CHRIST LUTHERAN CHURCH 641 89 th Avenue NE Blaine, MN 55434 763-784-3300 / office@clcblaine.org BUILDING USE POLICY FOR NON-CHURCH SPONSORED EVENTS Church facilities may be made available to members or religious, cultural, educational or recreational groups if approved by church leadership. Any such authorized use of church facilities is subject to the following rules and requirements: Space is available for its intended purpose and does not conflict with church-sponsored activities. Christ Lutheran Church (CLC) shall have priority in the use of the facility and equipment. Team sport use of Celebration Hall gym side is restricted to volleyball and basketball. If a church event requires use of Celebration Hall, all athletic events or practices will be canceled during that time. Events may not be scheduled on holidays when the church and office are closed. The activities of the user group do not conflict with the teachings of the ELCA and our church, such determination made by the pastors and /or the congregation council. It is the event sponsor s responsibility to prevent the use of tobacco, e-cigarettes, alcoholic beverages, drugs and unruly behavior. This includes the parking lot and all church property. If there is a church event held concurrently with your event, be respectful. The facility is not available for income generating purposes. This includes product sales, services or promotional activities which benefit a for-profit group or business, including those owned by CLC members. Non-compliance to this policy will result in the loss of privilege to use this facility. BUILDING USE POLICY FOR NON-CHURCH SPONSORED EVENTS Revised February 2015 Page 1
GUIDELINES FOR USE AND CARE OF FACILITY Available Rooms classrooms, library, conference room, Guinn Hall, Gathering Space, Fellowship Hall, Celebration Hall and sanctuary. The occupancy numbers are for tables and chairs. Sanctuary Limited to worship services, weddings, funerals, baptisms, concerts sponsored by Christ Lutheran Church, programs for preschool, and meetings related to church sponsoredactivities, unless authorized by the Executive Committee. The sanctuary may be used for music recitals if authorized by the Executive Committee. No food or beverages are allowed in the sanctuary. Room Maximum Occupancy Celebration Hall Hall A 130 gym side 130 entire hall 362 We have 240 chairs. Extras must be rented. classrooms SS 1-2 19 SS 3-4 20 SS 5-6 20 SS 11-12 20 Room 10 16 Room 11 16 Art & Crafts 15 conference room 30 Fellowship Hall 80 Gathering Space 75 Guinn Hall 30 library 50 sanctuary 550 SET-UP AND CLEAN-UP Complete the required Building Use Request form at least one week in advance of event. Room set-up and take-down will be done under the supervision of staff only. If you need to move any tables or chairs, pick them up (rather than sliding them) for re-positioning and return them to the original position. Use protective covering (paper etc.) on tables if using them for art/craft projects. All tables and chairs must be wiped with hot soapy bleach water after the event if food has been served or art/craft projects done. Any last minute room set up changes will be done at the discretion of the staff. You must contact the business administrator for any room and/or set up changes after your request has been submitted. BUILDING USE POLICY FOR NON-CHURCH SPONSORED EVENTS Revised February 2015 Page 2
KITCHEN USE Main Kitchen - Adjacent to Celebration Hall Use of this kitchen must be contracted with CLC s serving group, WELCA, (Women of the Evangelical Lutheran Church in America). See WELCA s fee sheets for options and fees on page 6. Small Kitchen - east side of building in back hallway This kitchen is partially equipped; several microwaves and a 12-cup coffee maker. There is no stove. There is a refrigerator but space is very limited. We recommend you bring FOOD your own coolers. User may bring prepared food and must bring necessary paper products, flatware, and serving dishes. No equipment or supplies from the Main Kitchen or pantry may be used. Clean-up of the kitchen is user s responsibility. Refer to the check list displayed on the refrigerator for instructions. If serving food, make sure all spills are promptly cleaned. Ask custodial staff for supplies. Red or dark colored beverages cannot be served. No food or drink is allowed in the sanctuary. All tables and chairs must be washed. MUSICAL EQUIPMENT OR INSTRUMENTS Piano, organ, etc. may be used with permission of the Director of Music and Liturgy. TECHNICAL EQUIPMENT Any equipment such as a microphone, sound system, speakers, video system or TV must be requested on the Building Use Request form. Arrangements for a sound technician will be made through the main office. Upon reservation, you will be contacted by a technician to consult about your equipment needs for your event. An hourly fee will be charged for the consult, set-up, take-down, and operation of equipment, in addition to the rental fee of equipment owned by CLC. Please refer to the fees on page 5. ALL CHECKS MUST BE MADE PAYABLE TO: CHRIST LUTHERAN CHURCH. BUILDING USE POLICY FOR NON-CHURCH SPONSORED EVENTS Revised February 2015 Page 3
