rpc facility use policy - clover...

Redeemer Presbyterian Church

Facility Use Policy

7-2012 Revision

Redeemer Presbyterian Church – Facility Use Policy of 23

Table of Contents: Page

I. Statement of Purpose, Definition of Facility & Extent of the Policy.............................. 3 Definition of the Facilities as used In This Document Extent of The Policy, Types of Events Covered by the Policy II. Use of The Facility……………………………………………………………………....... 3 Requesting Use Who May Use the Facility Keys and Access Setup and Cleanup Kitchen Use Office Use Policy, Printing Programs

Dressing Rooms – for Weddings, Family Rooms – for Funerals, or other Use Alcoholic Beverages III. Fees Policy………………………………………………………………………………… 6 Facilities Use Fee / Deposit Pastoral Fee / Honorarium Sound / Recording Technician Fee Janitorial Setup / Cleanup Fee Piano Use Fee Payment Of Fees IV. Decorations, Furniture / Fixtures, Pianos, Miscellaneous…………………………… 7 Decorations Furniture & Fixtures Pianos Miscellaneous V. Specific Event Guidelines………………………………………….…………………….. 8 Weddings Funerals Miscellaneous Events VI. List Coordinators and Contacts………………………………………………………... 10 VII. Building Use Responsibility Waiver & Release of Liability Agreement…………….. 11

VIII. Appendices:

Auditorium Use Form & Setup Diagram……………………………………………….. 12 Room Use Form & Setup Diagram ……………………..…….…….……….................. 14 Wedding Planner Checklist …………………………..…………………………………. 16 Funeral Planner Checklist …………………………….………………………………… 20 Miscellaneous Event Checklist ………………………..………………………………… 22


I. Statement of Purpose, Definition of the Facilities & Extent of the Policy The purpose of this policy is to define and establish guidelines for use of the facilities of Redeemer Presbyterian Church (RPC). It is intended to assist individuals or groups wishing to use the facilities by providing the guidelines for use and identifying whom to contact for approval, scheduling and / or assistance. Further it provides a list of the various event coordinators, their job descriptions and check lists to be used to assist with the specific type of event. In some instances, the person requesting use of the facility may serve the role of a coordinator as described in the list of coordinators. Please discuss this possibility with one of the church Administrative Staff if you wish to coordinate your own event.

A. Definition of the Facilities as used in this Document

1. The church – Redeemer Presbyterian Church or RPC 2. The facility / facilities – The physical property and grounds of Redeemer Presbyterian Church at 1046 Miller St., Winston Salem, NC 27103 and adjacent church property 3. The school – The Redeemer School located in the same facility as the church

B. Extent of the Policy

1. What type events are covered by the Policy

The RPC Facility Use Policy applies to any person or persons wishing to use the building and / or grounds of Redeemer Presbyterian Church or the breezeway of 1030 Miller Street. The Facility Use Policy is applicable to persons or groups requesting use for any of, but not limited to, the following events:

Weddings Seminars Showers Cookouts Group Meetings Funerals Receptions Parties Picnics Classes Concerts Banquets Sport Events Other

2. Facility use is prioritized under three classifications

a. Church Initiated Activities – Activities by and for ministries of the church take priority over other uses. b. Member Affiliated NonCommercial Activities - Events arranged for by members of the church and their

ministry in the community will take priority on a first come first serve basis when it has been determined that conflicts do not exist with church initiated activities. This also includes Redeemer School Activities.

c. Member Affiliated Commercial Activities – Events as listed in (b) above, but where commerce or financial exchange is used to exclude participation, or for private member related activities. (ie: school/educational activities for fee, fundraisers, private parties, etc.)

d. Community Activities – Activities and events by organizations in the community are welcomed. Such use is limited to occasional events (plays, weddings, etc.) Long term commitments (beyond one month’s use) of the property for these purposes without a Redeemer Church affiliate’s sponsor are strongly discouraged. Outside organizations without a Redeemer sponsor may be denied facility use on an ongoing basis.

e. Any new long term use of the facility needs to be approved by the diaconate or its representative.

II. Use of the Facility

This section contains information on how to request the use of the facility, roles & responsibilities, keys & access, setup & cleanup, kitchen use, office & office equipment use, and the churches alcoholic beverages policy.

