Rental Policies, Procedures and Instructions

 for the use of St. John the Baptist Church Facilities

25743 State Route 1, Guilford, IN 47022

 

St. John the Baptist Church has facilities that can be used by the parishioners for gathering individuals or groups. The activities must be in compliance with the mission of St. John’s Parish. The purpose of the event must be stated clearly at the time of the request for the facility. St. John’s Parish reserves the right to cancel the event if the event violates the mission of the parish or for any other reason within two weeks of the event.

 

I.  SCHEDULE

 

  1. The Parish Secretary shall be appointed as scheduler. A schedule of all activities shall be kept at the Parish Office.

 

  1. For all priorities listed in Section 3 below, a reservation will be considered binding upon both parties no sooner than (12) months prior to the scheduled event.

 

II.  APPLICATION

 

  1. The Parish Secretary mails the policies, procedures, instructions, and rental agreement to the renter after the office has been contacted and date approved.

 

  1. The Parish Secretary contacts Building Supervisor with the rental information.

 

  1. The signed rental agreement, payment, and deposit must be returned to the parish secretary prior to the pick up of the key from the Building Supervisor.

 

  1. The renter contacts the Building Supervisor and schedules an appointment to review the checklist and pick up the key.

 

  1. Organizations or persons assigned keys are totally responsible to the parish for any unlocked doors or damage to the property at the time of the function.

 

  1. Those who rent the Facility shall return the key no later than the second day after the day of rental. (Example- if hall is rented on Saturday, the key will be returned by 9:30 a.m. on the following Monday to the Building Supervisor or an arranged time). Or if other arrangements have been made with Building Supervisor, please do that.

 

III.  ORDER OF PRIORITIES FOR BUILDING USE

 

A.   Parish Events

1.       Religious Education programs - regular schedule or extracurricular with no scheduling conflicts

2.       Preschool for regular school hours or extracurricular scheduling for preschool if a church affiliated activity is not in conflict

3.       Parish Council, Faith Formation, Youth Ministry, and committees coordinated through parish office

4.       Parish Festival and Bazaar

5.       Parish Gatherings: Senior Breakfast, Appreciation Dinner, Parish Gathering (coffee and donuts) etc.

 

      B.   Parishioners

Individuals from St. John’s or St. Joseph’s parish formally registered active members.

 

      C.   Community Activities & Other

Established Community Activities: i.e. AA, Girl Scouts, Boy Scouts, 4-H,

Elections, Home School Parents. (Building Supervisor and/or the PPC Executive Committee will determine whether a non-parishioner or other organization may use the facilities. Special requests will be considered on a case-by-case basis)

 

IV.    RENTAL FEES AND SECURITY DEPOSIT

 

A.      Any St. John or St. Joseph sponsored organization (renter) shall not be charged a fee;   however, the renter must clean areas used after the activity.

 

B.   Registered St. John or St. Joseph parishioners shall be charged a security deposit for

personal  use.  Rental fees for parishioners shall be for their personal use only, the hall is not to be used for a fund raising event without permission from Building Supervisor and/or the PPC  Executive Committee.

 

                        1.   Renting the Hall

a.   Parishioners: $175 for first 4 hours, $25 per hour for each additional hour, plus deposit of $100

            b.   Non-Parishioners: $475 plus $100 deposit

            c.   Weddings: Parishioners ONLY -  $750 for first 5 hours, $25 per hour for each additional hour,  plus $250 deposit

 

Two checks payable to St. John the Baptist Church shall be delivered with signed contract. One check for the full rental amount and one for the security deposit. The rental check will be deposited immediately. The security deposit will be returned within 14 days after your function providing that all of the guidelines have been adhered to and/or subject to any damages or miscellaneous expenses incurred during the rental period. If the damages amount to more than the security deposit, the renter will be responsible for all costs to repair the hall to its original condition.

 

V.      CAPACITY

 

The maximum capacity of the hall shall be two hundred and sixty seven (267) people. 

 

VI.    RULES AND REGUATIONS WHILE USING ST. JOHN’S FACILITIES

 

TO: ALL GROUPS, INDIVIDUALS, and ORGANIZATIONS

 

A.      No one may use the facilities without permission. Permission is granted through the Parish Secretary and keys may be obtained from the Building Supervisor, Jamie Graf (812-637-0598).

 

B.      WARNING-persons or groups found inside the building without proper permission will be considered trespassers.

 

C.      Damage to the building that occurs during the use of the facilities must be reported to Building Supervisor and those responsible will pay for damages.

 

D.      All groups and individuals, while using the facilities, will conduct themselves in an orderly manner.

 

E.      Kitchen utensils, dish towels, etc., may be used, but must not be taken from the building. If items are missing, an additional fee will be charged. Items used MUST be cleaned and put away in proper place. If items are not left clean and put away, an additional fee will be charged.

 

F.      Please respect property of St. John the Baptist. Use caution when setting up and taking down tables and chairs. DO NOT DRAG OR SLIDE chairs, tables and deliveries to kitchen on the floor. Please lift and set into place. Roll tables and racks with caution!

 

G.     Use trash containers for trash only.

 

H.      No alcoholic beverages are permitted during parish-sponsored events for children. (i.e. youth group events)

 

I.         No smoking is permitted in the facility.

 

J.       Make sure all people leave the building when you leave. Children are not to be left unsupervised in the building or on the grounds.

