Building Request Form - SAMPLE

CHURCH FACILITY REQUEST FORM

This form is to be completed before any meetings or activities (other than regularly scheduled church sponsored events.  The completed form, along with any fees, is to be returned to the church secretary.

NAME OF GROUP OR PERSON MAKING REQUEST: _____________________________

DATE OF ACTIVITY:  ___________________________________________________

Indicate Date, Weekly or Monthly schedule

TIME OF ACTIVITY:  _____________ TO _________________

TIME THE BUILDING IS TO BE OPENED:  _____________ CLOSING TIME:___________

Remember to consider your set up time and clean up time

BRIEFLY DESCRIBE THE ACTIVITY: ________________________________________

EXPECTED ATTENDANCE: ______ 

NAME OF INDIVIDUAL IN CHARGE OF EVENT:  _______________________________

TELEPHONE NUMBER:  ___________________  EMAIL: _______________________

ROOM(s) REQUESTED:

___ Fellowship Hall

___ Library

___ Class Room #__

___ Sanctuary

___ Other: _____________________

OTHER REQUESTS:

___ Use of Media Equipment

___ Use of DVD/VCR Equipment

___ Use of Sound Equipment

___ Kitchen

___ Piano

___ Tables (Number:  ___)

___ Chairs (Number:  ___)

___ Other: ___________________

ROOM SET UP DESCRIPTION OR DRAWING:

PROCEDURE FOR APPROVAL:

1. Submit request, in writing, to the Church Secretary.

2. Final approval is subject to the Pastor.

3. Any first-time request for use of space by a non-Church group or organization shall be considered by Communication and Resources Team and, if approved, a fee, with deposit of $100.00 shall be assessed to secure the space.

FEES

Fellowship Hall              $75 per hour

Library                              $25 per hour

Class Room                      $25 per hour

No rent is charged for use of a room by a not-for-profit group.

First-time users who make a  deposit may have that deposit  applied to the rental fee, following inspection of the premises and determination that no damage has been found.

TERMS OF USE

1. Scheduling and use of church facilities must be requested through the Church Secretary.
2. A key holder/group leader is responsible for opening and closing the room(s) used.
3. NO ALCOHOLIC BEVERAGES or ILLEGAL DRUGS are permitted on the grounds.
4. SMOKING IS PROHIBITED.
5. If children under age 18 are attending functions they MUST BE supervised by an adult at all times.  There must be two adults present with children at any given time.  No child is to be alone with an adult. 
6. CLEAN UP policy – Used room(s) MUST be cleaned and returned to the same condition as found. This includes replacing furniture in original locations.
7. All garbage and trash MUST be removed from tables, picked up from the floor, and placed in plastic garbage bags.  All garbage bags must be removed from the building and placed in an outside dumpster.
8. On Saturdays the use of the building by community groups is normally prohibited, so as to provide as clean and well-maintained property for The Church's Sunday events.
9. KITCHEN POLICY – Stoves, refrigerators, freezers, dishwasher, ice machine and coffee makers ARE NOT to be used by community groups, except with special permission. Work tables, counters and sinks MUST be left clean and orderly. Outside groups MUST supply their own coffee makers, coffee, tea, sugar, creamers, paper products, ice, ice chests and utensils.
10. Tables MUST cleaned, and the tables and chairs returned to the original setup, as found.
11. Pianos may NOT be used without contacting the Music Director.
12. Only freestanding decorations may be used. Decorations on walls, drapes, are not allowed.
13. Burning of candles or incense is not allowed because of fire hazard.
14. The Church does not furnish tablecloths to community groups.
15. Restrooms MUST be checked prior to leaving, and MUST be left in a clean and neat condition.
16. The media system MAY NOT be used without prior authorization of the staff. 
17. All interior lights MUST be extinguished when exiting.
18. Check to assure all unlocked doors are securely locked upon departing the building.
19. If there is a non-emergency problem with equipment or facility please notify the Sexton.
20. In case of an emergency call 911 if needed.

I have read and agree to the terms of use for the facilities of The Church.

Signature:  ________________________________________   Date:  _______________

Print Name:  _____________________________________________________________