A. Requesting Use

1. The person or group representative requesting use the facility will first contact the church office either:

a. In person b. By phone (336) 724-2217

c. Or by email: [email protected]


d. Through Room Reservation Function at www.redeemerardmore.org

2. The Church Administrative Staff will: a. Check the church calendar to determine if the requested date and time is available. b. Make a determination as to the appropriateness of the event or will consult with the church’s Operation’s Officer or Deacon(s) as to the appropriateness of the event. c. Decide whether a deposit or fee is required for the event and the amount of the fee/deposit.

(Note: Redeemer Presbyterian Church retains the right to restrict or prohibit usage of the facility to any

person or group it determines does not align with the churches priorities, goals, vision, and beliefs.)

e. After the determination of availability has been made, the Church Administrative Staff will inform the requesting person(s) of the availability of the facility for the specified use either verbally or by email.

f. If the event is approved, and if the date and time do not conflict with any other event or regularly scheduled program of either the church or the school, the event will be noted on the church calendar.

(Note: It is the requestor’s responsibility to notify the Church Administrative Staff of any changes to the date

and time or if the event is cancelled.) B. Who May Use The Facilities ( Members, Regular Attenders, Guests )

1. Members – A member of Redeemer Presbyterian Church is someone who: � Has gone through the formal membership process to join the church � Is active in the life and mission of the church, � and / or is a child of a person who fulfills the above requirement.

2. Regular Attenders – A regular attender is someone who attends RPC and participates in the worship, life and mission of the church but has not taken the steps required for formal membership. 3. Church Guests – Guests are defined as persons outside of the church (as classified above.)

Guests may also be someone who occasionally visits or has visited RPC but does not attend regularly.

C. Keys and Access

1. Location - Spare keys are controlled by the church’s Administrative Staff through a sign-out sheet. Access to the spare keys is limited to the Church Administrative Staff.

2. Use / Signout of Keys on a short term basis applies to all members, regular attendees, and organizations using the facilities. If there is an ongoing use, other arrangements should be discussed with the party, prior to facilities being used. This policy is primarily for single events or short-term use. Keys should not be copied or given to any other person than the person arranging building use.

3. Sign-Out sheet - Anyone needing a key for a short period of time will be required to read this policy and sign a sheet indicating they have read the policy and received the key. A $20 deposit is required for all signees, which will be refunded upon the return of key. A short statement of use should be written on the sign- out sheet as well. By signing the sign-out sheet you are acknowledging that: As you receive keys, you are responsible for locking

the doors that you use. Return of the keys is expected within one week of the function.

4. Returning Keys - Upon returning the keys, the person will sign that they have received their deposit back, and have returned the keys.

5. Accountability - While the primary responsibility for returning the keys falls on the person who signed-out the key(s), Administrative Staff Members (Administrative Pastor, Administrative Assistant, or Building Manager) may follow up after one week to see if the keys have or have not been returned if no record of return exists.


D. Setup and Cleanup

Setup and Cleanup requirements are applicable to all non-church initiated events with the exception of funerals of members and/or member families- Church staff and volunteers will (if desired) perform setup and cleanup for funerals of church members. A Setup/Cleanup fee for non-member funerals is included in the Facility Use Fee.

1. Setup - If an event requires any setup of furniture or equipment; (tables, chairs, lecterns, sound system,

instruments, dressing rooms etc.), this setup should be discussed with a member of the church administrative staff or a designated event coordinator. A specific event coordinator can assist in determining setup needs using a checklist and will contact appropriate church staff for you.

2. Cleanup - It is the responsibility of the individual or organization using the facility to make sure the facility

areas used during your event (i.e. Auditorium, Cafeteria, Nursery, dressing rooms, etc.) are cleaned and in good order for the regular use of the church and school. The church Administrative Staff or a specific event coordinator may assist you by coordinating with the appropriate church staff if required. The person in charge of the event is asked not to leave the building until a final walk through with your event coordinator is complete. Please note the following regarding cleanup:

• If cleanup is left undone or not performed in an agreeable manner a cleanup fee may be charged at the discretion of the church at a rate of $14 per hour.

• The church may deny future use to any person or group if facilities are left in an unsatisfactory condition.

• All decorations and rented equipment must be removed as part of the cleanup as soon as the event has ended. See Decorations, Furniture / Fixtures for more information.

