First Unitarian Church Rental Policy

First Unitarian Church Rental Policy

 

The following policy is to be used when determining the eligibility of an interested party in renting space from First Unitarian Church (FUC) and the rules and regulations for rental. 

 

The Board of Trustees will set rental rates and fees for building use, reviewing these amounts annually. 

 

Groups or individuals may request to meet at FUC at less than the standard rate set by the Board by completing and submitting a Nonprofit Organization Worksheet to the Building Use Committee (BUC). The Minister (or Minister’s designee) may approve a reduced rental rate for a one-time event if a timely decision is needed. The BUC will report decisions regarding reduced rates and alternative payment schedules by filing the Nonprofit Organization Worksheet with the rental application and contract. Reduced rental rates for outside groups will be considered a part of the Church’s social justice outreach.

 

The Board, Minister, Building Supervisor or BUC may agree to rent or donate space to groups who meet the rental determinations for their status:

 

Members: 

 

  1. Members are pre-approved for building use. They may schedule meetings and events through the church office at the members rental rate (half the standard rate).

 

  1. Ministries, Committees, and recognized groups are pre-approved for building use. They may schedule meetings free of charge through the church office.

 

Organizations or individuals not affiliated with First Unitarian Church:

 

  1. All organizations or individuals not affiliated with FUC must submit a Rental Application Form with the Building Supervisor or BUC. You may send a request for this form to [email protected]

 

All users are expected to follow FUC’s anti-discrimination policy:

 

First Unitarian Church is committed in all areas to provide an environment that is free from harassment and/or discrimination.

 

We are a welcoming congregation of all persons to participate fully, openly and equally, in all aspects of our congregational life, in ever widening circles of inclusion. We respect and affirm diversity and its gifts in race, ethnicity, and national origin, affectional or sexual orientation, family or relationship structure, gender identity, gender expression, sex, abilities, neurodiversity, age, socioeconomic class, political views, religious belief, creed or interpretation of religion. Harassment and/or discrimination based upon any of the preceeding characteristics will not be tolerated. All employees, members, and renters are expected and required to abide by this policy.

 

Any speech or action of a discriminatory nature will not be tolerated within First Unitarian Church (FUC) and will be considered a breach of contract and will result in the loss of a refund of any kind and possible expulsion from church grounds.

 

GENERAL RULES FOR ALL USERS

 

  1. All meetings must be cleared and entered on the calendar maintained in the Church Office by completing and submitting the appropriate scheduling request form.

 

  1. No guns or weapons are permitted on the premises.

 

  1. FUC prohibits smoking inside the building. Smoking is not allowed in the courtyard or on the Library Lane porch when church-sponsored events are taking place at the church.

 

  1. Animals, other than service animals, are not permitted in the building without prior approval.

 

  1. Renters may not leave or issue political candidate literature anywhere in the building.

 

  1. All building users must comply with the current church advertising policy.

 

  1. A building supervisor must be present at any public event held at the church where alcohol will be served.

 

  1. Presence of the building supervisor at any public event may be waived in consultation with the church office only if the following conditions are met:
    1. A sponsoring church member, friend, or other person approved by the Building Use Committee (BUC) or Minister fulfills the Building Supervisor’s duties. 
    2. Anticipated attendance is under 50 people.
    3. No alcohol is being served.

 

  1. Upon approval of the BUC, a church member or approved organization representative may take responsibility, in the role as Building Supervisor, at an event if they are an active member of the organization, take responsibility for the organization’s use of the space, handle building entry, be present during the full event, and secure the building after the event, including restoration to original condition.

 

  1. Renters and members must keep all doors closed and locked at all times. The Building Supervisor (or person designated by the renter) should be stationed at the door to welcome guests.

 

  1. One-time renters may request to rent a key to the building. Key rental must be approved by the Building Use Committee (BUC) and requires a deposit unless otherwise stated.

 

  1. The church is not responsible for the loss or damage to cars or contents, or to any decorations or other items, left unattended by the renter. Renters should alert their guests that nothing should be left in an unattended car.

