FACILITIES

USAGE

GUIDELINES

Keep watch over yourselves and all the flock of which the Holy Spirit has made you overseers, to shepherd the church of God… Acts 20:28

Revised 11/01/2007

Table of Contents

Facilities Usage Policies

Statement of Purpose and Practice 3

General Policy 4

Restrictions 5-6

Prohibited Activities 7

Church Décor/Plaques and Memorials 8

Usage Fees

Room Usage 9

Parking 10

FORM

Facilities Request Form 11

Food Service Guidelines 12

FORM

Food Service Request 13

Security and Reasonable Care Contract 14-15


Dunwoody United Methodist Church

Facilities Usage Policies

Statement of Purpose and Practice

Dunwoody United Methodist Church facilities and properties are first and foremost places of worship, entrusted to the care and safe keeping of the current congregation. Many Christian believers, past and present, have made heartfelt, faithful contributions to the life and ministry of this church and to its beauty. The giving of tithes and offerings, time, talent, and love to this church over the years has created a place that must be maintained and preserved as a living testimony of devotion to God. Dunwoody United Methodist Church has a rich heritage that should be respected primarily as a spiritual and holy place deserving of reverence and preservation. The spiritual ministry and mission of the church will always be the first and foremost consideration when requests are made for using the church buildings and grounds.

A spirit of cooperation exists with community, civic groups, other non-profit organizations, and individuals regarding the use of the church's buildings and grounds. While it is the church's desire to share its facilities within reasonable and established limits, at no time will any outside entity be allowed to interfere with functions that represent one of Dunwoody United Methodist Church's ministries or worship services.

All events that are not deemed to be a part of the direct ministry of Dunwoody United Methodist Church require extra work on the part of personnel including additional set-up, break-down, clean up, wear and tear, heating/cooling, and security. Therefore, the church will attempt to recover these costs through deposits and fees assessed for the usage of the church's facilities.

You shall keep my Sabbaths and reverence my sanctuary: I am the Lord. Leviticus 19:30.

It is the hope of Dunwoody United Methodist Church that what has been preserved and given to the current congregation by those who have preceded us here will be esteemed and protected for those who will follow us. It cannot be assumed that all who wish to use the facilities and grounds believe as we believe. However, it must be made clear that no one denigrates nor defrauds the faithful, spiritual determination and devotion that has made and continues to make this place holy and beautiful in the Lord's sight. The guidelines and policies that follow are intended to protect the church from situations that could jeopardize the sacredness of Christian faith and worship on this property. In addition, they are intended to provide guidance for proper conduct to all who use the facility while they are here. With this understanding, we welcome you to our church.


Dunwoody United Methodist Church Facilities Usage Policies

General Policy:

  1. In approving and scheduling events, first priority for usage of buildings and facilities shall be given to ministry groups and organizations which are an integral part of the ministry and mission of Dunwoody United Methodist Church.
  1. Equally important will be the scheduling of weddings and funeral services.
  1. Next priority will be given to requests from groups or institutions that are budgeted directly or indirectly through the general operating budget of the church (ex: PALS). However, these requests will still be required to adhere to the established administrative process and may be subject to the fee structure.
  1. Other religious, civic, or community functions may be allowed if approval is granted from the Facilities Committee and Senior Pastor.
  1. In general, all events will be scheduled on a first-come, first-served basis. However, approval of non-church groups will take into consideration frequency of use and previous experience with the group. It is not the intention of Dunwoody United Methodist Church to host specific, non-church groups on a regular basis, rather to allow all appropriate groups periodic access to the facility. Requests may be deferred to within six (6) months of the event. Any exceptions will require the expressed approval of the Church Administrator.
  1. All non-church related groups or individuals shall be required to pay in advance the required funds to cover damage deposits, security, labor, food service costs and preparation, utilities, and event coverage. Fees charged by the church are non-negotiable. Deposits are refundable upon cancellation of scheduled events by notifying the church in writing (fax or e-mail transmittals will be accepted) no later than 72 hours prior to the scheduled event. Telephone calls will not be deemed an acceptable means of communication. Extreme emergencies, acts of God, and unavoidable interferences must be documented in writing in the event of a last minute cancellation. The Church Administrator will consider these requests and act accordingly in the best interest of the church.
  1. Note: policies, guidelines and fees for weddings are included in a separate document available to the bride and groom.