E. Kitchen Use

Due to limited equipment and space, it is recommended and preferred that all food related events be catered and / or prepared outside the facility by the persons (or associates) who are requesting use and / or hosting the event. Use of the kitchen and equipment is only permitted at the discretion of the Kitchen Coordinator. Please do not use or take food and supplies from the pantries or refrigerators. If kitchen use is permitted, it is your responsibility to make sure all equipment and utensils are cleaned and properly stowed away after use. As previously noted: The church reserves the rights to deny future use to any person(s) or group if the

facilities are left in an unsatisfactory condition

F. Office and Office Equipment Policy, Printing Programs

The church will only print programs for member funerals and weddings if requested to do so. (Please see an event coordinator if programs are needed). The church office equipment may not be used for any other Non-Church Related events. The Church Administrative Staff may be able to recommend a local business that can handle printing needs for non-church related and guest related events.

G. Dressing Rooms for Weddings, Family Rooms for Funerals, or Other Use

If rooms are needed to serve as dressing rooms for a wedding party or a family room during a funeral or for any other use, please let your event coordinator know as arrangements can be made to have dressing rooms set up for you. Note that the rooms should not be locked, therefore, it is your responsibility to secure personal belongings yourself. (For weddings, it is recommended that women use Room 104 in the children’s wing (front section of the building), and that men use Room 110 in the rear section of the building

H. Alcoholic Beverages

Alcoholic beverages should not be served or used on the church property


III. Fees Policy

A. Facilities Use Fees Member, NonCommercial Member, Commercial Non Member

Facility use fee $0 $25 + $1 Per Person/hr * $100.00 Auditorium use fee $0 $ 50 / hr* $200.00 Cafeteria/Kitchen use fee $0 $ 50 / hr* $150.00

* Maximum Member Commercial Use Fee is $100 per event

B. Recommended Pastoral Honorarium * Member Non Member

$100 – 150 $150 – 175

*This is not a fee, but a guideline or recommendation for an honorarium to show thanks to a pastor who officiates at a wedding. There is no honorarium recommendation for member funerals.

C. Coordinator Fee* (primarily for weddings, funerals, large scale events) *If a volunteer or family member does not serve as coordinator for an event and an event coordinator is needed, a fee of $100 should be given to the event coordinator.

D. Sound / Recording Technician Fee (same for members and non members) $35.00 for first 90 minutes, $7.50 for each additional half hour

E. Janitorial, Setup / Cleanup Fee Included in Use Fees unless setup / cleanup required for non-church events.

(For EVERY event (including weddings) if custodial help is needed / requested, a $15/ hr. honorarium is expected.)

F. Piano Use Fee (same for members and non members) $20.00 (Additional fee may be required if the Grand Piano in the Auditorium needs to be moved)

G. Payment of Fees

1. All checks (except as listed below) should be made to: Redeemer Presbyterian Church

2. Be sure to write in the check memo line what the purpose of the fee or deposit is. In the case of multiple checks, checks should be written and put in clearly marked envelopes for each specific purpose or written to a specific person. Give the envelopes to your specific event coordinator or to the Administrative Pastor if no other coordinator is required.

3. For wedding fees / honorariums - Give envelopes to the Wedding Coordinator at the time of the rehearsal. The coordinator will disperse the checks to the appropriate individuals.

4. Sound / Recording Technician – make check out to the individual sound technician

5. Honorarium for Pastor – make check out to the name of the pastor

6. Event Coordinator (if applicable) – make check out to the name of the coordinator


IV. Decorations, Furniture & Fixtures, Pianos, Miscellaneous:

A. Decorations

It is suggested that decorations used in the Auditorium be limited, simple and in keeping with the auditorium’s use as a gathering place for worship on Sundays. Use of nails, screws, tacks, wires, tape or adhesives on any walls is prohibited. The banners hanging in the Auditorium may not be removed. All decorations should be removed as soon as an event is over. Rented equipment must be removed as soon as possible from the facility. Temporary storage must be coordinated through a specified event coordinator if items are not removed immediately after the event.

If you wish to donate any decorations to the church, please let the event coordinator know at least two weeks prior to the event. The coordinator will confirm approval of the donation.

B. Furniture & Fixtures Chairs in the Auditorium may be arranged in multiple configurations to accommodate your needs. Furnishings (chairs, tables, lecterns) in other rooms as well as in the Cafeteria or in the breezeway at 1030 Miller Street may also be arranged to meet your needs. It is expected that all seating be returned to the original configuration after the event (or a janitorial fee will be applied.) Please discuss who will be doing the furniture or fixture setup & cleanup with your event coordinator. If you require the church staff to setup for the event, be sure to fill out a Setup Diagram (found in the Appendix section of this document).

C. Pianos

1. Grand Piano - Do not move the grand piano in the sanctuary. Should it ever need to be moved the Director of Music and Worship will arrange for and be responsible for the move.

