Baptist Grove Church Facility Use Policy

www.baptistgrovechurch.org INC SM 7109 Leesville Road, Raleigh NC 27613-3421 Office: 919.787.4528 Fax: 919.787.3623 Baptist Grove Church Facility Use Policy Baptist Grove Church, Inc. (hereinafter Baptist Grove ) is located at 7109 Leesville Road, Raleigh, North Carolina, and serves North Raleigh as a dynamic spiritual organism empowered by the Holy Spirit to share Christ with as many people as possible in church, community, and throughout the world. Baptist Grove has two facilities that are available for use: the Worship Center and the Multi-Use Facility. The Worship Center, which contains the Administrative Offices, features a Sanctuary with seating for 275, a Fellowship Hall with seating for 75, a Multipurpose Room with seating for 50 and kitchen facilities. The Worship Center is capable of hosting a variety of events from weddings, small training programs, and meetings. The Multi-Use Facility is capable of hosting a variety of events from meetings, to dance recitals, plays, seminars, small concerts, community meetings and sporting events. The Multi-Use Facility features four class rooms with seating for 20 to 40 persons per room, a Multipurpose Room that can be arranged for lecture style seating or with tables and chairs in various ways, and Kitchen facilities. A Stage with builtin choir riser is attached to the Multipurpose Room. The Multipurpose Room can support lecture-style seating for 600, table-style seating for up to 400, and can convert to athletic use to support a variety of sports including basketball, volleyball, and tennis. Basketball systems and nets for tennis and volleyball are available for use. The Multipurpose Room also features audio/visual support including wireless microphones, video screens, in-floor AV connections on the stage, and sound a mixing system. Facility Availability All spaces are scheduled on an as available basis during the normal operating hours of Baptist Grove, which are 8:00 AM 9:00 PM, Monday Friday, except on Wednesdays. Saturday hours of availability are 8:00 AM 5:30 PM, Sunday hours of availability are by special request ending at 5:30 PM. These hours are strictly enforced. Availability is based on scheduled rentals, Baptist Grove events and other activities. Baptist Grove rental fees are determined by time and duration of use, set-up requirements and the amount of space used. Rental spaces are not available on a cost-free basis. The Baptist Grove facilities are available for rental purposes throughout the year, and may be booked up to one year in advance for an individual event. Baptist Grove facilities are not available for rentals on Good Friday, Easter Day, Thanksgiving Day and Thanksgiving Friday, Christmas Eve, Christmas Day, New Year s Eve and New Year s Day. Restricted Rental Activities Baptist Grove Church Page 1 of 8

Baptist Grove reserves the unilateral right to refuse to permit use of the rental facilities for particular activities and to refuse to rent them to any party for any reason whatsoever. The following activities are expressly prohibited in the rental facilities: Political events, including rallies, demonstrations, fundraisers and candidate news conferences Organized or unorganized employee rallies, demonstrations or news conferences Events that would or might involve the use of sexually explicit, profane or other publicly unacceptable materials, demonstrations or language. Facility Fees All bookings require a completed Rental Contract along with a deposit equal to fifty percent (50%) of the full rental amount to hold a date. In the event of cancellation of the event by the Client the deposit will be returned less $150 processing fee. See Exhibit A for fee schedule. The balance of any contract fee is due one month prior to the event. If the remaining fee is not paid one month before the event date, the Client may lose the space to another renter. Baptist Grove must approve any changes to the rental schedule in advance. It is the responsibility of the Client to adhere to the dates set forth in the contract. Rental payments may be made in the form of check, money order or cash. Rental fees include the following amenities: General housekeeping services and parking are included in each rental. Kitchen facilities may only be used in conjunction with other room rentals. Minimum party size of 200 required of use of Multi-Use Facility. A representative of Baptist Grove will be available to assist with rentals. A Worship Center Amenities Sanctuary Pew seating for 275 Choir stand seating for 50 Use of microphone system Fellowship Hall 15 rectangular tables banquet-style seating for 75 lecture-style seating for 10 Multipurpose Room (WC) 4 rectangular tables Lecture-style seating for 50 Multi-Use Facility Amenities Classroom Small Classroom: 2 rectangular tables and 20 chairs Large Rooms: 3 rectangular tables and 40 chairs Multipurpose Room (MUF) Forty (40) 72 round tables Banquet-style seating for 400 hundred Lecture-style seating for 600 Use of Stage with seating for fifty (50) Use of microphone system Multi-Use Facility - Entire Use of all facilities and all available tables and chairs, based on event seating needs Fees do not include the following services and fees. Catering: Catering can be provided by Baptist Grove or Baptist Grove authorized caterers. Outside caterers are permitted. Advance coordination for catering by Baptist Grove or use of the kitchen facilities is required. Only non-alcoholic beverages are permitted on Baptist Grove property. Housekeeping Services: Additional housekeeping services (beyond normal services) are available. Copies and faxes are not available. Audio/Visual (AV) Support: Use of AV systems requires on-site support by Baptist Grove AV personnel. The Client pays an additional fee for Audio/Visual support. Baptist Grove Church Page 2 of 8

