizing the facilities of the Church.
  • The Rector may refuse, suspend, or terminate use of the facilities by any person or organization deemed to be acting in contradiction to the mission, vision, and values of St. Paul’s Episcopal Church.
  • These policies may be amended or terminated with or without notice.

 

Fees

  • For a group of 25 or fewer people, a facilities use fee of $30 per each period of use of the facility is required.  For a group of more than 25 people, a facilities use fee of $50 per each period of use of the facility is required.  These fees are required before occupancy.  A $100 deposit is required no fewer than thirty days before the scheduled event.
  • For weddings that do not involve a parishioner or member of a parishioner’s family, a $500 use fee is required at least one week prior to the service. A $100 deposit is required no fewer than thirty days before the wedding. 
  • Failure to remit the deposit and/or use fee within the stated time frames is cause for the person or organization to be denied use of the facilities.
  • The deposit is fully refundable following confirmation that the facility has been restored to its condition prior to the event.
  • The fee structure does not apply to receptions following weddings or other Church services that involve a parishioner, although proper clean-up of facilities is expected.

Use of Facilities

  • The parish hall, kitchen, and other common areas are available for use.  Generally, the Sanctuary is not available to organizations (other than for diocesan or other Episcopal Church meetings or functions.)  If the person or organization wishes to use the Sanctuary, a request must be made in writing and approved by the Rector.
  • Any person or organization wishing to use the kitchen is to provide their own food, beverages, and any other items necessary (utensils, coffee pots, etc.)
  • Alcohol is not permitted.
  • The person or organization using the facilities is expected to clean the kitchen and all other facilities used to at least the same level of cleanliness as the facilities were when the group arrived.  Failure to do so will result in the forfeiture of the deposit.
  • Upon completion of the scheduled event, the person or the organization’s representative is to ensure that lights in rooms, hallways, and bathrooms are turned off, that doors to these areas are closed (this affects the HVAC system), and that external doors are locked and secured.
  • For organizations wishing only to use the parking lot(s) of the Church, it is expected that the representative of the organization will ensure cleanliness of the parking lot following the event.  It is understood that authorization, if granted, is only for the event requested and no other use, personal or organizational, is authorized.  The waiver of liability as outlined in the “Making a Request” section is accepted by the person or organization making the request.

 

Request for Use of Church Facilities

St. Paul’s Episcopal Church

 

 

Name of person or group:  __________________________________________________

 

Name of contact person:  ___________________________________________________

 

Address of contact person:  _________________________________________________

 

Telephone number(s):  _____________________________________________________

 

Reason for requesting use of facilities:  ________________________________________

 

________________________________________________________________________

 

________________________________________________________________________

 

Date and Time of requested event:  ___________________________________________

 

Insurance information (name of insurance company, agent, and policy number):

 

________________________________________________________________________

 

Is the person or a member of the organization a parishioner at St. Paul’s?    yes       no

I/We have read, understand, and agree to abide by the policies of facilities use of St. Paul’s Episcopal Church.

I/We agree to release from liability and hold harmless St. Paul’s Episcopal Church, the rector, vestry, staff, and members of the congregation, the Episcopal Diocese of Indianapolis, and the Episcopal Church for any injury or damages that may occur while utilizing the facilities of the Church.

The undersigned certifies that they are duly authorized by the organization to make the request and bind the organization to the stipulations of these policies of facilities use.

 

__________________________________    __________________________________   

name                                                                The Rev. Marc Vance

Rector, St. Paul’s Episcopal Church

 

_________________                                      _________________

date of request                                                            date approved