Date Received
Downey Avenue Christian Church
111 South Downey Avenue, Indianapolis IN 46219
317-359-5304
Building Use/Rental Agreement
Release and Indemnity Agreement
Name of Event: ______
Name of Group or Main Contact______
Fees Assessed: Check applicable spaces/services; circle fee based upon group affiliation; enter amount of individual fees and calculate total amount due.)
Space to be Used / Member / Outside Group / Use/Rental Charge____Parlor ( 4 hrs) / $
____Parlor (> 4 hrs) / $
____Classroom(s) (< 4 hrs) / $
____Classroom(s) (< 4 hrs) / $
____Century Hall (< 4 hrs) / $
____Century Hall (> 4 hrs) / $
____Kitchen Privileges / $
____Basement (# hrs:___) / $
____Sanctuary (# hrs:___) / $
____Cleaning Service / $
____Yards:______/ $
____Other:______
____Other:______
____Other:______/ $
TOTAL AMOUNT DUE / $
Refundable Deposits Required: Deposit amounts will be determined by group affiliation, number of keys/rooms involved, and type of key(s) issued. Check or enter the deposit to be assessed and calculate the total amount due. Deposit payments should be made separately from rental fees for ease of refunding.
Key Deposit / N/C / $50 / $50 / $Room Damage Deposit / N/C / $100 / $100 / $
Total Deposit Amount / $
In signing the Building Use/Rental Agreement and Release and Indemnity Agreement, the signatory affirms that he/she is at least 21 years of age and is an authorized representative for the user/renter group. Further the authorized signatory affirms that all information provided is true to the best of his/her knowledge and that the user/renter group will adhere to the following requirements.
General Policies--
• Weapons, illegal substances, illegal activities, alcohol use and smoking are strictly prohibited in or on church property.
• We are an open and affirming organization, and all groups will be allowed to rent and use the building as long as they are open to all, race, creed, sexual orientation, gender, sex, and age.
• Room capacity limits will not be exceeded: Parlor-50; Century Hall-200; Sanctuary-250.
• All users/renters are responsible for securing its contents during its use/rental. Any additional expense incurred for security will be borne by the user/renter.
• Users/renters must have required background checks and clearances on file for all adults supervising children/young people at any event.
• Users/renters are expected to provide for any and all supplies needed for the event and for cleanup, unless other wise discussed and noted.
Damages and deposits--
• A deposit of $100.00 will be paid in advance to; reserve the space, ensure the group shows up, no damage is caused during the event, and that all policies have been met and followed. The deposit must be paid either at the time of signing the agreement, or preferably seven days prior to occupying.
• Responsibility for damage or loss during the event will be borne by the user/renter.
• All areas used/rented are expected to be left clean and in good order. Any additional expense incurred to clean up after use/rental will be borne by the user/renter. All trash should be placed outside the kitchen door or removed from the premises, unless other options have been discussed.
• The use of tape, pins, staples or other adhesives on any of the interior or exterior wall surfaces requires express permission and must adhere to specific church guidelines. No decorating, outside or inside, will be done without prior approval.
Special policies--
• When using/renting the kitchen, specific permission and instruction is required for use of the stove, oven, and/or dishwasher. Use will be limited to and/or supervised by those so instructed.
• Specific permission and instruction is required for use of custom lighting, video, or sound equipment. Use will be limited to and/or supervised by those so instructed. Additional deposits may be required.
• Specific permission and instruction is required for use of the piano and/or organ. Use will be limited to and/or supervised by those so instructed.
• General facility lighting may be used as needed and should be turned off when leaving. Thermostats will be pre-set by church staff prior to the event and should not be adjusted by users/renters.
Release and Indemnity Agreement
The undersigned hereby promises and agrees, individually and as duly authorized representative of the group entering into this agreement, to release, discharge, hold harmless and indemnify Downey Avenue Christian Church, its officers, employees, agents, representatives and members from any and all claims, demands, rights, losses, expenses or causes of action of any kind including personal injury, bodily injury, death or property damage arising out of or in any way related to the rental or use of the facilities of Downey Avenue Christian Church pursuant to this agreement, including injury or damage sustained either inside or outside the premises and whether or not such injury or damage is due in whole or in part the negligence or other fault of Downey Avenue Christian Church, its officers, employees, agents or representatives. I understand that this is a complete and total release of liability for Downey Avenue Christian Church. Further, if the undersigned is not authorized to waive and release such liability for each and all attendees or participants in the event, the undersigned will provide the Church with signed written “releases of liability”, as stated above, from each and all such participants.
Signed By: ______On Behalf of: ______
Signature: ______Date: ______
DACC Representative: ______Title: ______
Signature: ______Date: ______
FOR OFFICE USE ONLYInitial each action and note relevant information
____ Placed on Calendar
____ Property Manager Notified
____ Full Payment Received: $______Date______Check __Cash __Money Order
____ Security Deposit Received: $______Date______Check __Cash __Money Order
____ Security Deposit Returned: Received By______Date______
Other Comments and Notes:
Downey Avenue Christian Church Building Use Policy
Purpose
The following policy has been reviewed, revised, and drawn out by the Downey Avenue Christian Church board of Trustees, property manager, and Senior Minister. The policy states; the purpose, rules, regulations, legal binding, prices, and general reasonings for use of the building by not only groups and ministries associated with DACC, but also with that of outside groups. The policy is organized by general policies, specific group policies, rental fees, general purposes and specific purposes, and extended use. This policy is associated with and attached to the rental agreement for all groups. The policy will be revised and amended on a need by need basis and at least once a year by the above stated groups.
