Trinity UMC Building Use Form 2016 Hours of Operation: Monday—Friday, : 8 a.m. - 10:00 p.m. Saturday: 8 a.m. - 3 p.m. (Summer hours may be fewer.) Sunday: 8 a.m. - 9 p.m. (Summer hours may be fewer.)
Event Name:______________________________________________ Date Filled Out:________________ Contact Name & Phone ___________________________________________________________________ Mailing Address:_________________________________________________________________________ Email Address: __________________________________________________________________________ Believing that all persons are created in God's image and are of sacred worth, that Jesus' message was one of inclusion of those rejected by mainstream society, and that each member makes inherent and valuable contributions to the Body of Christ,
SCHEDULING INFORMATION Event Date:
Weekly
___________
Day of Week:
1 Time Event Recurring (See Right) Event Time: Begin Time: End Time:
_________ _________
Set Up Time:
__________ __________
Completed by:
Monthly (list dates) Jan _____ July _____ Feb _____ Aug _____ Mar _____ Sept_____ Apr _____ Oct _____ May_____ Nov _____ June_____ Dec______
Sunday Monday Tuesday Wednesday Thursday Friday Saturday Start Date: ______________ Exceptions - Will Not Meet: End Date: ______________
Other (list dates) ______ _____ ______ _____ ______ _____ ______ _____ ______ _____ ______ _____
______________________________________________________________ ______________________________________________________________
Event Description (Please add event description for Web Calendar information.)
ROOMS REQUESTED (Fee schedule on page 5) PLEASE CONSIDER ORIGINAL SET UP OF ROOM WHEN SELECTING LOCATION. Asbury Hall
Parlor
Primary Room
Vincent Hall
Kitchen
Gym
Community Room (avail. 10/15/2015)
Downstairs Classroom(s)
Grace Chapel
Other Rooms Available: (All Setups Are AS IS) **Sanctuary**
Confirmation Room
Youth Room
Kindergarten Room (2d fl)
Foyer
Trinity UMC Building Use Form 2016 Kitchen Usage (Fee Required) *There will be a mandatory kitchen host as your resource for Kitchen Guidelines. ($50 per day) Kitchen Required — NO CHILDREN ARE ALLOWED IN THE KITCHEN AT ANY TIME. I am / Our group is cooking. Other Caterer: (All cooking of catered foods for events that occupy TUMC’s kitchen facility must be done by a caterer that can provide a Certificate of Insurance (C.O.I.) prior to the kitchen usage.) Name: ____________________________________________________________________________ Phone Number: _____________________________________________________________________ Email Address: ______________________________________________________________________ Person in Charge of Serving: ___________________________________________________________ Person in Charge of Clean Up: __________________________________________________________ (It is very important that you have a person for cleanup. If the kitchen is not cleaned properly, this person will be called and asked to come back to do so.) *You may opt to purchase from the church paper goods, coffee, tea, etc. prior to your event. If not previously scheduled, you MUST provide your own supplies, condiments, etc. Such supplies (paper products, coffee, tea, etc.) already in the kitchen are for church use only. The Kitchen Coordinator has the option to report the missing items and your group will be charged for any unauthorized use of these products resulting in the loss of part or all of the event deposit.
SET UP Examples of Possible SetUps. (Not All Inclusive)
Rooms chosen determine possible set-up styles and maximum number of people. See chart for specific room sizes and allowances.
THEATRE
Please use space below to draw an illustration of what you would like to see as the set-up. General schemes will be used and the user can change them slightly upon arrival. If the room is set as requested and then changed by the user, it must be reset to the original plans before departure.
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CLASSROOM
U-shaped
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Acknowledgement I acknowledge that all changes for set-up must be submitted at least two weeks prior to the event.
Signature: _______________________________________________________________________
Trinity UMC Building Use Form 2016 ORDERING MENU **If you are requesting use of the Sanctuary, a Sound Tech must be requested for these rooms.** (Fee Required - See page 2) Sound Tech Requested A $100 security deposit plus 25% of the total fee is required for all events. The security deposit may be refunded at a later date upon the approval of the sexton on duty or the kitchen coordinator.
