Providence United Methodist Church
WEDDING POLICY AND PROCEDURES
Weddings are part of worship for ProvidenceUnitedMethodistChurch. The marriage covenant is a worship service in which two people join their lives together and establish a Christian home. If you desire to be married by a pastor in ProvidenceUnitedMethodistChurch, then you are asking specifically for a Christian marriage and are expressing your intention to be a part of the Christian community after the wedding.
Weare happy to extend everyassistance to you for your wedding. Carefully review the church's official policies and procedures. The pastor and staff intend to conduct your wedding ceremony with the greatest respect for you and our church.
SCHEDULING THE WEDDING
If you are a member, your wedding can be tentatively scheduled but cannot be confirmed until the bride has met with a Providence UMC Wedding Coordinator and all forms and fees have been returned to the church office. The exact date and time of the wedding will also need to be determined and confirmed against the church calendar.
The pastor from ProvidenceUnitedMethodistChurch will perform the wedding. If a specific pastor is desired or is desired to assist, the presiding Providence Pastor will contact and invite that pastor. The name and contact information should be given to the church office secretary.
Members of Providence may reserve facilities as far in advance as they wish. (To be considered a member, the bride, groom, or their parents must have been a member of ProvidenceUnitedMethodistChurch for a minimum of six months prior to the wedding date.)
A non-member’s wedding may be scheduled not more than 120 days prior to the ceremony. This permits members of the church to have a preference of dates.
No date should be announced until the Pastoral Confirmation has been made and the reservation sheet and wedding fees have been returned to the church office.
Rehearsals should begin no later than 6:00 p.m. the day prior to the wedding. Weddings may not be scheduled later than 7:00 p.m.
FACILITIES AVAILABLE
Sanctuary
Seating capacities: Sanctuary – 300 (350 if chairs from choir are used)
Gathering Hall – May be used for receptions and will accommodate approximately 300 people
No food or drink is allowed in the sanctuary. Food is allowed in the Gathering Area only, with the exception of light snacks and water where the wedding party is dressing. You are responsible for all clean up.
If requested in advance with the Wedding Coordinator, facilities will be provided for the bride and groom to dress at the church.
If the wedding includes 50 or more people (the wedding party and guests) the following fee schedules will apply.
FEES
MEMBERS
There is no charge to members for use of the sanctuary. (See above for definition of member)
However, there are fees which cover services and utilities.
These fees are:
Security Deposit $500.00*
Wedding Coordinator$250.00
Church Pianist $200.00**
Sound Technician$100.00
Janitorial $175.00
Nursery $50.00 (if requested)
Pastor’s honorarium is not listed in the above fees.
*Security Deposit secures the date and is refundable after the wedding, provided there is no damage to the building or premises. You may chose to apply the refunded deposit to the additional wedding fees.
** You may secure your own pianist, but if you would like to use ours, the fee includes one consultation with the pianist, the rehearsal, and the wedding. A fee of $25 is charged for each additional meeting or rehearsal.
Members Cancellation Policy
If the wedding is cancelled 30 days or more prior to the wedding date, all fees will be refunded with the exception of a $100.00 administrative fee. Should the wedding be cancelled within 30 days of the wedding date the $100.00 administrative fee will be subtracted from the security deposit and none of the additional wedding fees will be refunded.
NON-MEMBERS
Security Deposit $500.00*
Sanctuary $500 .00
Pastor/Counseling Fee$ 250.00
Wedding Coordinator $250.00
Church Pianist $200.00**
Janitorial $175.00
Sound Technician$100.00
Nursery $50.00 (if requested)
*Security Deposit secures the date and is refundable after the wedding provided there is no damage to the building or premises.You may chose to apply the refunded deposit to the additional wedding fees.
**You may secure your own pianist, but if you would like to use ours, the fee includes one consultation with the pianist, the rehearsal, and the wedding. A fee of $25 is charged for each additional meeting or rehearsal.
Reservations for a non-member wedding can not be confirmed until 120 days prior to the wedding date. Fees for the use of the building are to be paid at the time of the reservation. No dates are confirmed until the wedding reservation sheets and the fees are received in the church office.
Non-Members Cancellation Policy
In the event of a cancellation prior to 30 days before the wedding date, all fees will be refunded with the exception of a $100.00 administrative fee. NO security deposit or fees will be refunded when the cancellation is less than 30 days prior to the wedding date.
PASTOR
The pastor of Providence United Methodist Church will officiate all wedding services. Upon invitation by the pastor of Providence, the pastor of another congregation may assist.
