Vineyard Community Church

Building Use Terms and Conditions

Purpose of Building Use

Who can utilize this space?

Special Event

How to Request Use of the Building

Please fill out & submit the Room Reservation Request (or cut/paste into browser form 4 weeks before your event.

Guidelines for Use of Building

How can we help market your event?

Responsibilities of Person(s) Using Building

Rooms Available

Childcare

Deposit Amount

Use of Kitchen

Availability of Tables and Chairs

Required Clean-up by any user

Special Event Cleaning Charges

Lighting and Temperature

Doors

Restrooms

Access and Egress

Sound, Musical Equipment, or Technology

Frequently Asked Questions:

Can the sanctuary be spiritually prepared?

Who is responsible for setup and tear down?

Can I pay someone to set up, tear down and clean?

Can I Use Candles?

Are linens and tableware/silverware available?

Is Alcohol Allowed?

Is there a sound system available?

What video equipment is available?

None at this time.

Do you have a podium?

Can I change the thermostats?

Is childcare available?

Purpose of Building Use

Who can utilize this space?

The church is available for those who call the Vineyard home. There will be, depending upon the size of the event, a cleaning fee. (See Cleaning Fee below). In the case of a recurringevent we may schedule your event in a different room.

Special Event

A Special Event would be typified as a Graduation, Business presentation, a Wedding, Baby Shower or Reception. Special Events will require the group has a church liaison, or regular church attendee, who agrees to oversee the event (arrive when you check-in for set-up, attends the event, and stays through the clean-up and departure). Any questions concerning whether or not an event is considered a special event will be determined by the Vineyard Staff. (Please see below for Special Event Cleaning Charges).

How to Request Use of the Building

Please fill out & submit the Room Reservation Request(or cut/paste into browser form 4 weeks before your event.

Guidelines for Use of Building

The reservation form will require your contact information & you, or your church liaison, will be the direct contact person for your event to the staff.

How can we help market your event?

We have found that the best way to effectively communicate an event is to provide information for church-wide events for the 3 Sundays prior to the event. Our form will provide several ways we could potentially market for you.

Responsibilities of Person(s) Using Building

In order to honor others & the space, please remind your group to remain in only the areas you have requested. This is especially with children. This is for the care of our building, as well as our guests. (Please see Cleaning, Doors, Lighting, and Temperature below for a complete list of responsibilities).

Rooms Available

  • Sanctuary (seating for almost 300)
  • Some classrooms (children’s tables and chairs), Rooms 8-11
  • Community Room (connected to Kitchen. Seating for up to 100 in rows. Can provide access to ten round 8-person tables, six rectangular 8-person. Add to notes on Request form), Room 13
  • Conference Room (up to 15 ppl, no tables), Room 1
  • Toddler or Preschool rooms, Rooms 6-7
  • Youth Garage (teen focused, has five futons for seating), Rm 14
  • Meeting Room (meeting room, seats 6), Room 5
  • Prayer Room, Room 3
  • Meeting room, Room 15
  • Kitchen (limited use). Room 12

Childcare

If you need childcare, you are responsible for acquiring help, and for keeping all children within the room(s) reserved. Be sure to add a room reservation request for the toddler room (18m-3yrs) or preschool room. Keep in mind we are unable to provide childcare facilities for children under 6 months of age. The state of Indiana requires 1 childcare provider for 4 children under 24 months.

Deposit Amount

Key fobs will be provided if the building is not already in use, with a $10 deposit. The church liaison or church attendee will pick up the key fob for your event. Deposit monies will be returned upon receipt of the fob following your event. Deposit will be forfeited if the key is not returned in 7 days.

Use of Kitchen

The kitchen is available for reservation. Please be aware there is little to no refrigerator/freezer space for your food items (prior to, during, and after your event). User will need to

If you have requested our Coffee Urn, the instructions for use are on the bottom. You’ll want to bring the coffee of your choice. Manual found here:

If you requested a 12-Cup coffee maker we’ll provide the filters for you, and you can bring the coffee of your choice. Manual found here:

Please be sure that this space is cleaned & ready for the next group.

Availability of Tables and Chairs

Tables and chairs are available for use. When viewing the space, the user will be shown the location of tables and chairs. While you are responsible for providing tablecloths, we may have some available if you’ll talk with us about your needs.

