Calvary Bible Church Facility Use Policy

Objective

The purpose of this policy is to formally establish procedures for use of the building and/or grounds of Calvary Bible Church. The church use approval process contained within this policy is intended to help ensure that the facilities the Lord has entrusted to Calvary Bible Church are used in ways that would be pleasing to Him and for His purposes.

1. Responsibilities

1.1. It is the responsibility of the Associate Pastor of Administration and Counseling to oversee Calvary Bible Church facility use, operating under this policy as approved by the Elder Board.

1.2. The Facility Use Review Committee will review all church use requests for approval/denial, or determine if approval is required of the Elder Board. Approval is required of the Elder Board if the event includes the sale of tickets, merchandise and/or services, or is a benefit event. The Review Committee will provide the Elder Board with its recommendation in such cases.

1.3. It is the responsibility of each person/group using Calvary Bible Church facilities to return the facility to its proper order when finished (i.e. room setup, clean-up, security of building, returning of keys), unless arrangements are made otherwise prior to the event.

1.4. If so requested, it will be the responsibility of outside groups to provide Calvary Bible Church with a Certificate of Insurance showing general liability coverage in the amount of $1,000,000. Certificate of Insurance is required for all sports teams requesting use of the gym.

1.5. It is the responsibility of the user group to provide adequate supervision during the event. There must be appropriate supervision for all minors. Minors under the age of 18 will not be allowed entry without an adult from the event present.

1.6. User groups will be required to sign a “Facility Use Agreement” that will include a license to use the church facilities and a hold harmless and indemnification clause.

Calvary Bible Church requires that a criminal background check be conducted for all attending adults if minors will be involved in the event. The background check(s) will be obtained by the church and the fee for the background check(s) will be paid by the person/group using the facility.

2. Procedure

2.1. Any person or group requesting use of Calvary Bible Church facilities should first contact the church office for instructions on how to submit their request through the Facility Use Request Form on the church website and then submit the request through that form.

2.2. The Facility Use Review Committee will process the request and notify the requestor if approved or denied.

3. Approval criteria

3.1. In determining whether an outside group can have use of Calvary’s facilities, the following criteria will be considered.

3.1.1. Is the group evangelical in nature or especially helpful to the general public?

3.1.2. Does the group (if evangelical in nature) agree generally with our doctrinal statement?

3.1.3. Does the group’s presence support our mission statement?

3.1.4. Does the group detract or interfere with other ministries of Calvary Bible Church?

3.1.5. Is the group able to maintain a good standard of care of Calvary Bible Church facilities?

4. Guidelines for building use

4.1. No alcoholic beverages, tobacco, gambling or firearms are allowed on the premises. Dancing is not permitted.

4.2. No church furnishings or equipment may be moved or removed from the church premises without prior approval from the Associate Pastor of Administration and Counseling or his designee.

4.3. The music equipment on the platform area shall not be removed unless authorized by the Associate Pastor of Administration and Counseling or Worship Director.

4.4. Use of musical or sound equipment on the platform requires prior approval from the Worship Director.

4.5. Use of any audio visual equipment requires prior approval from the Worship Director and must be run by a member of the Calvary Bible Church technical team. There will be a charge for this service.

4.6. The Elders of Calvary Bible Church expect that the building will be left in a decent and orderly condition (1 Corinthians 14:40) following any scheduled event. Leaving the building in an unacceptable condition may be cause for additional fees to be charged and/or the possible loss of facility use privileges.

5. Facility use and personnel fee schedule

5.1. Priority Use

5.1.1. Group 1: Calvary Bible Church Members and Attendees for private use (i.e. family parties); Calvary Bible Church Ministry Groups

5.1.2. Group 2: Non-profit community groups that are financially supported by Calvary Bible Church or have an on-going relationship that has been recognized and approved by the elders (i.e. Gospel Mission, Alternatives, WOL, Loaves & Fishes, etc.)

5.1.3. Group 3: Non-profit community groups/individuals with a ministry aspect (i.e. other churches, CBS, True Vine, etc.)

5.1.4. Group 4: Non-profit community groups/individuals without a ministry aspect (i.e. schools)

5.1.5. Group 5: All other community groups/individuals

For groups 2, 3, 4 and 5 the church is not available for use on Sundays, Wednesday evenings or holidays.

If you are a non-profit, please provide a copy of your 501c3. If you cannot provide that, you will be charged according to Group 5 fees.

5.2. The facility use rates noted below are for up to 4-hours of use per event.

Room Group 1 and 2 Group 3 Group 4 Group 5
Sanctuary N/C $100 $250 $500
Chapel N/C $50 $125 $250
Fellowship Center N/C $50 $125 $250
Choir Room N/C $50 $125 $250
Gym N/C $50 $50 $100
Reception Rooms N/C $25 per room $25 per room $50 per room
Classrooms N/C $25 $25 $50

For recurring events (i.e. CBS, sports teams), a reduced fee can be established prior to the first date of use and will be determined by the Facility Use Review Committee.

Any facility use fees must be paid 2 weeks prior to the event (or when approved if request is less than 2 weeks prior to the event), unless other arrangements are made in advance. Failure to do so will result in cancellation of the event. All fees paid will be refunded in full should an event be cancelled by the requestor. At least 24 hours notice of cancellation is requested.

5.3. Deposits

5.3.1. A key deposit is required for all individuals/groups needing a key when using the facility ($25 for Group 1 & 2, $50 for Groups 3, 4 and 5). The deposit will be returned when the key is returned to the Church Office.

5.3.2. A $50 security deposit is required for Groups 3, 4 and 5 and will be used to cover any incidental damage or be refunded in part or in whole approximately 1 week after the scheduled event, assuming all other fees have been paid.

5.4. Personnel Rates (applies to groups 2, 3, 4 and 5)

Custodian: $30 per hour (2 hour minimum)

Sound/Projection Technician: $30 per hour (2 hour minimum)

These fees can be paid in advance, but will be an estimated amount. A final bill will be sent to you after the event (or a refund if overestimated) with payment due within 1 week of receipt.

5.5. Criminal Background Check

5.5.1. This will be billed to the requesting person/group by the church and will equal the amount charged by the company that the church obtains the criminal background check(s) through. This fee must be paid in conjunction with the facility use fees.

Return to Building Use Request Form