Not less than 120 days prior to the wedding, couples should contact the pastor of Providence United Methodist Church to schedule pre-marital counseling. Three pre-marital counseling sessions are required. There is no charge for pre-marital counseling or pastoral services for members of Providence United Methodist Church. Non-members will be charged a Pastor/Counseling Fee for all pastoral and counseling services associated with a wedding.
WEDDING COORDINATOR
A PUMC Wedding Coordinator is required for all weddings. In cooperation with the officiating pastor, the coordinator will conduct the rehearsal and will also assist the pastor and the wedding party in the process of the ceremony. A pre-wedding consultation must be scheduled regarding the rehearsal and the wedding.
An initial meeting with the wedding coordinator must be scheduled before a tentative wedding date may be placed on the calendar.
MUSIC
Because of the importance of music at a worship service, the music director should be consulted early in the wedding planning process and all music must be approved by the PUMC Music Director. The music that is sung or played has great power to reflect the Christian joy of this event. The music director may provide guidance in the selection of appropriate music for the wedding service.
Hymns are an excellent means of providing a congregational response to the marriage covenant ceremony. Vocal soloists and instrumentalists may also be included.
Many secular songs are not appropriate for a service of worship. Any questions concerning appropriate music should be directed to the Music Director.
The pre-wedding consultation with the pianist should be scheduled a minimum of two months in advance. If there are instrumentalists to be involved, they should be hired at least three to four months in advance. At the consultation, music will be selected, including processionals, recessional, hymns, and solos.
A pianist of this church isavailable for weddings. The pianist’s fee includes: One (1) consultation for selecting wedding music, playing at the wedding rehearsal, and playing at the wedding. An additional fee of $25 will be charged for each additional consultation or rehearsal.
Soloists and instrumentalists should be trained and experienced. A rehearsal is required prior to the service. The soloist or instrumentalist should have the music prepared prior to the rehearsal.
Sound Equipment: All sound equipment must be operated by a PUMC trained sound technician. The Wedding Consultant will coordinate this individual for the rehearsal and the wedding.
REHEARSAL
The rehearsal should take place the day prior to the wedding. The bride and groom should insist that all members of the wedding party be prompt. It is recommended that the wedding party arrive one-half hour earlier. All members of the wedding party, ushers, and both sets of parents should be present. The rehearsal should begin no later than 6 p.m. Members of the wedding party are reminded throughout the entire rehearsal they are in a holy place dedicated to God and are expected to act and dress appropriately.
The Wedding Coordinator and the pastor will be in charge of the rehearsal and wedding.
The marriage license should be delivered to the pastor at or before the rehearsal.
USE OF ALCOHOL & DRUGS
No smoking or alcoholic beverages are permitted on the church property (including parking lot). Any person who is in possession or under the influence of either will not be permitted to participate in the rehearsal or the Service of Christian Marriage. This policy is strictly enforced.
DECORATIONS & FLORIST GUIDELINES
Our sanctuary is a room of beauty and dignity. Few decorations for a wedding are necessary. We request that the following policiesbe observed:
1.Chancel & Altar Flowers
a) Fresh floral arrangements maybe placed on each side of the altar itself.
b) You may also place fresh flowers or greenery up to 42 inches high on the altar beneath the cross and candles located there.
c) If your wedding takes place in the Sanctuary on Saturday, we request that altar flowers be left in place until after Sunday morning worship services. A notation will be made in the bulletin that the flowers are from your wedding, and if you wish to dedicate them in honor of or in memory of someone, please advise the PUMC Wedding Coordinator so that information can also be printed.
d) No tacks, screws, nails, scotch tape, etc may be used on the walls, furnishings, railings or floor.
f) The Altar Table, Baptismal Font, the Pulpit, and the Hymnals may not be removed. The pulpit chairs, the cross, the candlesticks, and the bible may be moved under the supervision of the Wedding Coordinator.
2. Candles
Only dripless taper candles or pillar candles may be used. When using candles a drop cloth must be used to protect the building and carpet from candle wax and moisture.
Baldwin Fire Code restricts the use of candles in other areas.
3. Other Flowers
a) Flowers or bows may be helpful to designate family pews. Your florist should provide clips or bands to attach these without damage to the chairs.
b) Flowers on the Sanctuary doors (attach with suction cup wreath hangers) or an arrangement in the narthex may be used to provide a welcome to your guests.
c) Our policy suggests that flower girls should carry baskets of flowers or small bouquets. If an aisle runner is not used, we ask that no flowers be dropped onto the floor.
d) Any other flowers or decorations are subject to the approval of the wedding coordinator. All decorations except altar flowers should be removed immediately following the ceremony, and all church properties should be left in their original conditions.
Flowers are to be delivered no earlier than five hours prior to the wedding. On the day of the wedding the delivery florist may call the wedding consultant to obtain entrance to the building.