Price List .............................. Member/Non-Member LCD Projector .................................................. $25/75 Laptop Computer .............................................. $25/75 Flipchart with Markers ..................................... NC/$35 Easel ............................................................... NC/$15 Whiteboard w/markers ..................................... $10/30
Podium/Lectern ..................................................... N/C Meeting Planner packages: (1) Screen, proj, power pkg ........................... NC/$150 (2) Above +podium, mic ................................ NC/$200 (3) Above + flipcharts ..................................... $10/225 MISC.
Power Strip ..................................................... NC/$15 Extension Cord ............................................... NC/$15
Beverages
Power Package (strip and cord) ..................... NC/$25
Coffee ............................................(per person) $NC/3
Podium Mic ....................................................... $10/30
Water (tap) w/Pitchers...................... (per table) $NC/2
Wireless Mic .................................................... $10/100
Water (bottled) ................................... $1.50 per bottle
Portable Screen .............................................. NC/$35
Paper products
Concert Sound System ................................... $50/100
Place setting ................................. NC/$3/person/meal
TV/DVD (portable) ............................................ $10/25
Round Tables
8’ Long Tables
No Tables
Number of Tables:________ Number of Chairs:__________ Number of Chairs Per Table:__________
FOR OFFICE USE ONLY: Date Received:
__________
Date Recorded:
Amount Due
__________
Deposit
__________
Hold Harmless Agreement Security & Reasonable Care
Computer
__________
Date Paid
__________
Master
__________
Check No.
__________
Copy to Customer
__________
Invoice #
__________
PO #
__________
Balance
Contracts:
Assignments:
__________
Sound
__________
Date Paid
__________
Kitchen
__________
Check No.
__________
December 10, 2015 Update
Trinity UMC Building Use Form 2016 CONDITIONS FOR FACILITY USE 1.
Our building is closed on the following holidays which are officially recognized by Trinity Church. Please make sure to notify everyone who attends your groups. Labor Day - Monday, September 7, 2015 Columbus Day - Monday, October 12, 2015 Veterans’ Day - Wednesday, November 11, 2015 Thanksgiving Holidays - Thurs./Fri., November 26-27, 2015 Christmas – Friday, December 25, 2015 New Year’s Day – Friday, January 1, 2016
Boar’s Head Festival– January 8, 9, 10, 2016 Martin Luther King Day - Monday, January 18, 2016 Presidents’ Day - Monday, February 15, 2016 Patriots’ Day - Monday, April 18, 2016 Memorial Day - Monday, May 30, 2016 Independence Day - Monday, July 4, 2016
2.
NO alcoholic beverages are permitted anywhere on the premises for any reason at any time.
3.
NO gambling is allowed on church property. This includes raffles.
4.
NO smoking is allowed on church property. Smokers must go to the sidewalk on Sumner Ave. or Continental St. to smoke. Please dispose of cigarette butts in the designated containers prior to entering the building. No cigarette butts will be tossed into inside trash bins or on the church grounds.
5.
All regularly scheduled groups and/or all-day groups will provide the church a current copy of their Certificate of Insurance one week prior to their first meeting.
6.
Professional caterers must provide a copy of licensure and liability to the church office before the event.
7.
Groups must attempt to stay within the hours for which a room is reserved. Our building closes at 10 p.m. on weeknights. Evening groups must end their activities at 9:30 p.m. to allow time for the sexton on duty to lock up. Groups which do not adhere to this policy will be billed for additional sexton hours at the rate of $25 per hour, with a one-hour minimum.
8.
Groups are expected to use only the room(s) reserved for them. If for any reason additional rooms are needed other than the one reserved, advance notice is required. Additional fees may apply.
9.
Children must be supervised by an adult. Due to the number of programs and activities that take place at the church, and out of respect for all groups, we ask that children not be allowed to roam around unsupervised at any time. The Nap Room can be reserved for childcare if needed and advance notice is given. It is required that all non-church related groups bring in their own toys and snacks for the children’s use. Non-adherence to this policy may result in cancellation of this contract.