 

  1. Failure to follow building use policy may result in consequences including forfeiting the privilege of meeting at First Unitarian Church (FUC).

 

RESPONSIBILITIES OF THE RENTER

 

  1. All renters must sign a rental contract.The individual who signs the Rental Contract is responsible for the care of the building and church property for the duration of the contract.

 

  1. All renters must pay a refundable security deposit of $300 to secure their rental. This fee is required unless waived by the BUC. Any cleaning required after the event beyond what is included in the contract will be deducted from the security deposit. The cost of replacement or repair of any damage to property will be deducted from the security deposit.

 

  1. All rental fees, building supervisor fees, Minister’s fees, and church musician’s fees are due two (2) weeks in advance of the event.

 

  1. Only rooms reserved in your rental contract may be used. 

 

  1. Do not publish the church telephone number as the phone number to call for further information for your event. 

 

USE AND CARE OF FACILITIES

 

  1. Only authorized persons shall remove artwork or bulletin board notices. No nails, thumbtacks, screws, or tapes may be used to fashion decorations, posters, or other items to walls, ceilings, furniture, woodwork, equipment, or to the windows in the entry area.

 

  1. The use of confetti, rice, birdseed, or any similar material is prohibited inside the building. Outside use is restricted to biodegradable materials such as birdseed.

 

  1. All rentals of the Church may make use of the church furnishings as they are usually arranged. Groups may rearrange church furnishings or set up tables only if they do so themselves and only if they restore the church to its prior arrangement afterwards. The Building Supervisor shall be available to advise groups who rearrange the furnishings, but is not responsible for carrying out the actual work unless paid an additional fee by arrangement.

 

  1. The choir risers may not be moved without the consent of, and supervision by, the Building Supervisor. Moving the risers may require an additional fee.

 

  1. The church Music Director must approve a musician’s use of the organ or piano in advance. The sound system and projector may be used only by trained church members or a professional approved by the church.

 

  1. If candles are used, a protective covering underneath is required and all candles must be extinguished when no longer in use.

 

  1. Renters, including members, are expected to leave the rooms and exterior premises in the same condition in which they found them unless arrangements have been made with the Building Supervisor. All countertops and tables are to be cleaned and spills wiped up from the floor. Trash must be put in bags and placed in the dumpster.

 

SPECIAL GUIDELINES FOR RECURRING MEETINGS OF COMMUNITY GROUPS:

 

  1. Community groups must sign and renew rental use contracts annually.

 

  1. Access to the building will be by a key issued to a group representative. A key deposit is required.

 

SPECIAL GUIDELINES FOR ONE-TIME EVENTS OF COMMUNITY GROUPS OR PRIVATE CELEBRATIONS BY CHURCH MEMBERS:

 

  1. Persons or groups seeking use of the building for a one-time event for a group  or individual unaffiliated with First Unitarian Church (FUC) may apply for use through the office on the Rental Application Form. One time events require approval of the Building Supervisor, Building Use Committee (BUC), or the Minister (or their designees).

 

  1. No rental fees shall be charged for weddings of church members or their children. Deposits and building supervisor fees shall apply. For other private events, church members will be charged according to the rental schedule.

 

  1. No rental fees shall be charged for memorial services or funerals and memorial receptions for church members, their spouses, parents, or children.

 

  1. Deposits against damage or cancellation shall be required of all sponsors of one-time events. Should the renter cancel the contract within 14 days of the scheduled event, the renter shall forfeit the security deposit. 

 

  1. The building supervisor or a designated substitute (a church member with a key) shall provide access to the building for public events (weddings, fundraisers, graduations, concerts, etc). Church members may access the building for private events by use of a key issued for that single event.

 

SPECIAL GUIDELINES FOR ONE-TIME AND RECURRING MEETINGS OF MINISTRIES, COMMITTEES AND GROUPS THAT ARE A RECOGNIZED PART OF CHURCH PROGRAMMING, INCLUDING SPECIAL INTEREST GROUPS AND UU AFFILIATE GROUPS:

 

  1. Access to the building will be by keys issued to group chairpersons or representatives. No key deposit will be required.