Required Clean-up by any user

VCC Staff will determine, at the time of your request of the space, if your event will require cleaning fees. We will notify you if that is the case.

Regardless of cleaning fees or not, you are responsible for basic clean up and tear-down after your event. We would like you to return the building to the condition in which you received it, or better.

If you have agreed to do the cleaning after your event, a vacuum, mop and cleaning supplies can be found in the kitchen.

Required cleaning for all eventswill include

  • Tear-down of any/all tables & chairs and re-stocking those in their proper places, and please put away any supplies you’ve utilized and any coffee equipment you’ve used.
  • Restock Toilet Paper & Supplies in both sets of Bathrooms

Required cleaning for any events with Food or Use of Kitchen:

  • If you’re not having to pay for cleaning it is a requirement that you empty & remove all trash from the premises and put it in the dumpsters (which are outside, behind the building, nearest to the family entrance). If you’re paying for cleaning this would be a kindness. Please plan on having 2 people available for trash removal, for safety. Contact us if that will be a problem. This is critical in ensuring our building is pest-free.
  • Remove any & all items from the refrigerators. Please take all leftover food & drinks with you, as we are unable to store or maintain extra donations.
  • Wash all dishes
  • Put away anything hand-washed
  • Wipe down counters
  • Mop or vacuum floors if needed
  • Empty coffee grounds, rinse the coffee pot(s)
  • Remove any & all items from the refrigerators

Required cleaning for any events with Childcare:

Please consult Toddler Room and Preschool room check lists for cleaning the space & sanitizing toys, as well as returning all items to their proper location in the room (there is a picture reference guide to model this).

Special Event Cleaning Charges

Cost considerations will be made for Special Events with more than 25 guests. In cases where the cleaning issues of a Special Event are minimally impactful, meaning there is little or no expected disruption of the ready-to-use condition and/or when then impact is not expected to be significant and is early in the week (Sunday thru Tuesday) and can reasonably be expected to be restored by regularly schedule cleaning, the requirement for paying for church-provided cleaning can be waived.

Standard charges for special event cleaning are as follows:

  • $200 when using the Sanctuary, hallways, bathrooms, and the Community Room or other significant portion of the facility.
  • $125when only the Sanctuary or only the Community Room/Kitchen/ Classroom area are reserved.

As an option, if you have people on the cleaning team (who have been pre-approved to clean by Staff) who would like to volunteer their cleaning time, we are open to waiving those fees for you. Cleaning fees are based on the current (Spring 2014) Janitorial arrangements the Vineyard Community Church has in place. If Janitorial service providers or Janitorial arrangements change, the charges, compensation and expectations may change as well.

Payment for Cleaning should be made to the church. Ideally Payment should be made prior to the event. If paying by check, make check out to VineyardCommunityChurch.

Arrangements for Special Event Cleaning Services will be made by the scheduler with the janitorial service provider.

Lighting and Temperature

Before leaving building after your event, please turn off all lights including those in the restrooms, and return all seven (7) thermostats to original settings, i.e., 60 in winter and 78 in warmer months.Thermostats are located in the community room (rm 13), youth garage (rm 14), Come Together Room / Red Room (rm 11), nursery (rm 6), front of sanctuary by the subwoofer, back of sanctuary by doors, connection lobby (by sanctuary doors), and in the office hallway.

Doors

If you are overseeing an event and are the one responsible for letting people into the building, you are also responsible to make sure the building is in order and all of the outside doors are locked up when everyone leaves. There are eight outside doors:

-Coffee Lobby (by the office)

-Sanctuary Entrance / Information Lobby

-Family Entrance

  • (located at west end of children’s hallway by thenursery)

-Preschool room, Rm 8

-Community Room, Rm 13

-Garage (Youth Room), Rm 14

-Conference Room door (in the office area), Rm 1

-Community Center (a few doors down from Youth Garage entrance)

Please check each door before leaving. Sometimes doors may make a click sound but it doesn’t mean it has locked. Test each door, please.

You are also responsible for making sure all the inside doors are locked (classrooms, kitchen, offices, etc). If you used the sanctuary, make sure it is locked up as well.