2. Other Pianos - There are several upright pianos in the building which can be moved to various rooms if needed. Please discuss with your event coordinator if you require the use of a piano in either the Cafeteria or any other room in the church building. The coordinator will contact the Director of Music and Worship and arrange for the move.

D. Miscellaneous

1. The Cafeteria will accommodate: Tables - 40 8 ft. rectangular

Folding Chairs - 350 Maximum capacity - 400 people standing or 350 seated w/out tables.

240 people seated (6 chairs per table) Coffee Urns - 2 approximately 40 – 50 cups each

Those using the Cafeteria for non-church sponsored events should provide their own drink / coffee cups, paper goods, utensils, beverages, coffee, creamers and sweeteners, tablecloths and table decorations, etc.

(Food and supplies from the church’s pantry or refrigerators should not be used.)

2. The Youth House (1030 Miller)

There are 35 folding chairs in the room. Additional chairs may be made available if needed. Approximate capacity is 50.

3. The Redeemer Auditorium (including the balcony) has seating for up to 300. 4. The Community Room can accommodate up to 100 seats.


V. Specific Event Guidelines (Weddings, Funerals, Other Events):

A. Weddings

Your wedding date and time should be tentatively scheduled on the church calendar at least 3 months in advance. As soon as possible after the initial contact with the church office, do the following: 1. Schedule an appointment - with a pastor to discuss your wedding date and time and to set up any pre-marital

counseling sessions the pastor may require. After this meeting you may confirm the date and time with the church office. A member of the Administrative Staff will then schedule your event on the church calendar.

2. Fees - Non-members must pay the required fee(s) at the time of confirming the reservation of the facility. There is no fee for members of the church and / or regular attendees for weddings. See the Payment of Fees Policy for more information.

3. A Wedding Coordinator - will be required by the Church Administrative Staff at the time you schedule your wedding. The Wedding Coordinator will use a checklist of tasks to be followed throughout your entire process as well as provide you all the contacts you need relating to the church facilities. If you have chosen a

professional Wedding Director or member of your family to fill this role, that individual must work closely

with the Administrative Staff to make sure your event runs smoothly. A Wedding Coordinator is a representative for Redeemer Church used for wedding arrangements (and reception if applicable) when a qualified outside representative is unavailable. The Coordinator will inform and work with church staff and handle any questions or concerns the staff may have by using the Wedding Planning Sheet & Checklist to gather information needed. The Coordinator will contact any volunteers named by the wedding party and review checklists the volunteers need to follow. The Coordinator will hold all parties accountable to the checklists used during the planning phase and wedding event.

4. Complete the Wedding Planning Sheet (This is part of the Wedding Coordinator Checklist and is included in the Appendix) and return it to the Wedding Coordinator at least four weeks prior to the wedding.

5. Music - Music for the wedding service is an important part of the ceremony. All music should be appropriate as part of a Christian worship service. It should express joy and reverence, asking God’s blessing on the marriage. If you have questions regarding the appropriateness of your music selections you should discuss them with the Director of Music and Worship. Be sure to review the policy on piano usage as found in section IV. C.

6. Who may officiate at your wedding - At the time of your initial meeting with a Redeemer Pastor, you should discuss who will officiate your wedding. You may ask one of the licensed pastors of Redeemer Presbyterian Church to officiate or you may ask a pastor of another church to officiate. If you ask a pastor of another church, please discuss this with the pastor of RPC during your initial or a follow up meeting. Any pastor of another church must be approved by the pastoral staff of RPC in order to officiate at your wedding.

7. Childcare - during weddings. Childcare may be offered, but needs to be overseen by a qualified childcare worker. Your event coordinator can provide you with a listing of possible providers and policies.

8. Dressing Rooms for Wedding Party Members - See section II. G. of this document for availability.

9. Planning Sheet & Wedding Coordinator Checklist - Working with your Wedding Coordinator, please have this form completed as soon as possible or at least 4 weeks prior to your wedding date. See Appendix for current checklist.


B. Funerals

In addition to the church’s pastoral staff, a Funeral Coordinator will work with the family of the deceased while funeral arrangements are being made and finalized (if the church facilities are being used for a funeral or memorial service.) The church staff will work through this individual and be available to assist in any way possible and will refer all questions to the Funeral Coordinator. The Funeral Coordinator will work through all the questions on the checklist with the deceased’s family, and will be accountable for relaying the information to the appropriate church staff or other contacts.

