Policies
CONDITIONS OF USE OF FORT GARRY UNITED CHURCH FACILITY (Sept 2010)
(This article is provided as a courtesy, but may policies may be revised without being reflected here. Please read your rental contract closely to identify any changes.)
1. Church functions will have priority where necessary.
2. SMOKING IS NOT PERMITTED anywhere in the building.
3. FOOD OR DRINK IS NOT PERMITTED in the sanctuary except with Staff Supervision.
4. Use of the pianos or organ must be confirmed directly with the Music Director and church office.
5. Pianos may only be moved under the direction of Music Director – piano must be unplugged prior to moving, and then plugged in again after it has been put back in original location.
6. Any church furnishings (including the pulpit, baptismal font, etc) may only be moved under the supervision of church personnel.
7. Use of kitchen facilities, coffee urns, dishes, spoons etc must be confirmed by the church office. There may be a rental fee for the kitchen and its contents.
8. Nursery facilities are available if they are booked in advance and monitored.
9. Thermostats must not be adjusted or tampered with.
10. Arrangements for opening the building, lights, keys, security system, clean-up and lock-up after an event must be coordinated through the church office administrator.
11. CONFETTI IS NOT ALLOWED in the church or on the steps.
12. The church assumes no responsibility for equipment/personal possessions belonging to organizations and stored in the church.
13. User groups are requested to remove outer footwear at the door and wear clean, indoor shoes when utilizing the upper or lower halls.
14.
15. 50% of the rental fee is required from all groups at the time of booking as a non-refundable deposit (includes key deposit). Balance to be paid one week prior to event.
16. A non-refundable deposit of 50% of the church rental fee is required at the time of booking a wedding.
17. Custodial care is not included in room rental rates.
18. A surcharge of a minimum of $40.00 for custodial care may be added for occasions (primarily Friday-Sunday rentals) when custodial work after an event is required prior to the next regularly scheduled work period of our ½ time custodian. The same rate will be charged if custodial set up is required prior to an event, when set up will occur outside of normal custodial work hours.
19. The custodian has the right of first refusal on the extra work, and if refused, the Office Administrator may contact persons on a casual help list developed with the support of Property Committee or M & P.
20. When the renter is a non-church group paying for use of our facility, a custodian must be on the premises for the duration of the event, at the cost of a flat rate of a minimum of $50.00 (for 3 hours). The rate will be more if the custodian must be on the premises for longer than 3 hours.
21. Groups which are allowed use of our building at no charge (outreach) are expected to provide their own set up, tear down and clean up. If clean up is not deemed acceptable by the custodial staff, groups will be billed a $40.00 clean up fee.
22. All rental fees are subject to change.
23. Renters and members of their group are requested stay within the space(s) rented.
24.
25. This rental contract is given to the permit holder subject to liability for any damage that may occur. A certificate or statement from the caretaker shall be evidence of the fact of such damage. The permit holder shall be responsible for the payment of such damage, together with any cost involved.
26. To ensure the renter indemnifies FGUC for any damage caused and to ensure the renter cleans up after its event, or endures FGUC for the costs of clean up concurrent with the creation of this agreement, the renter shall pay a clean-up damage deposit in the sum of id=mce_marker50.00, the return of all, part or none of which shall be within the discretion, reasonably exercised of FGUC.
27. Rental contracts for groups using the facility on an on-going basis from September to June must renew their contract for each session – this includes groups which use the facility for no charge.
In the Spring of 2010 the church was vandalized after persons unknown “stowed away” during an evening event, and did damage after the event participants had left. Rectification of that damage took much volunteer time and money. To prevent a repeat of this problem, the following Evening/ Weekend Security Policy has been put into effect:
1. Evening/Weekend security personnel will be required:
a. for the duration of every evening/weekend event, from first arrival to last departure;
b. a surcharge of $10/hour per security person will be added to each evening/weekend user’s cost;
c. evening/weekend hours are understood to be any time outside of normal church office hours Monday to Friday 9-12; 1-4;
d. the church will ensure the hiring of adequate security personnel.
2. This cost may be avoided only when evening/weekend users:
a. restrict access to the building to their program participants;
b. take the responsibility to keep all outer doors locked or supervised for the duration of the event, from first arrival to last departure; and
c. agree in writing to take responsibility to remedy any damages resulting from a failure to control access to the building.
When multiple users are present in the building at the same time, each user will be charged the surcharge or take on the responsibility on (2) above, to ensure access is always restricted to legitimate participants and doors remain locked when not supervised.
The following information will be required at all bookings:
Date of Activity: ____________________
Time: from ___________to __________
Organization Name & Address:
Purpose of Rental:
Contact Person:
Contact Mailing Address:
Contact Email Address:
Responsible On-Site Contact (must be present during event):
Space(s) required:
Anticipated Number of Participants:
Rental Details:
Date booked: Space booked by:
Fee stated: Room Deposit:
On-site custodian required: Custodial Fee:
Opening and Closing:
Staff member reviewing information:
Exits • Washrooms • Fire Extinguishers •
If space is needed to set-up the day before, that space must also be booked/rented in advance for that day.
