in order to use Facilities Management eXpress.
GENERAL GUIDELINES FOR USE OF FACILITIES
Statement of Policy:
Facilities Use Policy Ensures:
• stewardship of generous contributions and resource from Faith’s members
• adequate facilities exist to effectively carry out the ministry objectives and goals
• such facilities are properly protected against loss or misuse
• wise stewardship of the contributions and resources obtained from Faith’s members are being used for energy conservation, cost reductions and safety measures
• the life of the facilities is extended through a proper maintenance program.
.01 The programs and activities of special groups requesting building usage must be consistent with Faith Baptist Church's statement of purpose and ministry philosophy. At the same time, Faith Baptist Church realizes evangelistic opportunities are possible by letting special groups whose purpose is religiously neutral utilize these facilities. Such requests will be reviewed by the pastoral leadership team on a case-by-case basis for consideration. It is to be understood that the facilities and equipment of Faith Baptist Church exist for the primary purpose of being used by its members through its organizations and ministries.
.02 Activities and programs are limited to the space that is assigned.
.03 Regularly scheduled meetings, special events and activities of Faith Baptist Church have first priority. Other church related meetings and functions will have second priority Non-Profit or ministry related outside groups including government agencies) Facility use request will be considered for approval when the facilities are not already scheduled for use by a church function
.04 Facilities are not generally available to outside groups for fund raising or for profit making activities. However, profit making groups will be considered on a case-by-case basis if such profit is minimal and the groups’ purpose promotes a biblical worldview.
.05 Organizations engaged in partisan political campaigns are not eligible to use church facilities for their programs.
.06 If activities involving physical exertion are involved, an Activity Participation Agreement Form SG 2.9.04 for each person under the age of eighteen (18) must be completed as well.
.07 A Certificate of Insurance must be provided to Faith Baptist Church by all organizations for the purpose of covering liability and property damage or accidents that might occur on church property.
.01 A Schedule Request using the church calendar (www.faithnc.gofmx.com) must be completed online. Additional forms and information may also be requested before approval.
.02 Outside groups / organizations desiring to use the facility must also complete a Use of Facilities Questionnaire (Outside Groups) Form GG 2.0.02 for pastoral leadership team review.
.03 All usage fees are to be paid through the Administration's office including a non-refundable reservation deposit of $50.00. The total fee must be paid no less than two weeks before the date of the event. The Facilities Manager will complete a Facilities Expense Reimbursement Summary Form GG 2.0.03. This form will be the basis of billing for usage fees and expense reimbursements relating to the use of the facilities.
3.0 GUIDELINES FOR USE OF FACILITIES
.01 The conduct of all persons attending the event is expected to be respectful of the environment as a Christian place of worship.
.02 When children are in attendance they must be under the control supervision of their parents or adults at all times and are not permitted to roam freely on church property.
.03 If facility keys need to be issued, keys will be obtained from the Facilities Manager using a Key Request Transmittal Form and returned immediately after use using same form.
.04 Smoking and the use of alcoholic beverages or illegal substances are not permitted in the buildings or on the grounds of the church.
.05 Dining or the serving of food is limited to pre-approved designated areas.
.06 The user is expected to leave the building reasonably clean and remove all items associated with their usage immediately following the event.
.07 The representative will be held responsible for any damage done to church property associated with the scheduled event.
.08 The representative assumes liability for injuries to persons attending the event and for damages or loss of user's property.
4.0 BUILDING USE PROCEDURES
.01 The group representative of the group must submit a Schedule Request via the Church Calendar (www.faithnc.gofmx.com) and, if necessary, a Use of Facilities Questionnaire (Outside Groups) Form GG 2.0.02 at least three (3) weeks in advance of an activity with the Administration office.
.02 If the request is approved, the ministry liaison or organization representative is responsible for securing building keys on the last business day before the event from the Facilities Manager’s office.
.03 After building use, cleanup all the areas used. The area should be returned to the same condition before your use. If using the church kitchen, follow all kitchen use policies as enumerated in the following Special Guidelines Regarding Use of: 3.0 Kitchen.
.04 Turn out all lights.
.05 Secure the building by checking all exterior doors.
.06 Report any maintenance problems and damages to the Facilities Manager’s office.
.07 Turn in keys to the Facilities Manager’s office on next business day.
5.0 CALENDAR REQUEST GUIDELINES
.01 All dates for the CHURCH CALENDAR must be submitted to the church office using a Schedule Request via the Church Calendar (www.faithnc.gofmx.com and, if necessary, a Use of Facilities Questionnaire (Outside Groups) Form GG 2.0.02. Forms are available from www.faithnc.org/usingourfacilities .
.02 Management will review all request and determine:
if the request requires additional information/ forms
needs to be routed to the Pastoral Leadership Team for review
decline those that do not meet our policy approve if no additional changes
.03 Please indicate all facilities and other service needs (i.e. food, sound, air-conditioning/heating, etc.) on the appropriate forms.
.04 Schedule Request will be reviewed by the staff each week to determine if there are any calendar conflicts. Requests are scheduled on a "first come, first serve" basis.
.05 After a request has been made and approved, or in case of any conflicts, the Facilities Manager will notify you as soon as possible.
6.0 SCHEDULE, SET-UP AND CLEAN-UP
.01 The user, or a representative, must meet with the Facilities Manager after the reservation is approved. This meeting is to review conditions of the church for usage, the expectations and needs for the event, set a schedule for room set up per the Room Set-Up Request Form GG 6.0.01 and clean-up. The last business day before the scheduled activity a walk-thru shall be performed by the Facilities Manager and the user’s representative.
.02 A schedule of fees for building usage, custodial and/or technical service, and other financial commitments necessary for the event can be found on the Facilities Expense Reimbursement Summary Form GG 2.0.03.
.03 Additional times for rehearsals, the moving of equipment in or out, etc. must be included in the original schedule request.
7.0 PUBLICITY AND PROMOTION
.01 Publicity material and public service announcements in which Faith Baptist Church's name is used must have prior approval by the Church Administrator.
.02 The sale of admission tickets to the event must be handled by the user. When tickets are sold in the church office, a fee may be charged for this service.
.03 The church expects to cooperate with the user of the facility. However, the user must understand the work of ministry at Faith Baptist Church will always come first.
8.0 AFTER HOURS ENTRY INTO FACILITIES
.01 Faith Baptist Church facilities are open Monday through Thursday from 9:00 a.m. to 5:00 p.m. If facilities need to be entered after normal hours, prior arrangement must be made with the Facilities Manager. Facilities Manager or delegate will use the Door Unlock and Lock times provided in the original Schedule Request online at faithnc.gofmx.com
.02 The Facilities Manager will be responsible for handling emergency calls related to scheduled event.
9.0 SPECIAL PROCEDURES FOR MAJOR EVENTS (Concerts, special shows, etc.)
.01 All major events will require the presence of an adequate number of Faith Baptist Church security personnel and ushers (if applicable).
.02 Faith Baptist Church security personnel will control all access into the building until the open door signal is given to the ushers.
.03 Security will allow those with handicaps to enter early and wait in assigned areas only.
.04 Communications between event personnel will be by the use of church-owned handheld radios.
.05 Approximately ten minutes prior to the scheduled door open time, the Ministry PIC (person-in-charge) and security will ensure that the auditorium is clear. All persons not in the program will be ushered out. All seating will be "first-come, first-serve" method will be followed.
.06 Once the doors are officially open, the ushers will control all entry into the building.