If a lunch or reception is planned, childcare, or any other services needed, the Funeral Coordinator can assist in making church contacts for you. Please inform the Coordinator if you have friends or family members in the church you wish to ask to assist. The Funeral Coordinator will make contact with and work with individuals using the Funeral Coordinator Check List to make sure all needs are taken care of. 1. Initial Contact with Church - Contact a member of the church’s administrative or pastoral staff to schedule

the funeral on the church calendar. After an initial meeting with a member of the pastoral staff of the church, the date and time will be confirmed and noted on the church calendar.

2. Coordinator - A Funeral Coordinator will be selected at the time you schedule the funeral on the church calendar. The Funeral Coordinator will use a checklist of tasks to be followed throughout your entire process as well as provide you will all the contacts you need relating to the church facilities. The Funeral Coordinator will work with the Funeral Home as well as with the family to assist you any way you need.

3. Planning Sheet - A Funeral Planning Sheet should be completed as soon as possible with the help of the Funeral Coordinator.

4. Music - Music for the funeral service is an important part of the ceremony. All music should be appropriate

as part of a Christian worship service. If you have questions regarding the appropriateness of your music selections you should discuss them with the Director of Music and Worship.

5. Flowers – Be sure to note on the Funeral Planning Sheet when flowers will be delivered and what the

disposition of the flowers will be after the funeral. (Will they be left for church or be given to family?)

6. Piano – Review the policy on piano usage as found in section IV. C.

7. Who can officiate at the funeral – At the time of your initial meeting with one of the pastors of the church, you will discuss who will officiate at the funeral. You may ask one of the licensed pastors of Redeemer Presbyterian Church to officiate or you may ask a pastor of another church to officiate. If you ask a pastor of another church to officiate, please discuss this with the pastor of RPC during your initial or a follow up meeting. The pastoral staff of RPC must approve a pastor of another church in order to officiate at a funeral.

8. Childcare during funerals. Childcare (through age 4) may be available for funerals. If you desire childcare, discuss this with your Funeral Coordinator. For more information and a list of Child Care Coordinators, please see the List of Coordinators and Contacts in Section VII.

9. Family Reception Room – See section II. G on Dressing Rooms / Family Rooms.

10. Funeral Planning Sheet & Funeral Coordinator Checklist Please work with your Funeral Coordinator to complete the planning sheet and checklist found in the Appendix of this document.


C. Miscellaneous Events

At the time of scheduling your event on the church calendar, the Church Facility Use Coordinator will help you determine if you need a specific individual to serve as Event Coordinator. In some instances you may serve as your own event coordinator using the Miscellaneous Event Checklist. (See Appendix)

Miscellaneous Events may include any of the following:

1. Events Using Auditorium, Cafeteria, Library, or Classrooms - Defined as but not limited to: Concerts, Performances, Seminars, Large Meetings, Group Meetings, Classes, Small Groups, Other

2. Non Church Sponsored Events Using Cafeteria and / or Kitchen - Defined as but not limited to:

Receptions, Banquets, Parties, Showers, Other

3. Outdoor Events - Defined as but not limited to: Cookouts, Picnics, Sport / Game Events, Parking Lot Usage

VI. Applicable List of Contacts (as of September 2012): The roles of coordinators may cross over; meaning one person may serve in the roles of multiple coordinators.

A. Church Administrative Staff - Office phone: 336-724-2217 Email: [email protected] B. Janitorial, Setup / Cleanup (Coordinated through Church office or Event Coordinator)

John Angle – Monday – Friday Barry Farnham – Weekends

C. Wedding, Funeral and Misc Event Coordinators (Listing available and coordinated through Church Office) It is the Event Coordinator’s responsibility to review event checklists and enforce church event guidelines. In some cases the role of Event Coordinator may be served by the person requesting or sponsoring / hosting the event. Otherwise, an authorized Event Coordinator should be selected. The Church Administrative Staff will assist you in making this determination and help you in selecting an Event Coordinator.

F. Kitchen Coordinator - The Kitchen Coordinator is responsible for the kitchen and needs to be consulted before permission to use kitchen is granted to any person or group. Please note the church’s policy on kitchen use in Section II. E. The event coordinator will work with the Church Administrative Staff to determine whether to contact the Kitchen Coordinator.

G. Childcare Coordinators – If childcare is needed for an event, such childcare should be done under the supervision of a qualified childcare coordinator and done in accordance with the church’s childcare and nursery safety/cleanliness guidelines. A member of the church’s administrative staff or your event coordinator can provide you with a list of individuals to help you with childcare coordination and childcare policy.

