F FACILITY USAGE POLICY AN ND REQUEST FORM M B Bethel Fac ility Usage e Policy Bethel Lutheeran Church’’s Downtown B n and Highlaands campusses are desirrable locatio ons for individuals a and commun nity groups tto hold vario ous events. Acknowledgging that spaace and reso ources are lim mited, B Bethel has es stablished th he followingg facility usagge policy. 1 1.
Usage musst be consisten nt with Bethel’’s mission: To o WELCOME all people to kno ow Jesus Christt, to EQUIP theem with the power of faith in Chrrist for everydaay life, and to cchallenge each member to taake a personal share of God’ss mission, d Christ’s comp passion, hope aand joy to otheers. Activities d directly sponso ored by SENDING tthem as disciples that spread the Church h and all Christian faith milestones are conssistent with thiis mission. Betthel may also cconsider facility usage requests frrom local civic organizations that promote the bettermen nt of our comm munity. Bethel generally does not offer use of its facilities to “forr profit” organizations.
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Room avaiilability: Churcch facilities mu ust be kept suffficiently flexible to allow scheduling by chu urch‐sponsored d groups. Non‐church sponsored groups will be cconsidered bassed on availability. Funeral seervice needs are a priority an nd may heduled eventss. supersede previously sch
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Space avaiilability is not confirmed unttil a confirmation number haas been provid ded: Room sch heduling is don ne by Bethel’s Evvents Coordinaator, Juli Hilding (
[email protected]). Rooms and dates will no ot be confirmed d until the inquiring p party returns th he attached Faacility Usage Reequest Form an nd pays the ap ppropriate feess. Reservationss for church‐spo onsored functions also requirre this completted form. The Event Coordin nator will issuee a confirmatio on number to the requ uesting party to acknowledgee that the room m reservation has been entered onto Betheel’s church caleendar.
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No fees for Church sponsored groups: Church sponssored groups ggenerally use Bethel facilities at no charge. However, eave rooms in tthe same cond dition as they w were found. Taables must be w wiped down iff soiled groups aree required to le and garbagge and recyclin ng must be placced in proper rreceptacles. Iff large volumess of garbage arre generated fo or special events, gro oup members must arrange tto place this m material in Beth hel’s outside du umpster and reecycle bins.
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Fees for no on‐Church spo onsored groupss: Use of Bethel Facilities by non‐Church sp ponsored grou ups generally reequires payment o of a nominal fee to partially o offset costs. Ad dditional fees w will apply if cusstodial or audio/visual suppo ort is required. TThe cost of damage will be th he responsibiliity of the individual or group reserving the facility.
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Cancellatio on and refund policy: Betheel will refund 10 00% of fees if ccancellation is made more th han two weekss prior to the schedu uled event. Fiffty percent of ffees will be refunded if canceellation occurs between one and two weeks prior to the event d date. No refun nd will be made within one w week of the eveent.
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No clutter rule: Bethel’ss facilities are u used by a varieety of groups an nd must be kept clean and frree of clutter. No group quipment in Beethel facilities without pre‐authorization byy Bethel’s Busiiness Administtrator, may store materials or eq public areas succh as classroom ms, along Ralph Van Keulen (
[email protected]). Items may nott be stored in p walls or in common areas.
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No attachm ments to wallss or ceilings: N No permanent or removable tape, mounting putty, poster adhesive, taccks, staples, naails, screws or p picture hangerrs may be appliied to any walll or ceiling with hin Bethel facillities without preauthoriization by Beth hel’s Business A Administrator, Ralph Van Keu ulen (rvankeuleen@bethelhud dson.org). Thee cost to repair walll or ceiling dam mage will be assessed to the rresponsible gro oup or individu ual.
Facilitty Usage Policyy & Request, Rev. 2/2017 p. 1
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Room set‐up requests: B Bethel’s custod dial staff will attempt to set‐up chairs and ttables in rooms as requested d. Set‐ups onsibility of the scheduled or changed wiithin 48 hours of the event caannot be guaraanteed and maay be the respo party. The rese erving party is expected to leeave the room in the same co ondition as fou und and should d be reserving p certain to tturn off lights aand lock doorss if appropriatee.