ANIMALS No animals are allowed in the building with the exception of Service Animals such as Seeing Eye dogs. Any exception to this rule must be approved by a pastor or the Executive Committee. DISPLAYING OF ITEMS Nothing can be affixed to any walls, windows, doors, floors, ceilings, or furnishings without permission from CLC custodial staff. SHOES No wheelie shoes may be used in the building. Athletic/non-marking shoes are to be worn in Celebration Hall when using it for recreation. CANDLES Extra care must be taken if using candles. Globes or other semi-enclosed containers must be used. If you spill wax on carpet or furniture, you will lose your damage deposit. STORAGE The church will not provide storage or be responsible for equipment or supplies. SUPERVISION It is the responsibility of the event supervisors and/or coordinators to assure that all members of the group are aware of building use policies. The protection of all event participants is the sole responsibility of the event supervisors and coordinators. If there is a church event held concurrently with your event, be respectful. BUILDING USE POLICY FOR NON-CHURCH SPONSORED EVENTS Revised February 2015 Page 4
FEES Room usage fees Occupancy Member Fee Non-Member Fee Celebration Hall Hall A 130 $125 $200 Gym Side 130 $125 $200 entire hall 362 $200 $300 classrooms 15-20 $25 $30 conference room 30 $50 $100 Fellowship Hall 80 $100 $200 Gathering Space 75 $100 $200 Guinn Hall 30 $50 $100 library 50 $75 $125 sanctuary* 550 $250 $400 *Sanctuary rental for weddings are billed as part of a package (see Wedding Planning Packet) Additional Weekend and Holiday Fees If the event is scheduled between 3:00 PM on Friday through 10:00 PM on Sunday, or any holiday weekend, i.e. Thanksgiving weekend, an additional fee of $35 per hour will be charged, due to security and custodial needs. The hours will be based on set-up through clean-up time. Damage Deposit - $100 Deposit must be paid upon room reservation. (Waived for not-for-profit.) Check must be payable to Christ Lutheran Church and will be cashed upon receipt. Reimbursement will be made following final inspection. If damages exceed $100 you will be billed. Room usage fees are waived for: Funerals Not-for-profit organizations (See section below NOT-FOR-PROFIT ORGANIZATIONS) NOT-FOR-PROFIT ORGANIZATIONS If the event is scheduled between 3:00 PM on Friday through 10:00 PM on Sunday, a fee of $35 per hour will be charged, due to security and custodial needs. The hours will be based on set-up through clean-up time. Money and/or time donations for church work are encouraged. Any damages incurred by your group must be paid within 30 days. TECHNICAL/SOUND EQUIPMENT A minimum fee of $50 will be charged for the rental of CLC equipment. There will be an hourly charge of $12.50 for consult, set up, operation and tear down of equipment. There will also be an hourly fee of $12.50 for an on-site technician, should you require one. Final charges will be based on equipment needed and the time required to set-up, operate and tear down. Any changes on the day of your event are subject to extra charges. ALL CHECKS MUST BE PAYABLE TO: CHRIST LUTHERAN CHURCH BUILDING USE POLICY FOR NON-CHURCH SPONSORED EVENTS Revised February 2015 Page 5
WELCA (Women of the Evangelical Lutheran Church in America) OPTIONS AND FEES If planning a reception, groom s dinner, meeting, convention, birthday or anniversary party or other event, we offer three options of service. OPTION 1 WELCA serves food that you provide. The cost is on a per-plate basis and ranges from $2.75-$5.50 depending on the foods being served. We provide: coffee, cream, sugar and punch (our recipe) minimum food preparation serving dishes, china, silver setting tables, including white linens for serving tables; you provide napkins, punch cups, and cake plates adequate staff for serving and clean-up If you cancel your event after expenses have been incurred, you will be billed accordingly. No room usage fee or additional weekend/holiday fees are charged for this option. OPTION 2 WELCA buys, prepares and serves all food. The cost depends on the menu that is selected after consultation with coordinators. The prices range from cost of food plus $6.00 per plate for more casual settings to a per plate price of $16.00 for a full sit-down meal. We provide: coffee, cream, sugar and punch (our recipe) serving dishes, china, silver