LOUISA BAPTIST CHURCH - Policy for Use of Facilities
Requests for use of the building(s) and grounds must be made
through the Building Use Coordinator. Information about this contact may be obtained
by calling Louisa Baptist Church (LBC) at (540) 967-1364. A "FACILITIES
and EQUIPMENT USE AGREEMENT" and all other pertinent forms must be signed
by a responsible adult who, as a representative of the group requesting use of
the building, agrees to abide by the guidelines as set forth herein. This
policy is applicable to LBC members and nonmembers for use of the building
outside of LBC purposes (defined as: regularly-scheduled or special events
sanctioned by LBC and/or directed by the Property and Use Focus Group). Fees
for facility use and attendants are listed in this document. Any deviation from
this policy must be approved by the Church.
Groups
unable to use the property responsibly will not be permitted continued use. The
LBC Fellowship reserves the right to terminate a contract if parties fail to
comply with the guidelines.
Accordingly, we urge your immediate
attention to the following guidelines:
1. Only those rooms/areas designated
on the "Facilities and Buildings Use Agreement" and fees paid for can
be used.
2. Premises shall be left in clean
and orderly condition, with chairs, tables and furnishings arranged as directed
by the Building Use Coordinator or Attendant. All trash must be placed in trash
bins located in rear parking lot. It is appreciated if any safety concerns or
damage discovered be reported immediately to the Building Use Coordinator or
Attendant. Damage or disarray discovered upon first entering the building must
be brought to the immediate attention of the Building Use Coordinator or
Attendant.
3. Turn off all lights, fans, water
and appliances. Please do not adjust thermostats. Outside lights are automatic.
4. Please use only the entrance(s)
agreed to in the agreement. A Code will be provided to the Access Door if
needed.
5. Any materials left behind will be
regarded as abandoned property and disposed.
6. Do not move materials other than
your own from one room to another.
7. No equipment and supplies
belonging to LBC are to be used unless prior approval has been received from
the Building Use Coordinator.
8. Youth and children's groups
require adult supervision at all times. Responsible party must remain in the
building until all members of the group have vacated the premises.
9. Political advertising will not be
displayed on LBC grounds.
10. The LBC building and grounds shall not
be used for any activity which violates town, county, state or federal law.
11. The LBC building shall not be left
unattended while unlocked.
12. The LBC building exists primarily for
use of the LBC Fellowship. In the event that the LBC Fellowship should need the
building for its own use (example: memorial services), you may be asked to
relinquish your time for that occasion. Future needs might necessitate a
re-arrangement of schedules, room assignments, etc. We will try to give users
ample time to adjust their times and programs. If unable to make adjustments to
schedule, LBC will provide total refund of fees collected
13. If your group uses this facility
for regular meetings, we ask that you renew agreement and read this to your
group at least each quarter. You will be responsible for your group's
compliance to these guidelines.
14. The group using LBC should place clearly
marked directions to the meeting location in the Church parking lot. There
should be no parking in “reserved” spaces in the parking lots at
any time.
15. No alcoholic beverages may be served or
consumed anywhere in the buildings or on the grounds.
16. No smoking is permitted in buildings or
grounds.
17. Open flames in window sills are
prohibited. Candle wax must not be allowed to drip onto carpet or any surfaces.
Use of dripless candles is preferred. Underlayment protection must be provided
under any candles at all times (this includes tea light candles).
18. Rice and confetti may not be used
anywhere on Church property. Birdseed or blowing bubbles may not be used in the
Church buildings (but may be used outside buildings).
19. All decorations must be in good taste, appropriate
and removed from facilities as soon as possible following event.
20. All music used in or on LBC facilities
must be appropriate and approved by Building Use Coordinator.
21.
Any damage to buildings, furnishings or grounds will be the full responsibility
of the group using LBC.
Fees charged for the use of the facility are based on the utility use, normal custodial use, etc. The fee charges will be decided when LBC Buildings and Grounds Focus Group or designee approving the request. This Group meets once a month. Additional charges will be made for personnel being present to operate and maintain Church property (Attendants).
Groups using the building(s) are required
to vacate all buildings and grounds by
9:00 p.m. unless other arrangements have been made in writing.