Security: Security is required for any event with 200 or more attendees and rentals commencing after sundown. The Client pays this additional fee. Additional security may be required based on the event at the expense of the Client. Set-up/Break-down: A minimum fee of $150 will be charged for set-up and break-down. Rentals must include 1 hour of set-up time before and after each event. It is the responsibility of the Client to schedule set-up and breakdown/clean-up times for decorators, caterers, entertainers, etc. within the rental period noted in the rental contract. Damage Fee: The Client will be charged for damage of Baptist Grove property. A walk-thru of the rented space(s) with a Baptist Grove staff member will take place at the conclusion of each rental. All damages beyond normal wear and tear will be charged to the Client. Additional Tables and Chairs: Additional tables and chairs are not available. In the event there is a need to rent additional tables and chairs, Baptist Grove will rent then at cost plus 10% adder for processing. Equipment: A request to use Baptist Grove s equipment must be approved prior to the rental date. See the attached schedule of fees for an equipment list and rate information. Inclement Weather Plan Operation of Baptist Grove facilities may be affected during severe weather conditions. Baptist Grove facilities may close in the event of significant snow, sleet, ice or wind damage that makes operation of Baptist Grove facilities unsafe in the sole opinion of the Baptist Grove Church. In the event that an inclement weather related closure of the Baptist Grove facilities affects a planned rental(s); the Baptist Grove will attempt notify the affected Client(s) and work with the Client(s) to reschedule their event. In the event a rental cannot be rescheduled, the Client s paid rental fees will be fully refunded. In an event of inclement weather, please contact the Baptist Grove Facility Manager to confirm room availability. Liability General All Clients are responsible for carefully reading and following these Baptist Grove Church Facility Use Policies & Procedures, rules and regulations for use of the facilities before they are reserved. A person authorized to enter into agreements on behalf of the group, company, organization, school system, governmental unit or other entity must execute the rental form. The signature of the authorized person on the rental form demonstrates their understanding and willingness to follow, and agreement with these procedures, rules. A Client may not assign or transfer said responsibility to any other individual and/or agency without the written consent of Baptist Grove. The Client will be responsible for any activity that would be likely to cause damage to Baptist Grove facilities or not be in the best interest of Baptist Grove, its staff, officers and/or its agents. The Baptist Grove Church assumes no responsibility for the use of patented, trademarked, franchised or copyrighted music, materials, or devices used or incorporated into an event. The Client agrees to hold the Baptist Grove harmless from any claims or costs, including attorney fees, which might arise from the use of any material described above. The Client agrees not to post any posters, signs, cards or displays on Baptist Grove facilities or property without prior written approval of Baptist Grove Church Trustees. Baptist Grove must approve advertisements prior to distribution and release to the general public. The organization or event name must appear larger than Baptist Grove's name on any printed materials. The Baptist Grove will not be responsible for loss, theft or damages to personal property. The Client agrees to hold Baptist Grove harmless from any claims or costs, including attorney fees, which might arise from the loss, theft or damage to personal property. Should the Client violate any of these policies and procedures, the Client or affiliated organization forfeits all future uses of the Baptist Grove facilities. Baptist Grove may terminate an event at any time for violations of Baptist Grove s procedures, rules, or regulations. Baptist Grove Church Page 3 of 8