1 Use of Betthel audio/vide 10. eo equipment: Bethel’s conggregation has made a substaantial investmeent in audio/vid deo equipmentt in the Highlan nds Campus Ch hildren’s Theatter and in our ssanctuaries. This equipmentt may only be u used under supeervision of Bethel staff. Addiitional fees app ply for A/V usee. 1 Kitchen usse: Use of kitch 11. hen equipment requires approval by the Evvent Coordinattor. Kitchen eq quipment may not be used unlesss a Bethel indiividual experienced in such u use is part of th he requesting p party. 1 No smokin 12. ng, alcohol or sstaining beveraages: Bethel iss a smoke‐freee/alcohol‐free ffacility and thee individual or group reserving tthe facility is re esponsible for enforcing this policy. In addition, beveragees served mustt be of a non‐staining variety. Fo or example, no o red colored punch should be used. The co ost of removing carpet stainss will be chargeed to the responsible party. 1 Proper con 13. nduct is expectted: Individuaals reserving Beethel facilities aare responsiblee for the conduct of participaants. Participantts are expected d to treat Beth hel facilities as they would someone’s homee (i.e., being reespectful of our neighbors, keeping children under supeervision, proteecting against d damage or vandalism, etc.). Each group will be programs. responsible for all liability arising from their events/p 1 Facility Use Agreement iis required: Alll groups using Bethel facilitiees are required 14. d to confirm th heir understand ding of Bethel’s Faacility Use Policcy at least annually by signing below.
I confirm thaat I am an au uthorized re epresentativve or leader of ____________________________________. I have read tthe above Bethel Facilitty Use Policyy. I will com mmunicate th his policy to o my organizzation a and am resp ponsible for ensuring thaat our organ nization abid des by these e requireme ents. S Signature: __ __________ ______________________ Date: ________________ P Printed Nam me: ________ ____________________ C Contact Pho ne:_______ _____________________ email: __________________
Facilitty Usage Policyy & Request, Rev. 2/2017 p. 2
B Bethel Fac ility Usage e Request FForm ‐ 201 17 N Name of Gro oup _______ ____________________________________________ Non‐Profiit?: YES NO M Mission of G roup or Mee eting Purposse________________________________# of Particcipants_______ C Contact Pers son________ _____________________________________ P Phone_____ ___________ _______________ Email______________________________________________ B Bethel Mem ber? YES NO Add dress (if not a member)___________________________________ S Secondary co ontact_____ ______________________________________ P Phone_____ ___________ ______________ Email_______________________________________________ O One‐time req quest date__ _________________________ time frrom___________ to__________________ * * * OR * * *‐ O Ongoing req uest for date es_______________________ time ffrom___________ to_________________
Weekkly________ ____ Monthly______________ Quartterly____________
Montths of the ye ear________________________ Excep ptions_____________________
L Location: Do owntown___ ___ Highland ds______ Ro oom(s)_____________________________________ Off‐campus site_ _______________________________________________________________ V Vehicle use r request: Van______ m a iles X $0.50 per mile = to otal estimatted cost $__________ (Bethel groups only) Bu us______ m miles X $1.00 per mile = ttotal estimatted cost $__________ D Driver______ __________ ____________________ D Destination(s)____________________________ A Administrativ ve Use Only: Total fees $_____ _______________
Betheel invoice #_ _______________ Invoicce date______________
Check #________ ________ Am mount____________ Acccount_______________________
Date Confirmed tto requestin ng party_____________ C Confirmation n Number_______________ Facilitty Usage Policyy & Request, Rev. 2/2017 p. 3
R Room Set‐ up Diagram m In the space below, please provide aa sketch or d description o of the requessted quantitty and arranggement o of tables, cha airs, etc.