General Policies
• Requests requiring approval by the Property Manager must be made at least one week in advance. All requests will first go through the Property Manager, then through the Senior Minister, if decided by both Senior Minister and Property Manger that the request needs further approval, the Admin Board, and Board of Trustees will be final approval.
• Approvals for building use by outside groups will consider (1) the church calendar, (2) the availability of security during the use/rental period, and (3) the benefit of the proposed use to the congregational mission or the community at large. The Downey Avenue Christian Church (DACC reserves the right to decline rental requests.
• All requests and approvals for use of the facility will be recorded in writing on a form designated for this purpose. The written building use/rental agreement will outline all terms of the arrangement, including but not limited to responsibilities for security, keys, access, hours of use, and deposits. The written agreement will also include a release and indemnity agreement, holding DACC harmless during the use/rental of the facility.
• Weapons, illegal substances, illegal activities, alcohol use and smoking are strictly forbidden in or on church property.
• As an Open and Affirming Congregation the use of outside groups will not discriminate for any reason of race, creed, sexual orientation, sex, gender, or age.
• The property manger will be present for all activities and uses of the building, if unavailable prior agreements with a property committee member, staff member, or responsible member of the church leadership team will be present.
• Music use may be of secular type, however vulgarity is not allowed, along with music that promotes hatred to any group of people. If the use of DACC Organist or Music Director is requested, all music will be approved by them prior to signing of the rental agreement.
• As a Green Chalice Congregation, the building use must follow the Green Initiative Policy attached.
• A separate policy will be reviewed for all weddings, and events associated with a wedding.
Specific Policies for all groups
• The use of the building is open to all groups of the community and church ministries.
• All policies unless otherwise stated cover all groups using and renting the building, including members and outside groups.
• Outside advertising both signage on church property and outside sources must be discussed with the property manager prior to advertising.
• Use of designated areas must be followed, for safety and security issues. This will be discussed in person with the property manager prior to signing the rental agreement.
• All equipment being used must be agreed by the property manager prior to use.
• No overnight parking unless otherwise noted will be allowed.
• Designated times will be followed to allow for future use and time management for the staff.
• All setup will be discussed with property manager, if setup is not requested, the room must be back in its original state or the group is subject to not being allowed to rent in the future.
A. Use/Rental Fees for all groups
Rental to Members:
• If a church member is looking for a rental space in order for his or her group that makes income for the member, the member will be charged half of the normal fee.
• If the member is renting for a non-profit reason no fee will be charged.
• If the member is renting for a group larger than 20 people a small safety deposit of $50.00, will be asked for.
Rental to Outside Groups:
• Century Hall/Kitchen: $50 (half day); $100 (full day)
• Classroom Space: $35 (half day); $70 (full day)
• Parlor: $50 (half day); $100 (full day)
• Equipment use: A small fee of $5.00, for use of equipment that uses electricity not already provided in the designated room, unless otherwise discussed. Example (data projector, portable tv.)
• Cleaning:All cleaning prior to and after the event will be provided without cost, if the clean up is above excess per the property managers opinion there will be a nominal fee charged of $25. This will be noted at the end of the event if more clean up is requested by the property manager, the fee will be taken from the deposit.
• Deposits:All outside groups will be asked for a safety deposit, this ensures that the group shows up, and no damage is caused.
• Sanctuary/Basement/Combinations: To be determined on a case-by-case basis
• Other: To be determined on a case-by-case basis
Rental to Downey Co-Op Preschool:
Use/rental of space in addition to the regular use of classrooms will be determined on a case-by-case basis. In general, space will be made available to the Co-Op either free-of charge or at the fee schedule applied to an outside group.
Repeated or Extended Use/Rental Regardless of Congregational Affiliation:
Terms will be determined on case-by-case basis, all policies and procedures will be the same for extended use.
Specific Use for each room:
The following paragraphs are to describe how each room and which rooms will be used for specific reasons.
The basement is divided into four separate areas. Children's Library, Children's Education, Youth Lounge, and recreational hall. These are the primary uses for the building and all activities related to these areas will be asked to use these spaces. This will free up different areas in the building for other activities. By defining the basement as the Children and Youth Area we are also giving the Children and Youth a space to call their own.
The choir room—This room will be primarily for the use of the DACC Choir. In times when the Choir is not in use, the rental space of this room will be for musical endeavors and groups. The choir room will be the primary room for the choir and music director. All request to use this room will first go through the property manager and will be discussed with the music director.
The Sanctuary—The primary use of the sanctuary will be for Worship services. The use of the Sanctuary will be determined only by the Senior Pastor, all request to use the Sanctuary will go to the Property Manager first who will confer with the Senior Pastor as this room is a sacred and holy place. The use of the Sanctuary can be used for non-worship services, however those events must still meet the requirements of the Senior Pastor.
The Parlor room—
The Parlor room will be DACC’s primary use room. It is the most private, and most self contained room in the church. The technology in the room allows DACC to not have to use the Sanctuary. The use of this room will be limited to size of the group (50). The Parlor Room will be used as if an extension of the Sanctuary, the selling of products, and secular use will be thought upon before use is granted. If food is going to be a major point of the event the Property Manager will determine wether a non-carpeted area is better suited.
Century Hall—Century Hall is DACC primary reception building, and the ICAN Food Pantry reception hall. This building will be used for larger groups, groups using food as the main point of their event, and groups needing use of the kitchen. Century Hall can also be used as a gym, with basketball and volleyball capabilities. CH can also be used as a dance hall, as it is the most open and largest room in DACC. As this is the largest room on property it is a must that all groups give a weeks notice before use, as the HVAC system takes time to warm up and cool down such a large room.
Education Wing Rooms—
The Education Wing and rooms associated with the Education Wing have first priority given to the DACC Co-op. Each Room has a primary designated use and secondary uses will be determined by the property manager.