H. Sound – Sound Board and Auditorium Computer Usage should be done in concert with current Volunteer

Technical Coordinator. (Church Administrative Staff will determine if required.)


VII. BUILDING USE WAIVER AND RELEASE OF LIABILITY AGREEMENT

In consideration of Redeemer Presbyterian Church granting use of the grounds, facilities and/or equipment for my specific event, I fully understand that I am responsible for my own actions and the actions of any member of my party while using the facilities of the church. I AM VOLUNTARILY USING THE CHURCH FACILITIES WITH FULL KNOWLEDGE OF MY RESPONSIBILITY TO ABIDE BY ITS POLICIES AND I ACCEPT AND CONSENT TO THE POLICIES AND GUIDELINES FOR USE AS LAID OUT IN THIS DOCUMENT. Furthermore, I agree for myself and for all members of my party that I release Redeemer Presbyterian Church, its owners, agents and employees from any and all claims, damages, and injuries, including all injuries to person or to property, arising directly or indirectly out of the activities I / we engage in while using the facilities of the church.

I HAVE CAREFULLY READ, CLEARLY UNDERSTAND AND VOLUNTARILY SIGN THIS RELEASE AGREEMENT. _______________________________, _________________, ________________________________, ___________________ Signature Date Witness Signature Date __________________________________________________, ____________________________________________________ Print Name Print Name __________________________________________________________, ____________________________________________ Address Phone Number / Cell Phone _________________________________________________________________, ____________________, _______________ City State Zip

VIII. Appendices

Use Forms, Setup Diagrams, Planner Checklists for Weddings, Funerals, and

Miscellaneous Events

Please fill out a Use Form and Setup Diagram for all room(s) needed. Indicate how any furniture, fixtures and other equipment should be arranged for your event


AUDITORIUM USE FORM

Event Details:

Name of Event: __________________________________________________________________________ Date and Time of your event: _______________________________________________________________ Contact Person: __________________________________________________________________________ Phone: ________________________, Cell Phone: ___________________ Work: _____________________

Person responsible for Setup, if different from contact: ___________________________________________ Person responsible for Cleanup, if different from contact: _________________________________________ Classification of Event (Check One):

___ Private Event for Member or Guest ___ Redeemer Community Group or Home Fellowship Group ___ Church Wide Event ___ Adult Ministry ___ Redeemer School ___ BTN/BTC/Short Term Trip ___ Young Adults ___ Children / Youth Ministry ___ Event of NonRedeemer Group (List Redeemer Sponsor __________________________________

Equipment Needed:

Lectern: _______________ Easels: ___________________ Dry Erase Board: ___________________ Projection Screen: _____________________ Overhead Projector: ______________________________ LCD Projector: ________________ Other Instruments or Equipment: ___________________________ Microphones, how many ______________________ Music Stands, how many: ____________________ Sound / Recording /LCD Technician name: _________________________________________________

( Person needs to be approved by the Director of Music and Worship)

( Please indicate on the drawing on following page where microphones / stands, podium / lectern or

any other equipment should be set up on the stage area in the Sanctuary. )


Auditorium Setup Diagram ( Please indicate on the drawing below how Auditorium is to be set up

Grand Piano (do not move) STAGE AREA

SEATING AREA


ROOM USE FORM (FILL OUT FOR EACH SETUP)

Event Details:

Name of Event: __________________________________________________________________________ Date and Time of your event: _______________________________________________________________ Contact Person: __________________________________________________________________________ Phone: ________________________, Cell Phone: ___________________ Work: _____________________

Person responsible for Setup, if different from contact: ___________________________________________ Person responsible for Cleanup, if different from contact: _________________________________________ Rooms being used (List all) _________________________________________________________________ ________________________________________________________________________________________

Classification of Event (Check One):

___ Private Event for Member or Guest ___ Redeemer Community Group or Home Fellowship Group ___ Church Wide Event ___ Adult Ministry ___ Redeemer School ___ BTN/BTC/Short Term Trip ___ Young Adults ___ Children / Youth Ministry ___ Event of NonRedeemer Group (List Redeemer Sponsor __________________________________

Equipment Needed:

Lectern: _______________ Easels: ___________________ Dry Erase Board: ___________________ Projection Screen: _____________________ Overhead Projector: ______________________________ Chairs: _______________________________ Tables: _______________________________________

( Please indicate on the drawing on reverse/following page(s) how room is to be set up)


( Please indicate on the drawing below how room(s) is to be set up)