INSURANCE REQUIREMENTS
In order to protect
the church’s facilities and to limit any potential liability that LBC
might suffer from allowing outside entities to utilize church facilities and
grounds, the following insurance
requirements must be obtained from the outside entities, groups or programs
before the facilities are to be reserved and committed to these entities,
groups or programs.
This policy affects any
outside entities, groups or programs that are not directed, controlled or
organized by LBC and not covered by LBC Insurance coverage. This only applies
to meetings, gatherings or programs by non-church entities, groups or programs
who utilize the church facilities. (Exceptions are made for non-church members
who utilize our facilities for weddings/wedding receptions, funerals, and
family reunions.) The church must receive a Certificate of Insurance from any
outside entities, groups or programs utilizing the church’s facilities
and grounds prior to reserving the church’s facilities. The requirements
are as follows:
General Liability Insurance –
Either commercial general liability or event general liability coverage
evidencing the following:
Limits - $1,000,000 per
occurrence/$2,000,000 aggregate – Covering
– bodily injury, property damage, personal injury, advertising Injury,
products/completed operations
Medical Injury Limit - $5,000 per
injury
Additional Insured - Louisa Baptist Church,
305 East Main St., Louisa, VA_-
MUST
BE named an
Additional Insured
on each policy/certificate of insurance along with the name
of the entity.
Upon receipt of an
insurance certificate evidencing coverage for an outside entity, group or
program, the certificate must be faxed (540-967-4506) or mailed to Louisa
Baptist Church
(P.
O. Box 552, Louisa, VA 23093) for review and approval.
No official plans,
advertising, etc. shall be carried out until you have received a phone call or
letter of confirmation from LBC as to the outcome of this request.
All fees must be paid
prior to facility use.
A setup for all rooms
requested is due 2 weeks before the event.
Person completing the
Facilities and Buildings Use Agreement must be present during all hours of the
scheduled event unless other written arrangements have been made.
Sanctuary Use
Under
no conditions should decorations be attached to the pews or other furniture by
glue, nails, pins, tacks, adhesives, tape etc without prior approval.
Because
of the size of our sanctuary, use of the sound system may be
required. This is to be arranged by calling Church Office at 540-967-1364
and will require additional charges.
The
sanctuary is to be used only for weddings, memorials, concerts, worships,
etc. Demonstrations, workshops, lectures, classes, etc. shall be held in
the Fellowship Hall area or classrooms.
Sale
of music, tapes, shirts, etc. will not be allowed in the sanctuary, but will be
allowed in corridors leading to sanctuary or in the hallway in rear of
education wing.
Capacity
of the sanctuary is not to exceed 250 persons.
Fellowship
Hall Use
No
decorations may be attached to the furniture, walls, or ceiling by glue, nails,
pins, tape, etc.
Food
may only be consumed in the Fellowship Hall - No food in any other areas of the
Church unless approved in advance.
Capacity
of the full fellowship hall is not to exceed 225 persons.
309 Annex Use
No decorations may be
attached to the furniture, walls, or ceiling by glue, nails, pins, tape, etc.
Food may only be consumed
in designated areas.
Capacity of the 309 Annex
is not to exceed 35 persons.
Kitchen Use
Use
of the kitchen must have an additional agreement and a LBC assistant must be
present when in use.
No
food is to be prepared in the kitchen without prior agreement and may incur
additional charges. Beverages, food, etc., if served, must be prepared in
the group’s own equipment and away from LBC and group must have Virginia
Department of Health permit or licensed caterer.
Room Use
No
decorations may be attached to the furniture, walls, or ceiling by glue, nails,
pins, tape, etc.