C Chairs _____ __________ Tables __________________ AV Equipment _______________________ O Other _____ ___________ ________________________________________________________________ P Please retur n a scanned d copy of pagges 3 and 4 of this packet to: J Juli Hilding, Event Coord dinator – (jh hilding@beth helhudson.o org)
Facilitty Usage Policyy & Request, Rev. 2/2017 p. 4
D DOWNTOW WN Campu us ‐ Facilityy Usage Fe ee Schedule No Charge ‐ Events/proggrams/functions/meetin N ngs that directly supportt the ministryy of Bethel LLutheran C Church are e exempt from m fees. This iincludes Betthel committtees, men’s and women’s groups, yo outh and s small groups s, bible studies, and spon nsored scout groups. Audio/Video A o Charge – In n addition to o the facility charges outtlined below w, use of Bethel Audio/V Video e equipment in n the Downttown sanctu uary or Enged di must be d done under sstaff superviision at $20 per h hour. Coffee Chargge – Users m C may request use of Betheel’s automatted coffee m machines for $0.75 per p participant. Weddings ‐ FFees for use of the Downtown camp W pus for wedd dings are dettailed in Betthel’s Weddiing G Guide. Pleas se check with office perssonnel or the pastors for further information. LLevel I – Actiive congregaation memb bers (individual)
Parrtial Day (4 hrs or less)
Full D Day (5‐8 h hrs)
C Class or Mee eting Roomss (each)
$10
$18 8
U Upper or Low wer Lounge
$15
$27 7
C Conference Room
$15
$27 7
K Kitchen
$25
$45 5
S Sanctuary
$50
$90 0
F Fellowship H Hall
$50
$90 0
E Engedi (restr ricted)
$75
$135
LLevel II ─ Non‐Bethel Grroups (even if an active congregatio on member reserves it) Parrtial Day (4 hrs or less)
Full D Day (5‐8 h hrs)
C Class or Mee eting Roomss (each)
$15
$27 7
U Upper or Low wer Lounge
$25
$45 5
C Conference Room
$25
$45 5
K Kitchen
$40
$72 2
S Sanctuary
$75
$135
F Fellowship H Hall
$75
$135
Facilitty Usage Policyy & Request, Rev. 2/2017 p. 5
H HIGHLAND DS Campuss ‐ Facility U Usage Fee Schedule No Charge ‐ Events/proggrams/functions/meetin N ngs that directly supportt the ministryy of Bethel LLutheran C Church are e exempt from m fees. This iincludes Betthel committtees, men’s and women’s groups, yo outh and s small groups s, bible studies, and spon nsored scout groups. Audio/Video A o Charge – In n addition to o the facility charges outtlined below w, use of Bethel Audio/V Video e equipment in n the Highlands Campuss sanctuary o or Children’ss Theater mu ust be done under staff s supervision a at $20 per hour. Microp phone only $ $20. Coffee Chargge – Users m C may request use of Betheel’s automatted coffee m machines for $0.75 per p participant. Weddings ‐ FFees for use of the Highlands campu W us for weddings are detaailed in Beth hel’s Weddin ng Guide. P Please check k with office personnel o or the pastorrs for further informatio on. C Charges for H Highlands Campus LLevel I – Actiive congregaation memb bers (individual)
Parrtial Day (4 hrs or less)
Full D Day (5‐8 h hrs)
C Class or Mee eting Roomss (each)
$10
$18 8
K Kitchen
$25
$45 5
Y Youth Room m
$25
$45 5
C Children’s Th heater (addiitional AV fe ees may app ply)
$50
$90 0
L Lobby
$25
$45 5
SSanctuary (in n worship se etup, additio onal AV feess may applyy) $75 L Level II ─ No n‐Bethel Grroups (even if an active congregatio on member reserves it) Parrtial Day (4 hrs or less)
$135
Full D Day (5‐8 h hrs)
C Class or Mee eting Roomss (each)
$15
$25 5
K Kitchen
$40
$72 2
Y Youth Room m
$40
$72 2
C Children’s Th heater (addiitional AV fe ees may app ply)
$75
$135
L Lobby
$40
$72 2
S Sanctuary (in n worship se etup, additio onal AV feess may applyy)
$110
$198
SSanctuary (sspecial configuration, paastor approvval required d, a additional A AV fees may apply)
$150
$300
Facilitty Usage Policyy & Request, Rev. 2/2017 p. 6