Dunwoody United Methodist Church Facilities Usage Policies

SPECIFIC POLICIES: RESTRICTIONS/USAGE

Religious or other non-profit groups/community groups/civic organizations

1.  Online completion of a "Facilities Request" form for scheduling events, facilities and grounds of Dunwoody United Methodist Church will initiate the scheduling process. The form can be found at www.dunwoodyumc.org/facilitiesrequestform.htm. No request will be considered until the proper documentation has been received by the Church. If online access is not available paper forms are available from the Church receptionist..

  1. All details regarding date, beginning and ending times, location request, special needs, and contact name are included on the "Facilities Request" form and this information must be completed in its entirety before a request will be considered.
  1. Meeting/Activity Leaders/Staff members/Ministers using the facilities are responsible for scheduling the room/area set-up with the Calendar Coordinator. Only one contact person should be assigned to handle these details for each event. The person scheduling the event will be responsible for turning off lights and leaving the rooms/areas reasonably clean, upon departure.
  1. All events that are not directly a ministry of Dunwoody United Methodist Church will be required to sign a "Security and Reasonable Care Contract" (attached) with the church prior to receiving permission for the use of the facility.
  1. Outside groups may be asked to provide proof of liability insurance naming Dunwoody United Methodist church as co-insured.
  1. The Calendar Coordinator will screen all requests and determine the nature and disposition of all requests prior to releasing the "Facilities Request" form. If the Calendar Coordinator makes an unfavorable determination regarding the use of the buildings/grounds, the requesting party may ask the Church Administrator to review the request.
  1. If food is requested at any event it will be coordinated by the Church Hostess. The Church Hostess will determine if the facilities are available and if the church can accommodate the food request.
  1. Events requesting food service must always have at least one month’s notice and the Church Hostess will determine the feasibility and cost. It should not be assumed that the food request can be accommodated until approved by the Food Service Director.

When food services are to be provided by other than the church’s Food Service department, the caterer/food service must be approved by the Church Hostess.

9.  Once the request has been approved and all necessary paperwork has been completed, the event will be placed on the church calendar. At this time, all fees become due. Fees must be received a minimum of one week before the scheduled event takes place. (Wedding fees are handled differently subject to the Wedding Guidelines booklet.)

  1. Matters concerning rearrangement of furniture, removal of floral arrangements, use of seasonal decorations, removal of altar furniture/rails, tables, etc. must be requested in writing and specified on the "Facilities Request" form at the time the request is made. Without specific permission no furniture other than folding chairs and tables may be moved and no signage is to be placed in the building. When rooms are rearranged for extra activities (after permission is obtained), considerable care should be taken to protect the furniture and the room should be returned to the original arrangement after meeting/activity has concluded. Tables are to be picked up, not pulled across the floor. Meeting/activity leaders are responsible for compliance with this request.
  1. Non-related groups may be considered on an individual basis for one- time facility use. However, the use of the church's facilities by such groups for regular (weekly, monthly) meetings/events must be approved by the Church Administrator and Senior Pastor. These groups will also be subject to the same fee structure as all other groups.
  1. All groups (except Dunwoody United Methodist Church ministries) using the facilities after hours will be required to pay appropriate fees for security/maintenance/clean-up as directed by the Calendar Coordinator.

You may contact the Calendar Coordinator

by calling 770-394-0675,

Dunwoody United Methodist Church

1548 Mt Vernon Rd

Dunwoody GA 30338

Dunwoody United Methodist Church Facilities Usage Policies

Activities Prohibited on Church Property

Prohibited Activities:

