Event Policies and Procedures - An Overview

Facilities and Reservations

The facilities of the church are available for rental to qualified nonprofit organizations and to individuals for nonprofit activities. Reservations are made through the church. The church is entirely accessible to people with limited mobility, including wheel chairs. Hearing assistance devices are available for the public address system in the sanctuary.

The playground may not be used without prior written permission, and except for rest rooms, only rooms specifically listed on the rental contract may be used. The premises must be vacated by 11 pm (unless waived by prior arrangement).

 

Food and Catering

Use of our commercial-grade kitchen (with two stoves and commercial dish washer) is included with the use of the Bortin Hall. It may also be rented in association with other space. You may use a caterer of your choice or bring your own homemade food. You or your caterer must provide all personnel, equipment (including containers for left-over food), and rentals. Due to limited space, rental equipment cannot be stored before or after the event.

Catering firms must be licensed and/or approved in advance by the church. In line with our commitment to being “green,” we do not allow the use of Styrofoam or other foam products. Plastic products that are not recyclable, or not washed and reused, are strongly discouraged. No glass or breakable dishes are allowed outside the building, and no food or beverage is permitted in the Sanctuary.

 

Custodial Services

You are responsible for your own set-up / take-down and clean-up. All rooms must be returned to their original set-up before they are vacated; this includes vacuuming rugs, sweeping and mopping of floors, restoration of furniture to the original configuration and trash removal.

Garbage must be placed in provided trash bags, tied shut, and placed in the dumpster on premises. Please use the appropriate dumpster for recyclable materials. Ice can be dumped on gravel areas, not on the grass or planting beds.

For first-time users or if food and/or beverages will be served in Bortin Hall or on the patio, a church custodian must be hired. The church may also require hiring a custodian for other events, and any renter may request custodial services (see rates).

 

Fires and Firearms

All fires – barbecues, candles, etc. – and all weapons and firearms are prohibited anywhere on the premises. Incense or sage may be used outside only.

 

Insurance

Liability insurance is required for all events. You must provide a certificate of insurance by (a) an extension of your homeowner's policy; (b) your business liability policy; or (c) purchasing a special event policy. You must provide this certificate 30 days prior to the date of your event.

 

Keys and Security

Access to the building will be arranged by our Administrator. The church is not responsible for lost or stolen articles. You and your guests are responsible for safeguarding all property brought to the building and grounds.

Most users will be required to post a deposit before an event. Users provided with a key are responsible for turning off lights, locking all doors and windows and turning down heat or electricity (as instructed) at the end of use. If a user is the last to leave the campus, the user must also lock the parking lot gate.

 

Alcohol and Smoking

Beer and wine (including champagne) may be served, but no liquor or mixed drinks. When alcoholic drinks are provided, non-alcoholic beverages and food must also be served. You may bring your own beer and wine or hire a caterer. Events selling beer and wine for fund raising purposes require a special permit.

It is your responsibility to ensure that your guests' behavior adheres to laws and our policies, particularly that no alcohol is served to minors and that guests do not drink to excess.

MDUUC is a smoke-free campus, including outdoor areas. No smoking is permitted in the building or on the property.

In consideration of our neighbors, sound volumes must be kept at moderate levels.

Decorations and Equipment

Decorations must be free-standing; no thumbtacks, staples, nails, wire, or tape of any kind may be used on walls or woodwork. Decorations may not be attached to the floor, walls or furnishings (including the stage curtain). Bird seed, rice, glitter, confetti and sparklers are not allowed, but fresh flower petals and bubbles are permitted outside.

The pulpit in the sanctuary may be moved only under custodial supervision.

We prohibit use of church linens, supplies or paper products, from the kitchen or any church cabinets – with the exception of trash bags and supplies used for cleanup. You may use the sound system, piano, tables and chairs, but not other church equipment (such as copy machine, computers, toys, books, classroom supplies, flip charts, TV VCR, DVD players, etc.).

 

Diversity

The church is not available to groups who advocate the use of violence, or discriminate explicitly or implicitly against any race, gender, sexual orientation, religious or ethnic group. We prohibit conduct or activity that constitutes a public nuisance or embarrassment to our church community. Weddings and Unions

You are responsible for arranging all licenses, legal contracts and obligations, as well as the services of an appropriate celebrant (priest, minister, rabbi, bishop, local judge, etc.), as required by law. Our ministers are available or we can provide names of several other local officiants who are willing and able to conduct weddings. You must provide your officiant's name, title, and telephone number at least 30 days prior to the service.

 

Publicity

Any publicity or written information about the User’s activities or meeting on the MDUUC campus should give the contact information of the User, not of the church.

 

Parking

Included in your rental fee is use of the parking lot with 125 spaces. No parking is permitted elsewhere on the campus. There is also on-street parking.

 

Animals

No animals ,except for guide animals, or pets are allowed in the building or on the grounds. Exceptions require written approval from the church.

 

Childcare

All childcare is the responsibility of the user. Children and youth must have designated supervision at all times. Use of the nursery, classrooms or playground must be arranged in advance.

 

Fees and Damage Deposit

The User fee must be paid when you sign and submit your Agreement for Facility Use. A Cleaning and Damage Deposit is due with your fee, and will be returned to you via mail within 10 days after your event (less deductions for damage, extra personnel, extra cleaning and facility time, etc.) If a key is lost or misplaced, the deposit will be forfeited. Fees for additional services will be determined in advance. If subsequent services are provided at your request, the amount owed will be deducted from your Damage Deposit. Events must stop one hour before the final hour of the contract to allow time for clean-up. Failure to vacate the facilities on time or complete the Clean-up Checklist will result in additional charges.

 

Cancellations

Cancellations must be made in writing to the Administrator. Refunds may be made for cancelled events depending on the time until the event. (See the schedule in the Agreement for Facility Use.)

Administrator and Custodian

Your primary point of contact throughout your event and its planning is our Administrator. She will work with you or your event planner to help with scheduling, accessing the facilities, and arranging for equipment and Custodian as needed. A charge for the Custodian's time is based upon the type of event and your needs, and will be specified in your Agreement Summary.

We will also arrange for other staff and services, depending on the requirements of your event. See the Rates page for details.

The contract signed by the user will define the specific policies and procedures for each event.