Facility Policy Acknowledgement

Last update:  02/01/2025
Bethany Lutheran Church is pleased to be able to share its facilities with people from the community, both members and non-members alike. It is a part of our commitment to be hospitable in the name and spirit of Jesus. The following policy has been developed to ensure that all will be welcomed and served in a safe, well-cared for, and harmonious environment. We want all our guests and our staff to be received and treated with the respect due to all children of God. For purposes of this policy, the Responsible Party is defined as the requesting individual or the group representative.
 
Use and Care of the Facility
□ Security and safety are top priorities at Bethany Lutheran Church. While using the facility, only the room(s) requested as part of the facility use agreement will be made available. When done with the room, the lights should be turned off and the door(s) locked properly (for those doors that do not require a key).
□ Nothing is to be placed on the Altar, Communion Tables, organ, or piano in the Sanctuary. These items can only be moved by an authorized person designated by a staff member of Bethany Lutheran Church.
□ Any damage to the facility or grounds as the result of the event will be paid for by the responsible party or group executing this agreement.
□ All persons and properties may occupy the building as scheduled (normally not earlier than 7am and not later than 10pm), including time for setup and clean up. The premises must be vacated at the time specified when the reservation is confirmed to avoid additional building use fees. Additional custodial fees may be charged for extended use of the building.
□ Bethany will make every effort to return property left on the premises to its rightful owners. However, any unclaimed property left on the premises after thirty (30) days shall be considered abandoned and may become the property of Bethany Lutheran Church.
□ If at any time, in the judgment of Bethany Lutheran Church, the use of the facility is illegal, indecent, obscene, or immoral, the occupant shall either cease and desist from continuing such objectionable use or will surrender the use of the facility.
□ No tobacco, marijuana, drugs, or other chemicals are permitted within the facility at any time. For outside groups using the facility, smoking is not allowed. Violators will be subject to appropriate disciplinary action, including the possible cancellation of the event and/or use of the facility and use of local law enforcement authorities as necessary. Each group hereby releases Bethany Lutheran Church and its Officers, agents, employees and representatives from any loss or damage occasioned by such cancellations.
□ Alcohol (defined herein as specifically limited to beer and wine) may be served under the following conditions:
  • The responsible party meets the insurance requirement (see “Insurance and Liability”, p. 2)
  • All events including alcohol need to be pre-approved by the Facilities Manager or the Lead Pastor
  • Bethany reserves the right to prohibit the use of alcohol at an event.
□ All children under the age of 18 must be properly supervised at all times on the church property.
□ No scotch tape, adhesive, masking tape, etc. may be used on any surface of the building or on furnishings without prior approval from a member of Bethany’s staff. Easels are available for posters/signs at no additional cost.
□ No painting, carpentry or other construction work may be done on the premises without prior approval from a member of Bethany’s staff. No flammable liquids, fire producing chemicals or open flame of any form may be used on the premises at any time.
□ The number of persons occupying a specific room or area may not exceed the number allowed as indicated at the time the reservation is confirmed.  The group itself, not Bethany Lutheran Church, is responsible for enforcing this.
□ No food or drink shall be taken into the sanctuary, or any other specified areas of the building as indicated on the reservation form.
□ No person or group shall sell or cause to be sold any items on the property without express approval from the Facility Manager and the Lead Pastor.  With prior approval, a table in the Narthex may be used for ticket or product sales.
□ All of the pianos at Bethany Lutheran Church are tuned on a regular basis. Any requests to tune a piano for a specific event must be approved. The cost of the special tuning will be the responsibility of the person or group.  In addition, please do not set anything on the piano at any time.
□ All portions of the sidewalks, parking lots, entrance passages, vestibules, hallways, all ways of access to public utilities of the premises and house lighting attachments shall be kept unobstructed and will not be used for any other purpose than it was intended.
□ Bethany Lutheran Church and its authorized representatives shall, at any time before and during the time of the event, have immediate access to any area in use by the occupant.
□ All property, including tables and chairs, shall be left as found. Any person or group using the kitchen facilities, nursery area or any other room(s) agrees to leave the facilities and its contents clean and free of debris.
□ Any advertising, publicity, posters, or other printed material using the name or logo of Bethany Lutheran Church must receive prior approval from the Lead Pastor or the Communications Manager.
□ The authorized group representative is responsible for the conduct of the members of the group. This includes limiting the noise level of the event (as appropriate) and keeping group members within the allowed areas.
Any individuals or groups who display inappropriate conduct will be asked to leave the building. This includes disrespect for staff, members, volunteers, or other users of the facility.
 
Reservation Process
□ A written request for use of the building must be submitted at least one month prior to the scheduled event.
All requests will be reviewed and approved based on the building use schedule and the appropriateness of the event to the mission of Bethany Lutheran Church.
□ Events may be preliminarily scheduled up to one year in advance.  However, Bethany Lutheran Church reserves the right to change the reservation up to six months prior to the event. Bethany Lutheran Church will make all reasonable efforts to confirm the reservation as soon as possible after the reservation has been received, but no later than six months prior to the event.
□ Ongoing events may reserve space for an initial three-month period and then for up to one year at a time following the initial period.
□ All confirmed reservations are subject to cancellation or to change of space, date, or time due to unforeseen events such as funerals, memorial services, etc. Refunds will be made for events that are cancelled due to church-related functions.
□ Final arrangements for use of the building must be confirmed one month prior to the scheduled event and any set-up needs must be requested at or prior to that time. Any further changes must be submitted at least two weeks in advance.
□ In scheduling events, church-related activities will take priority over requests from outside groups.
□ A deposit is required at the time the reservation is confirmed unless otherwise approved. The entire balance due must be paid to Bethany Lutheran Church on or before the date of the event unless other arrangements have been made (i.e., invoice process). Bethany Lutheran Church reserves the right to assess additional fees following completion of the event if there is excessive or extended use, damage, additional setups, etc.
□ No room may be reserved for more than 24 consecutive hours without special permission/approval from the Facility Manager.
□ Any cancellations made at least one month prior to the event will be accepted without forfeit of deposit money.
Cancellations made less than one month in advance will automatically forfeit deposit monies.
□ Any group meeting on a regular basis must inform the church office of any changes to the regular schedule to avoid any additional “no show” charges.
□ The responsible party for any function serving alcohol must follow the specified procedures for doing so. Any function held at Bethany Lutheran Church at which alcohol is served must meet all State of Colorado certification requirements for serving alcohol.
Insurance and Liability
□ Unless other arrangements have been made with the Facility Manager, any group using the facility shall obtain, at its own cost, public liability insurance to cover the use of the facility for its scheduled function in the sum of not less than $250,000 for each person injured or killed and not less than $500,000 per occurrence for the injury or death of one or more person, and property damage insurance in the sum of not less than $250,000 for each occurrence and naming Bethany Lutheran Church as additional insured. A copy of this insurance policy or a certificate will be provided to Bethany Lutheran Church upon execution of this agreement.
□ The responsible party for an event serving alcohol must provide Bethany with a certificate of liability insurance naming Bethany Lutheran Church as an additional insured at least 14 days prior to the event. It must be stated that liquor liability is included in the coverage for that event.
□ The person or group using the facility shall remain liable and hold Bethany Lutheran Church harmless for any claims arising from their use or occupancy of the facility, including the person or group’s negligence and claims for bodily injury, death, and property damage. Bethany Lutheran Church is not responsible for injury or damage that may occur due to the willful and wanton misconduct of Bethany Lutheran Church, its officers, agents, or employees.
* I "Main Contact" acknowledge receipt of the Bethany Lutheran Church facility policy.

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