setting tables, including white linens for serving tables adequate staff for preparation, serving and clean-up If you cancel your event after expenses have been incurred, you will be billed accordingly. No room usage fee or additional weekend/holiday fees are charged for this option. OPTION 3 WELCA provides representative to make coffee (additional fee) and supervise the kitchen. You must provide: food, ready to serve all equipment needed for serving (spoons, bowls, etc.) and eating (plastic, paper) personnel for serving and cleaning all areas of kitchen that have been used No equipment or supplies owned by the church may be used except for the refrigerator and the oven (for heating food). The charge for the WELCA representative is $25.00 per hour and is based on set-up through clean-up time. There will be an additional charge for coffee. The check must be made payable to WELCA and is in addition to the room usage fee. The additional weekend/holiday fees may also be charged. For additional information, contact coordinators: Betze Solomonson 763-784-9105 Peggy Taylor 763-784-5843 BUILDING USE POLICY FOR NON-CHURCH SPONSORED EVENTS Revised February 2015 Page 6
CHRIST LUTHERAN CHURCH Phone: 763-784-3300 - Fax #: 763-783-2889 Website: www.clcblaine.org - Email: office@clcblaine.org GUIDELINES FOR GROUP SUPERVISORS/COACHES USING CELEBRATION HALL Failure to follow these guidelines can result in the cancelling of your event or refusal of any future requests. If a church event requires use of Celebration Hall, all athletic events or practices will be canceled during that time. Balls, toys, etc. must be kept from hitting all doors, windows and walls. Clean, dry, athletic/non-marking shoes must be worn for playtime or athletic events. No wheelie shoes may be used. If any chairs or tables need to be moved, pick them up (rather than sliding them) and return them to the original position at end of event. Tarps/plastic cloths, etc. must be placed on the floor for events such as pinewood derby or when there is large equipment set-up that may damage the floor. If there is damage to any property, your group is financially responsible. All not-for-profit groups must sweep floor at the end of the event. You are responsible for ensuring that your event is conducted without use of tobacco, e-cigarettes, alcoholic beverages, drugs or unruly conduct. This includes the parking lot and all church property. Unruly conduct by members of your group or their family and friends is your responsibility. You are expected to confine the movement of persons associated with your group to the space reserved and restrooms unsupervised movement throughout the facility is not acceptable. Behavior that results in disruption of other groups using the facility terminates your privilege to use CLC space immediately. You are expected to manage your group s behavior. BUILDING USE POLICY FOR NON-CHURCH SPONSORED EVENTS Revised February 2015 Page 7
Read and complete Building Use Agreement Pay deposit (if applicable) to secure your date (s) Complete Set up Request form and turn it in to the church office, no later than two weeks prior to your event If contracting with WELCA, contact the WELCA coordinators to discuss your needs (see page 6) BUILDING USE POLICY FOR NON-CHURCH SPONSORED EVENTS Revised February 2015 Page 8
CHRIST LUTHERAN CHURCH Phone: 763-784-3300 - Fax #: 763-783-2889 Website: www.clcblaine.org - Email: office@clcblaine.org Building Use Agreement The agreement by and between Christ Lutheran Church (CLC), 641 89 th Ave NE. Blaine, MN 55434 and ( User ), User s name User s complete address will take effect on the day of and will continue for a period of. Day Month Year Time Period WHEREAS, CLC owns premises located at 641 89 th Ave NE Blaine, MN 55434 which is normally used for, and Type of use WHEREAS, User desires to use the area of the building for the Specific Area of premises purpose of, and WHEREAS, CLC has agreed to allow Purpose of use User to use the building provided that the following terms and conditions are met. It is Therefore Agreed By and Between the Parties: 1. CLC agrees to let User use the above described premises for the above described purpose on. Describe times and days of usage (include set-up to clean-up) is the contact person for CLC and Name of CLC contact person is the contact person for User to coordinate the details of usage. Name of User s contact person 2. User agrees to pay CLC $ for the use of the premises. Amount (see fee calculation) Fee Calculation: Room Usage $ Additional weekend/holiday ($35/hr) $ Technical equipment ($50) $ Hourly Tech Fee ($12.50/hr) $ Damage Deposit ($100) $ TOTAL due on $ (Due one week before the event.) (Damage deposit is due at time of reservation. Waived for not-for-profit.) ALL CHECKS MUST BE PAYABLE TO: CHRIST LUTHERAN CHURCH Any changes or additions may necessitate additional charges. Any refund will be subject to costs incurred by CLC at the time of cancellation. The CLC office must be notified of the cancellation during business hours. BUILDING USE POLICY FOR NON-CHURCH SPONSORED EVENTS Revised February 2015 Page 9