INDICATE ROOM NAME OR NUMBER: ____________________


WEDDING PLANNER CHECKLIST

Bride’s name: ____________________________________________________________________ Home Address: ____________________________________________________________________ _____________________________________________________________________ Home Phone: _______________, Cell Phone: ________________, Work Phone: _______________ Work or School Address: ____________________________________________________________ _______________________________________________________________ Email Address: ____________________________________________________________________ Are you a member of Redeemer Presbyterian Church? Yes ___, No ___, Are parents members?: ____ Groom’s name: ____________________________________________________________________ Home Address: ____________________________________________________________________ _____________________________________________________________________ Home Phone: _______________, Cell Phone: ________________, Work Phone: _______________ Work or School Address: ____________________________________________________________ _______________________________________________________________ Email Address: ____________________________________________________________________ Are you a member of Redeemer Presbyterian Church? Yes ___, No ___, Are parents members?: ____ Date & Time of Wedding: _____________________________________________________________ Has the date been approved and confirmed on the church calendar: Yes ____, Not yet ____ (Be sure to confirm your date and time as well as the rehearsal date and time so as to not conflict with any church or school events.) Number of Wedding Guests Expected: __________ Will reception be at the church: Yes ____, No____ Name of reception coordinator: __________________________________________________________ Site of the reception (if not at the church) __________________________________________________ Rehearsal Date & Time: ________________________________ Set-up Time: ____________________ Name of professional Wedding Planner (if used): ____________________________________________ Phone Number: ____________________ Email Address: _____________________________________


Will childcare be needed: Yes ____, No____, If so, for how many: _____, (up to 4 years old) Will you be offering child care: Yes ____, No ____, or Requesting it of the church: Yes _____, No _____ If you are offering child care, who will be in charge? ____________________________________________ What rooms in the church will you need: Auditorium _______, Cafeteria _______, Nursery ____________ Dressing Rooms needed: ____, Other Rooms needed: ___________________________________________ Who is in charge of setup & decorations: _________________________, Phone: _____________________ * Be sure to fill out a Setup Diagram for the rooms you need What decorations will be used: ______________________________________________________________ _______________________________________________________________________________________ Name of Florist: __________________________________________________________________________ Time of Delivery: __________________________, Florist Phone: _________________________________ Name of Bakery (for cake:) ________________________________________________________________ Time of Delivery: __________________________, Baker Phone #: ________________________________ Photographer: ___________________________________________________________________________ Photographer Phone: _________________, Email Address: _______________________________________ Videographer: ___________________________________________________________________________ Videographer Phone: _________________, Email Address: ______________________________________ Musicians & Phone Numbers: ______________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ Equipment Needs: Microphones: _____ How Many: ______, Music Stands: _____ How Many: _____ Will you use the Grand Piano: Yes ____, No ____, Is a Podium / Lectern needed: Yes ___, No ____ For the Reception: Chairs: ____, How Many: ____ Tables: ___, How Many: ___ Coffee Urns: 1 or 2 Would you like your wedding and / or an invitation published in the church bulletin for the entire church: Announcement only: _____, Invite all the church: _____, If yes, do you need rsvps from the church: ____ Do you need a reference to a printing company for your programs: Yes ___, No ___ See section II. F. on use of Office and Office Equipment


Who will be in charge of cleanup of all rooms used? ________________________ Phone: _______________ Will you be donating any decorations to the church? Yes ___, No ___ Flowers? Yes ___, No ___ *Donation of decorations must be approved in advance. Will rented equipment be picked up or removed from the facility at the end of your wedding? Yes ___, No ___ *Approval for storage must be obtained in advance. Have you begun pre-marital counseling with one of the pastors of the church? Yes ___, No ___ Name of the pastor providing the pre-marital counseling: ________________________________________ Name of pastor who will be officiating your wedding: ___________________________________________ Has the marriage license been secured? Yes ___, No ___ Fees paid (if applicable): Auditorium use ______, Piano use _____, Cafeteria/Kitchen use ____ Sound / Recording Technician _____, Honorarium for pastor _____, Other __________________________ What will be your address after marriage: _____________________________________________________ __________________________________________________________________________ ______________________________________ Phone: _____________________________ Wedding Party members names and roles and any additional information:

(use the back of this form if more space is needed) _________________________________________ ___________________________________________ _________________________________________ ____________________________________________ _________________________________________ ____________________________________________ _________________________________________ ___________________________________________ _________________________________________ ____________________________________________ _________________________________________ ____________________________________________ _________________________________________ ___________________________________________ _________________________________________ ____________________________________________ _________________________________________ ____________________________________________ _________________________________________ ____________________________________________ _________________________________________ ____________________________________________