 

K.      All renters and organizations will spot-mop any spills or accidents.

 

L.       Secure facilities when leaving at all times. (Lock doors and close windows).

 

M.     Permission to use the playground must be obtained prior to the event. Children MUST have adult supervision at all times. Playground  and equipment must be left in good, clean condition.

 

N.      The renter is responsible for any unauthorized groups entering the building.

 

O.     Children, under the age of 18, are not allowed in the building without adult supervision.

 

P.      Groups or individuals that prop open doors are responsible for any damages or misconduct that occurs by individuals that may enter the building while the doors are open. Please keep doors closed for proper heat and air conditioning operation.

 

Q.     Use of profanity is prohibited and its use may result in expulsion.

 

R.      Failure to comply with the rules and regulations will cause immediate expulsion from the premises.

 

S.      The telephone shall not be used for long distance calls under any circumstances! Any long distance calls made will be charged back to the person or group using the building at the time, or to the person making the call.

 

REPORT ANY UNUSUAL CONDITIONS TO THE PARISH OFFICE (576-4302) OR BUILDING SUPERVISOR IMMEDIATELY!!

 

VII.               POLICIES

  1. After use of building the renter shall be responsible for bagging all trash and paper waste and placing it in the dumpster; taking down decorations, and putting tables and chairs back into original positions; wipe off tables and counters that were used. Cleaning and putting away items of the parish that was used; dust mopping, sweeping and wet mopping as needed.

 

  1. If the owner has to do any amount of the cleanup that is specified in “A” above, the

      deposit will be kept for the work entailed.

 

  1. The cleanup as specified in “A” above will be completed by the renter no later

than the termination of the lease agreement.

 

  1. If renter does cleanup as specified in ”A” above, no damage has occurred, and the key is returned, the damage deposit will be refunded in full.

 

  1. Any damage occurring in excess of deposit shall be billed to the renter of the facility regardless of who did the damages.

 

  1. The parking lot, shelter, playground and surrounding areas that were occupied must be cleaned up. If not, the deposit will not be refunded.

 

  1. Chairs, tables, picnic tables are not to leave the grounds. These items are not for rent.

 

VIII.            DECORATIONS AND PROPERTIES:

 

  1. A limit of one day will be allotted to decorate and to remove decorations brought in for the event, subject to availability.

 

  1. No decorations are permitted to be hung on the walls or ceiling. Only table decorations can be used.  No free flying balloons, sparklers, confetti, birdseed, or party poppers are to be used. .  No open flames in the hall, table decorations must have glass globes.

 

  1. Decorations in the hall must be approved by the parish office or Building Supervisor and the tenant is responsible for installation.

 

  1. All fire codes must be obeyed. Do not block exit doors.

 

IX.                RENTAL RULES

 

  1. Parishioners include only those who are currently registered members of St John & St. Joseph Parishes.

 

  1. First party to rent facility and pay fees shall have priority on reservation.

 

  1. All activities must be scheduled for a specific amount of time and end when the allotted time is over.  No event can continue past 1:00am.

 

D.      A written cancellation request must be received by the Church office. Refund will occur as follows: 

·         If the written cancellation is received less than 30 days prior to the event-full refund less a $150 cancellation fee.

 

  1. A signed contract, full payment plus security deposit for rental of the facilities must be delivered to the parish secretary before the building is leased.

 

  1. An adult twenty-one (21) years of age must be present during the event and shall accept full responsibility. (If other than the renter, that persons name shall be provided to the Parish Office before the event commences.)

 

  1. Rental will not be extended to anyone under the age of 21.

 

  1. The person signing the rental contact must be present at the event and cannot sublet to others either within or outside of the parish.

 

  1. Any damage should be reported to the Parish Office or Building Supervisor immediately.

 

  1. The distribution of alcoholic beverages at any event is subject to the laws of the Indiana Alcoholic Beverage Commission. The renter must obtain all permits for distribution of alcoholic beverages, when applicable and provide proof of insurance to the Parish.

 

  1. St. John the Baptist Parish is not responsible for the loss of personal property and/or accidents. The renting party will indemnify, defend and hold harmless St. John the Baptist Parish from all claims, actions, demands, costs and attorney fees resulting from the use of the facility named in the application.

 

 

 

 

 

TO:  ALL INDIVIDUALS USING THE PARISH HALL

 

RE:  CHECKLIST FOR CLOSING THE PARISH HALL

 

q     Make sure all spills are cleaned up and floor is swept and (if needed) mopped.

q     Food and drinks are removed.

q     Parish items used are cleaned and put away.

q     Counters and tables are cleaned.

q     Appliances are turned off.

q     Refrigerator cleaned out.

q     Tables and chairs are put away. Please lift, don’t drag.

q     All lights are turned off.

q     All doors and windows are closed and locked.

q     No children are left in the building unattended.

q     All trash is taken to the dumpster.

q     Restrooms are in order.

q     Playground is in order and gates are secured.

q     Nothing was destroyed or broken on playground.

q     Parking lot and shelter areas are clean and in order.

q     Thermostat set back to original setting.

 

 

 

 

 

 

 

Needed Repairs or comments:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The above items have been taken care of.

 

 

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                        Renter   Sign                                                                              Date