10. Groups using the facilities are expected to cooperate with the sextons in matters of parking, movement of furniture, collection of trash, cleaning up after themselves, etc. Groups are also expected to exercise reasonable care and will be responsible for any damage to any property. Please make sure all windows are closed and lights turned off when you leave the room. 11. All schedules are subject to the activities of the church, and in the event of some emergency or conflict of reservations, the church will notify the group as soon as possible. Emergency closings will be posted on local television websites as quickly as possible. 12. Please refrain from posting anything on the walls of the building. GREEN Painter’s tape must be used if items must be posted. Nothing can be pinned to the stage curtains in Asbury Hall. 13. Trinity Church will not be held liable for injuries resulting from activities at the church. 14. All vehicles should enter and exit the parking lot in the appropriate areas, following the signs showing the proper flow of traffic. Please do not to park in handicapped, reserved, or first time visitor spots. Please do not block the door into the church from the parking lot, or the driveway behind the building. Acknowledgement I acknowledge that I have read all the above conditions and that I/my group will comply with them fully. By signing this contract, I agree to pay for any damage caused by my group. I also acknowledge that, if we are found in non-compliance with these conditions, I/my group can be asked to leave the premises immediately and forfeit any fees and/or further scheduled dates as a result. Signature: _________________________________ Date: ___________________________________
Trinity UMC Building Use Form 2016 FEES for Non-Members (Members 1/2 price unless noted otherwise.) A $100 security deposit plus 25% of the total fee is required for all events. The security deposit may be refunded at a later date upon the approval of the sexton on duty or the kitchen coordinator. ROOMS Sanctuary ** Up to 4 Hours (up to 788 ppl) ...... $250 Each Additional Hour................. $50 Asbury Hall * Up to 4 Hours (up to 216 ppl) ...... $350 Entire Day (8 hours) .............. $650 Parlor Up to 4 Hours ................................ $75 Entire Day (8 hours) .............. $125 Kitchen Flat Fee ....................................... $150 Primary Room Up to 4 hours ................................ $75 Entire Day (up to 8 hrs) ......... $125
Gym
EQUIPMENT MENU
Per hour (up to 140 ppl) .................$30 Electronics & Presentation Bill & Lib Hale Community Room (1/2 Space) 1 Hour ........................................... $75 Up to 4 Hours .............................. $290 Up to 6 Hours .............................. $430 Up to 8 Hours .............................. $560 (Full Space) 1 Hour ......................................... $150 Up to 4 Hours .............................. $580 Up to 6 Hours .............................. $850 Up to 8 Hours ............................ $1000 Overnight w/Showers ........ $75/person
Vincent Hall
Additional Fees
LCD Projector .......................... $25/75 Laptop Computer ...................... $25/75 Flipchart with Markers ............. NC/$35 Easel ....................................... NC/$15 Whiteboard w/markers ........... NC/$30 Power Strip ............................. NC/$15 Extension Cord ....................... NC/$15 Power Package (strip & cord) . NC/$25 Podium Mic ............................... $10/30 Wireless Mic............................ $10/100 Portable Screen ...................... NC/$35 Concert Sound System ................ $100 Meeting Planner packages: 1. Screen, proj, power pkg . NC/$150
Up to 4 Hours (up to 96 ppl) ........ $325 Any Day-Of Changes .................... $25
2. Above +podium, mic ....... NC/$200
Entire Day (8 hours) .............. $500 Showers Only ................................ $10
3. Above + flipcharts ............. $10/225
Foyer Flat Fee ......................................... $75 Grace Chapel Flat Fee (up to 110 ppl) ............... $150 Classrooms 1 to 2 Hours ................................... $30 2 to 4 Hours ................................... $50 Whole Day ..................................... $75
MISC.
PERSONNEL Sexton
Beverages
Minimum 1 Hour ............................ $25 Coffee ................... (per person) NC/$3 Kitchen Coordinator #
Water (tap) .................. Complimentary
Minimum 4 Hours .......................... $50 Water (bottled) ............ $1.50 per bottle Sound Tech **
Paper products
Minimum 4 Hours ........................ $100 Place setting .........NC/$3/person/meal Each Additional Hour .............. $25
*ASBURY HALL IS OFFERED AT A REDUCED RATE TO NON-PROFIT USERS. CONTACT THE CHURCH ADMINISTRATOR FOR DETAILS. ** SOUND TECHS IS MANDATORY IN THE SANCTUARY. #KITCHEN COORDINATOR REQ’D FOR SCHEDULED KITCHEN USE.