Food may only be consumed in designated
areas.
|
Church Affiliation |
Event |
Time Limit (hrs) |
Sanctuary |
Fellowship Hall |
309 Annex |
Additional Cost Per Hour |
Individual Rooms/Hr (8-5 M-F) |
Individual Rooms/Hr (off hrs) |
Additional Hours Use/Fee |
Fees Applied |
|
Church Family |
Funeral/Memorial |
|
$0.00 |
$0.00 |
$0.00 |
$0.00 |
$0.00 |
$0.00 |
0 |
$0.00 |
|
Church Family |
Wedding/Rehearsal* |
4 |
$50.00 |
$50.00 |
$0.00 |
$0.00 |
$0.00 |
$0.00 |
0 |
|
|
Church Family |
Other Events |
2 |
$0.00 |
$0.00 |
$0.00 |
$25.00 |
$0.00 |
$0.00 |
|
|
|
Non-Member |
Wedding/Rehearsal* |
4 |
$300.00 |
$200.00 |
$50.00 |
$50.00 |
$30.00 |
$50.00 |
|
|
|
Non-Member |
Funeral / Memorial |
3 |
$150.00 |
$100.00 |
$50.00 |
$50.00 |
$30.00 |
$50.00 |
|
|
|
Non-Member |
Other Events* |
4 |
$300.00 |
$200.00 |
$100.00 |
$75.00 |
$30.00 |
$50.00 |
|
|
|
Supported
Ministry** |
Miscellaneous |
4 |
$50.00 |
$50.00 |
$25.00 |
$25.00 |
$25.00 |
$25.00 |
|
|
|
Audio/Visual
Equipment* |
Use Fees -> |
|
$100.00 |
$50.00 |
$50.00 |
|
$50.00 |
$50.00 |
|
|
|
Audio/Visual
Attendant*** |
Attendant Fee
$25/hr Per attendant |
|
|
|
|
|
|
|
|
|
|
Kitchen Use* |
Use Fee $100 + |
|
|
|
|
$25.00 |
|
|
|
|
|
Kitchen
Attendant*** |
Attendant Fee
$25/hr |
|
|
|
|
|
|
|
|
|
|
Facility
Attendant*** |
Attendant Fee
$25/hr |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
TOTAL FEES |
|
*Reflects only fee involved with
facility usage. Additional fees may apply.
**Supported Ministry includes those with line
items in our budget unless excluded by Building Use Coordinator.
***Attendant
must be present to operate audio/visual equipment, instruct use of kitchen
and/or assist with facility use.
Thank you very much for your concern,
help and cooperation.
The LBC Building Use Coordinator is:
_____________________ Phone:
_______________
I have read and agree to all of the requirements of
the attached LBC Facilities Use Policy:
Responsible Party (21 years or older): _________________________________________
Signature:
_____________________________________________ Date: _____________
Valid ID Number: __________________________________
Address: ___________________________ City: ___________
State: ___Zip code: __________
Daytime Telephone: _______________
Evening Telephone: ________________
Return to: Louisa Baptist Church - P. O. Box 552
– Louisa, VA 23093 - 540-967-1364
FACILITIES and EQUIPMENT USE FORM
(540) 967-1364
Individual/Organization Name:
_____________________________________
Date of Application: _____________
Contact Name:
_____________________________________________ Phone Number:
_____________________
Contact Address:
_______________________________________________________________________________
Check which item best
describes your group:
_______ Non-Profit
Organization ______
Religious Group
_______ Member of
_______ Other:
____________________________________________
Facility and/or Equipment Requested:
_________________________________________
Date(s) Requested: ______________________
Time Requested: _____________ to _____________
Number of people involved: ___________
Brief explanation of your request:
_________________________________________________________________
_____________________________________________________________________________________________
List any equipment or materials that
will be brought onto the church grounds: _______________________________
_____________________________________________________________________________________________
Please return forms, fees and
other needed information to the Church Office at your earliest convenience as
your reservation can only be confirmed upon receipt of the above.
We agree to comply with the
rules and regulations of the Louisa Baptist Church, as outlined in the Policy
for Use of
Facilities.
________________________________________________
_____________
Signature (must be same as on
Policy for use of Facilities)
Date
________________________________________________
_____________
Signature of Approval from
Property and Use Focus Group Date
Facilities Fee Required:
____________
Audio/Visual Attendant Fee:
____________
Kitchen Attendant Fee:
____________
Facility Attendant Fee:
____________
Total Fees Required:
____________
An additional deposit of $200.00 is required and will be refunded if property is left in the original state and clean.