Restrooms

There are two sets of restrooms in the building. One set off the children’s hallway behind the kitchen area (by preschool room, rm 8), and one set in the hallway near the offices to the left of the sanctuary if facing the stage. Please be sure to re-stock toilet paper and supplies. Supplies are usually located under the sinks.

Access and Egress

Upon signing the reservation form & if necessary, the user will be shown door locations for access/egress and given instructions on the use and locking of all doors used.

Sound, Musical Equipment, or Technology

User will utilize request form to let us know of any sound, music, or technology that they’d like to use. Additionally, if you’d like the VCC Worship Team, you can request them as well. Add this to the request form, and let us know about how long you’d like them to plan on worshipping. If a Sound Tech is needed, the rate is $50/hr. Additionally there may be a security deposit for equipment.

Frequently Asked Questions:

Can the sanctuary be spiritually prepared?

The term “spiritually prepared” simply states that a prayer team and/or worship team would enter the space ahead of the event to seek God’s wisdom and blessing upon the event and “prepare” the atmosphere by worshipping God the Father, Jesus the Savior and the Holy Spirit.

Who is responsible for setup and tear down?

  • The user is responsible for the setting up and tearing down of tables, as well as putting the tables & chairs back in their proper locations (Chairs are to be stacked in like colors, no more than 6 in a stack) Users are also to put away supplies that have been used, and coffee equipment as well, if reserved.
  • Restock Toilet Paper & Supplies in both sets of Bathrooms

Can I pay someone to set up, tear down and clean?

Set up and tear down of tables is the responsibility of the user. Please see section on cleaning regarding janitorial services.

Can I Use Candles?

Candles are not permitted to be used in accordance with local Fire Department regulations.

Are linens and tableware/silverware available?

Linens and tableware/silverware are not available but may be brought in by the user.

Is Alcohol Allowed?

You are welcome to have any non-alcoholic beverages.

Is there a soundsystem available?

If a sound system is requested on the Request form, we will connect you with our Worship Pastor, Nancy Hendrickson, .

What video equipment is available? None at this time.

Do you have a podium?

  • We have a metal music stand.

Can I change the thermostats?

  • You may change the thermostats provided they are returned to the required settings (SEE Temperature above).

What are potential fees?

You may be required to pay for cleaning ($125 or $250) payable to VCC.

You may be required to hire a sound technician ($50/hr) payable to the sound tech.

You may need to pay for security or key deposits (fully refundable).

Is childcare available?

  • If you need childcare, you are responsible for acquiring help, and for keeping all children within the room(s) reserved. Be sure to add a room reservation request for the toddler room or preschool room.

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I hereby acknowledge that I have read, understand and agree with the Vineyard Community Church’s Building Use Terms and Conditions:

______

Name

______

Date

Cleaning Check List for Users:

  • Tear-down of any/all tables & chairs and re-stocking those in their proper places, and please put away any supplies or equipment utilized.
  • Restock toilet paper & supplies in both sets of bathrooms
  • empty & remove all trash from the premises and put it in the dumpsters (which are outside, behind the building, nearest to the family entrance). If you’re paying for cleaning this would be a kindness. Please plan on having 2 people available for trash removal, for safety.
  • Remove any & all items from the refrigerators.
  • Wash all dishes
  • Put away anything hand-washed
  • Wipe down counters
  • Mop or vacuum floors if needed
  • Empty coffee grounds, rinse the coffee pot(s)
  • Remove any & all items from the refrigerators
  • DOORS
  • Coffee Lobby (by the office)
  • Sanctuary Entrance / Information Lobby
  • Family Entrance
  • (located at west end of children’s hallway by the nursery)
  • Preschool room, Rm 8
  • Community Room, Rm 13
  • Garage (Youth Room), Rm 14
  • Conference Room door (in the office area), Rm 1
  • Community Center (a few doors down from Youth Garage entrance)
  • THERMOSTATS (there are 7) to 60 in winter and 78 in warmer months.
  • community room (rm 13)
  • youth garage (rm 14)
  • Come Together Room / Red Room (rm 11)
  • nursery (rm 6)
  • front of sanctuary by the subwoofer
  • back of sanctuary by doors
  • connection lobby (by sanctuary doors)
  • office hallway

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