FUNERAL PLANNER CHECKLIST

Name of Deceased: _____________________________________________________________________ Family / Spokesperson: __________________________________________________________________ Address: ______________________________________________________________________________ ______________________________________________________________________________________ Phone: _________________________________, Cell Phone: ____________________________________ Date & Time of Funeral: __________________________________________________________________ Approximate number of guests expected: ____________________, Will childcare be needed: Yes / No Approximately how many children (up to age 4 years old): ____ Will you be offering childcare: Yes ____, No ____, or Requesting it of the church: Yes ____, No ____ If you are offering childcare, who will be in charge? _________________________________________ What rooms in the church will you be needing: Auditorium _____, Cafeteria ______, Nursery ______ Family Waiting or Receiving Room ____, Other Rooms ______________________________________ Who is in charge of the setup and decorations (photos, video etc…): _____________________________ Will you need a TV and DVD player: Yes ____, No ____, Other Equipment Needs: ________________ ____________________________________________________________________________________ Florist ______________________________________________________________________________ Time of Delivery: __________________________, Florist Phone: ______________________________ Photographer: ________________________________________________________________________ Photographer Phone: __________________________________________________________________ Videographer: _______________________________________________________________________ Videographer Phone: _________________________________________________________________ Will there be a reception / meal at the church? Yes ____, No ____, In the Cafeteria? Yes ___, No ___ (Be sure to fill out a Setup Diagram for any Family Rooms and / or Cafeteria if Yes)


Eulogizers / Speakers & / or Musicians & Phone Numbers: _________________________________________________________________________________ _________________________________________________________________________________ Equipment Needs: Microphones: _____ How Many: ______, Music Stands: _____ How Many: _____ Will you use the Grand Piano: Yes ____, No ____, Is a Podium / Lectern needed: Yes ___, No ____ For the Reception: Chairs: ____, How Many: ____ Tables: ___, How Many: ___ Coffee Urns: 1 or 2 Do you need a reference to a printing company for your programs: Yes ___, No ___ *Note the church office may assist you in printing programs for the funeral service. (Church members only) Who will be in charge of cleanup of all rooms used? ________________________ Phone: _______________ Will you be donating flowers to the church? Yes ___, No ___ Would you like a statement published in the church’s Sunday bulletin or on the website? Yes ____, No ____ Statement Content: _______________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ Additional notes or comments: _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________


MISCELLANEOUS EVENT CHECKLIST

Name of Event: ______________________________________________________________________________ Requested By / Name of Host: __________________________________________________________________ Purpose of the Event: _________________________________________________________________________ ___________________________________________________________________________________________ Please note the Church’s right to deny use as documented in Section II. A. Address: ___________________________________________________________________________________ __________________________________________________________________________________________ Phone: _________________________________, Cell Phone: ________________________________________ Email Address: _____________________________________________________________________________ Date & Time of Event: _______________________________________________________________________ Approximate number of participants expected: ____________________________________________________, Will childcare be needed: Yes / No Approximately how many children (up to age 4 years old): __________ Will you be offering child care: Yes ____, No ____, or Requesting it of the church: Yes _______, No _______ If you are offering childcare, who will be in charge? ______________________________________________ What rooms in the church will you be needing: Auditorium _______, Cafeteria _______, Nursery _______ Other Rooms ______________________________________, Outside areas: _________________________ Who is in charge of the setup: ________________________________________________________________ Will your event be food related: Yes ____, No ____, Will you be using the Cafeteria? Yes ___, No ___ For Cafeteria Use: Chairs: ____, How Many: ____Tables: ___, How Many: ___ Coffee Urns: 1 or 2 For any outdoor event such as a cookout, will there be a grill in use: Yes ___, No ___ (Gas Grills Only) Be sure to fill out a Setup Diagram for any Rooms and / or Cafeteria Speakers & / or Musicians & Phone Numbers: _________________________________________________________________________________ _________________________________________________________________________________


Equipment Needs: Microphones: _____ How Many: ______, Music Stands: _____ How Many: _____ Will you use the Grand Piano: Yes ____, No ____, Do you need a piano moved to a specific room: Yes ___, No ____ Is a Podium / Lectern needed: Yes ___, No ____ Who will be in charge of cleanup of all rooms used? ________________________ Phone: _______________ Will you be donating decorations or flowers to the church? Yes ___, No ___ Additional notes or comments: _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________

rpc facility use policy - clover...

Documents