3. User agrees that he/she or group will not use the premises for any unlawful purposes, and will obey all laws, rules, and regulations of all governmental authorities while using the above described facilities. 4. User agrees that he/she or group will not use the premises for any purpose that is contrary to the mission, purpose or belief of CLC, which is a biblically-based religious institution. 5. User agrees to abide by policies outlined and covered in the Building Use Policy For Non-Church Sponsored Events attached to this agreement. 6. User promises and warrants that it carries liability insurance with a minimum liability occurrence limit of $1,000,000. The User will provide a certificate of insurance to CLC at least seven days prior to the date upon which the User begins to use the above described premises. 7. User agrees to hold harmless, indemnify and defend CLC (including CLC s agents, employees and representatives) from any and all liability for injury or damage including, but not limited to, bodily injury, personal injury, emotional injury, or property damage which may result from any person using the above described premises, its entrances and exits, and surrounding areas, for User s purposes, regardless of whether such injury or damage results from the negligence of CLC (including CLC S agents, employees and representatives) or otherwise. 8. The sponsor agrees to indemnify, defend and hold harmless CLC for any liability for supervision of event activities, volunteers or participants. 9. User agrees to be responsible for returning all spaces to pre-use conditions, including entrances and exits. 10. User agrees to conduct a visual inspection of the premises, including entrances and exits, prior to each use and warrant that the premises will be used only if it is in a safe condition. 11. This agreement may be cancelled by either party within the following guidelines. Christ Lutheran Church (CLC) shall have priority in the use of the facility and equipment. Full deposit will be returned in the event the church needs to unexpectedly use the space For weddings, the following cancellation policy will be in effect. The refund schedule is based on the time remaining before your scheduled date: 180+ days before 90% refunded, 90 to 179 days before 50% refunded, less than 90 days before no refund. 12. User agrees that it will not assign any of its rights under this agreement, and any such assignment will void this agreement at the sole option of CLC. 13. CLC and User agree that any disputes arising under this agreement will be resolved via a mutually acceptable alternative dispute resolution process. If CLC and User cannot mutually agree upon such a process, the dispute will be submitted to a three-member arbitration panel of the American Arbitration Association for final resolution. 14. This document contains the entire agreement of the parties and supersedes all prior written or oral agreements relating to the subject matter. 15. Signature on this document signifies that User has reviewed the Building Use Policy and agrees to follow all procedures and pay all applicable fees. Dated this day of. Day Month Year CLC representative Signer s Name User representative Signer s Name Phone # Position with Christ Lutheran Church (title) Position with User (title) BUILDING USE POLICY FOR NON-CHURCH SPONSORED EVENTS Revised February 2015 Page 10
SET-UP REQUEST Event Event date Event time Contact person Phone # Set-up to clean-up time : to : Room # Adults # Children Available @ CLC 26 8 rectangular 15-60 round 2-48 round # of Tables 8 60 48 # Chairs per table (normally 8 chairs per table) For Celebration Hall Divider panels? How many? Diagram - Draw on next page Special request CLC s special instruction Tech. equipment needed Musical equipment Permission for use by Date approved Custodian assigned Sound Tech. assigned Inspection completed by Tables & chairs washed Damage noted Damage noted Damage noted Damage noted PLEASE NOTE: Any last minute room and or set up changes must be requested through the Business Administrator and will be done at the discretion of staff availability. BUILDING USE POLICY FOR NON-CHURCH SPONSORED EVENTS Revised February 2015 Page 11
ROOM SET UP DIAGRAM For Church use only: Routing CC Facilities CC Music CC AV Technician CC WELCA Deposit Paid TOTAL paid Option 1 Option 2 Option 3 WELCA FEES Paid Separately $ BUILDING USE POLICY FOR NON-CHURCH SPONSORED EVENTS Revised February 2015 Page 12