  1. Raffles, lotteries, bingo, door prizes, other drawing schemes or games of chance for the purpose of fundraising.
  1. Posting signs, affixing signs, printing signs, or distributing signs or notices on church property without the expressed permission/approval of the Calendar Coordinator.
  1. Operating any church equipment (to include office equipment) without the express permission of the Calendar Coordinator.
  1. Attaching tape, tacks, nails, putty, or other materials to church property.
  1. Using candles at any event other than weddings must have the prior consent of the Calendar Coordinator and/or Church Hostess.
  1. The use of glue, paint, glitter, confetti, decorations with glitter, and other materials unless they are being used in supervised activities for church related functions.
  1. Non-church related organizations selling tickets for events held on church property without the expressed permission of the Calendar Coordinator, Church Administrator or Senior Pastor.
  1. Use of the church facilities for "for profit" enterprises.
  1. Use of the facilities for local, city, state, or national politics.
  1. Use of alcohol or any controlled substance.
  1. Smoking inside the buildings is prohibited. Smoking is not advised outside the buildings or in the parking lots.
  1. Use of profane, vulgar, or indecent language, music, or symbols.
  1. Reckless driving in or through the church property.
  1. Use of audio/visual materials (photos, videos, films, posters, compact discs, tapes, etc.) containing profanity or violent or sexually explicit images.

The above applies to all persons using the church grounds/facilities. Additional prohibited activities associated with weddings and receptions are found in the Wedding Guidelines.

CHURCH DÉCOR POLICY

Because all areas of the church are used by different groups for multiple purposes and functions, it is important that the church maintain conformity in appearance and décor. Therefore, the Board of Trustees must give prior approval for any and all additions or changes made regarding window treatments, furnishings, floor coverings, paint and wall coverings, artwork, door treatments, and any other form of decorative element. This includes, but is not limited to: Sunday school classrooms, meeting rooms, dining areas, hallways, offices, parlor, library, ministry areas, restrooms and all other public areas.

PLAQUES AND MEMORIALS

No plaques may be placed on any object or structure of the church without the specific approval of the Board of Trustees. No rooms or buildings may be named for an individual without the prior approval of the Board of Trustees.

Your cooperation in following the above guidelines will be greatly appreciated.

Dunwoody United Methodist Church

Facilities Usage Policies

Usage Fees

The following fees may apply for religious or nonprofit/community groups/civic organizations requesting the use of the church's facilities/grounds. Requiring deposits will be at the discretion of the church based on the magnitude of risk of damage and/or past experience with the group.

All fees are due no later than 72 hours prior to the event. In the event of a cancellation, fees will not be refunded unless a 72-hour notice of cancellation is received in writing to the Calendar Coordinator. Note: wedding guidelines differ from this policy; please see the wedding booklet.

ROOM/USAGE FEES:

Sanctuary $375/four hour period

Chapel $240/four hour period

Fellowship Hall $500/day

Small Dining Room $250/day

Kitchen $125 plus

$150 refundable deposit

Parlor $150/day

Meeting Rooms $75/room/day

After hours and on week-ends, there is a $20/hour custodial fee including one hour prior to the beginning time of the event and at least one hour after the ending time of the event – in the case of the fellowship hall, more time is usually required. If the attendance size dictates, two custodians may be needed (for instance, a fellowship hall event).

SOUND SYSTEM

The sound system is not usually made available for any event that does not have a DUMC staff member in attendance. Sound needs should be discussed with the Calendar Coordinator and if a sound operator is made available, there will be a fee for sound system set-up and control, which is generally $50/hour (minimum - two hours). However, depending on the complexity of the request, the fee may be subject to negotiation with the appropriate sound personnel.

06/01

PARKING LOT RULES
  1. Dunwoody United Methodist Church will not be responsible for the security of any person, vehicle, or property of those using the parking spaces.
  1. Littering the parking lot or grounds is prohibited. (If littering does occur, an appropriate clean-up fee will be assessed to the group).
  1. Loud talking or the use of loud equipment (including radios) in the parking lot is prohibited.
  1. No loitering.
  1. No alcohol is allowed in the parking lot at any time.
  1. Vehicles parked in the church parking lot shall not have any offensive bumper stickers, decals, signs or other objects that are, in the sole discretion of the church, determined to be objectionable.
  1. Only passenger vehicles will be allowed in the parking lot. No non-scheduled skating, use of scooters or roller blading is permitted on church property. No heavy construction vehicles, construction equipment or construction material will be allowed on church property unless specifically authorized by the church. Mopeds, go-carts, razor scooters, skateboards and other non-licensed vehicles are not allowed.
  1. Anyone who violates these conditions can be asked to move his/her vehicle from the church's property. If the vehicle is not moved, it is subject to being towed at the owner's expense.


Dunwoody United Methodist Church