PHOTOGRAPHER AND VIDEO POLICY
We desire that you have the best possible pictorial or video record of your wedding. The bride is requested to review carefully these policies and present a copy to the photographer or video operator.
a) Cameras with flash attachments are not allowed in the Sanctuary thirty minutes prior to the wedding or earlier than the dismissal by the minister. The photographer may take pictures before or after the ceremony in any part of the building. Pictures of the bride entering the sanctuary, the actual wedding ceremony, and the bride/groom exiting the sanctuary may be taken ONLY from the back of the church, and WITHOUT a flash. The bridal party may reassemble following the ceremony for pictures.
b) Video taping of weddings is permitted only in a way that is not distracting from the worship service. No auxiliary lighting may be used. Please confer with the Wedding Coordinator concerning placement of cameras. No equipment may be attached to any railing or carpeting.
c) Photographers and video operators are restricted from standing on furniture or placing equipment on any furniture that would cause damage. The photographer or video operator will be held responsible for any damage.
Failure to comply with any of these rules will result in the photographer or video operator not being allowed to perform further services at ProvidenceUnitedMethodistChurch.
CHILDREN
Our policy recommends that flowers girls and ring bearers should be at least four years old.
A nursery for children who are not attending the wedding will be provided if requested by the bride and the fee paid.
DRESSING ROOMS
A room for the bride and her attendants will be furnished close to the sanctuary. This may be used for dressing and/or gathering prior to the wedding service. A room for the groom and his groomsmen will be provided on the opposite side of the sanctuary. The groom and his groomsmen may use this room to gather and to dress if needed. Light refreshments may be served, but please be reminded that No Alcoholic beverages are allowed on church premises. All items should be removed from both rooms no later than two hours following the service. The wedding party is responsible for the cleanup.
WEDDING DRESS
If the wedding dress is to be delivered to the church, it is to be delivered on the day of the wedding and not prior to that time. The church will not be held responsible for the dress while it is in the church facilities. Please discuss this with the wedding coordinator.
PERSONAL ITEMS AND VALUABLES
PUMC will not be held responsible for any personal items, reception items, or wedding items lost, stolen or damaged. It is suggested that someone be assigned responsibility for such items.
ORDER OF WORSHIP
An order of worship may be used for the service. The family will be responsible for preparation and printing of this order. Your PUMC Wedding Coordinator will be glad to assist you will sample worship services. A proof should be brought to the church office prior to printing for proofing by the pastor and/or wedding coordinator.
RECEPTION COORDINATOR
The Wedding Coordinator shall coordinate plans for all wedding receptions at the church. The caterer should contact her concerning plans and facility needs. She will be at the church during the reception.
RECEPTIONS
The Church Gathering Area & Patio is available for wedding receptions. Extra fees are required to cover the expense of this use. The reception must be scheduled when the wedding date is confirmed.
The Wedding Coordinator is required to be present for the reception. Arrangements must be made through our church office before it can be placed on the calendar.
A licensed caterer should be used and provide a copy of the license and Food Handler’s Permit from the Board of Health at least 30 days prior to the reception. The caterer must furnish all food, drinks, serving dishes, utensils, and table linens. No food will be availablefrom our kitchen. Any persons handling food in the kitchen must have a Food Handlers Permit from the Board of Health. The Kitchen will be clean and should be left in the condition it is found.
Three hours of time are included in the rental of the Gathering Area. Hours required beyond the 3 will accrue at $50 per hour.
All receptions shall strictly observe the following:
1. No alcoholic beverages are permitted.
2. No smoking is permitted in the church building.
3. No rice, bird seed, or confetti is permitted during the wedding celebrationinside or outside.
Bubbles or rose petals (silk or natural) are recommended.
4. Saturday night weddings and receptions must conclude by 10 pm.
RECEPTION FEES
Non-Members
Gathering Area $ 500.00 (includes patio)
Complete Guidelines will be provided for the Gathering Area and the Kitchen if this area of PUMC is used.
Disclaimer for Members and Non-Members:
Damage to Property of Providence United Methodist Church
User has herewith delivered to the Church the sum of $500.00 as a security deposit, to be (1) returned to User within 7 business days after the Church inspects the areas used during the event and is satisfied with the condition thereof following the event or (2) applied by the Church to cover any costs incurred to repair or replace any damage caused during the event. The user's financial responsibility is not limited to the amount of the security deposit and User shall pay, upon demand, together with interest at the rate of 10%, all costs in excess of said security deposit in the event of damage.
PROVIDENCEUNITED METHODIST CHURCH
WEDDING RESERVATION SHEET
(Please return to Church Office)