Baptist Grove staff is responsible for removing chairs and tables provided by Baptist Grove, and for final sweeping, mopping, and vacuuming of the floors. Baptist Grove staff is not responsible for clearing tables, placing trash in receptacles, or handling or removing equipment rented by the Client. It is the responsibility of the Client or their appointed party to wipe down tables and collect garbage. The Client will leave the facility (including outer grounds and parking lot) neat, clean and orderly. All property belonging to the Client must be removed from the facility immediately following the rental period. Baptist Grove assumes no responsibility for items left by the Client. Any items left after a rental will be discarded. Access Baptist Grove facilities may be in use by multiple parties during the normal operating hours, unless facilities are exclusively rented. Baptist Grove staff, which will be present during all occupancies, will provide access to the building in accordance with the Rental Contract. Baptist Grove staff will have full access to all parts of the building at all times without restriction. No keys shall be given to anyone other than Baptist Grove staff. All patrons must enter the building via the front doors of the Multi-Use Facility and front or side doors of the Worship Center. Caterers may use the rear entrance to the Multi-Use Facility kitchen. The Client shall assign competent persons to remain present at the entry and/or in the immediate area of the event for the duration of the entire rental time, activity or event. Baptist Grove s staff will not be responsible for accepting deliveries for the Client. All visitors using Baptist Grove facilities must park in designated parking spaces on the Baptist Grove grounds. Parking is not permitted along Leesville or Lynn Roads. At no time may vehicles be parked directly in front of the Worship Center or Multi-Use Facility. Unattended vehicles parked improperly will be towed at the owner s expense. All loading and unloading must be done using the driveways and side entrances. However, these areas cannot be completely blocked in doing so. All vehicles must be moved to a designated parking area after loading or unloading is complete and before the start of the event. Equipment Tables and chairs, as noted in the fee schedule, are included with each rental. There will be an additional charge for the use of audio-visual equipment. Client must notify Baptist Grove in advance regarding videography equipment to be used during the rental period. Requests made by the Client on the day of the event may not be considered. All requests must be made in writing no less than 7 days before the event. Decorations The Client needs to make arrangements with its caterer to supply any table linen needs (tablecloths, napkins, skirting, etc.). Candles must be completely contained in glass tall enough to prevent the flame from being touched should a sleeve pass over the top of it (approximately 3 inches above the flame). Candles must sit atop fireproof surfaces so as not to come into direct contact with tablecloths or other flammable decorations. The use of tape, staples, tacks, etc. on walls, doors and fixtures is prohibited. If Baptist Grove staff deems decorations unsafe or inappropriate Baptist Grove has the right to remove these items. Baptist Grove shall not be responsible for damage to any items removed pursuant to this provision. All decorations must be removed from the building immediately following the conclusion of the event. The use of glitter, confetti, rice, birdseeds, live flower petals, helium-filled balloons and other similar celebratory devices inside Baptist Grove facilities is prohibited. The use of birdseed, doves, and butterflies as celebratory devices is permitted outside of the buildings. Baptist Grove Church Page 4 of 8

Movement of any Baptist Grove property such as plants or furniture, within a rental space, must have the approval of the Baptist Grove and must be done by a Baptist Grove staff member. Photography & Filming Policy All photography (still and video, print and digital) will be used for the sole purpose of documenting or promoting the event for which the facility was rented. No photographs of Baptist Grove facilities unrelated to the event shall be published (electronically or in print) or sold for any other purpose whatsoever. Safety Concerns Electrical cords may not cross access paths. All electrical cords must be fastened, covered or taped (cords may not be taped to Multi-Purpose Room floor) to prevent patrons from tripping. Safety devices may not be moved. The Client will become familiar with fire escape routes, the nearest exits and fire extinguishers. Exits and exit access paths may not be blocked. A corridor, five feet wide, must be maintained at all times around the perimeter of seating areas, except the Sanctuary choir stand. General Regulations Smoking is prohibited on the Baptist Grove campus. No animals are allowed in the Baptist Grove facilities, except guide animals. Any violation of Federal or North Carolina law, including the possession of drugs, gambling or the possession of weapons is prohibited. All weapons, including concealed weapons (handguns, etc.), are prohibited on Baptist Grove Church property. Baptist Grove Church Page 5 of 8

Baptist Grove Church Rental Fee Schedule Extracted From Main Document This fee schedule is established to cover a portion of direct and indirect costs for facility use. Organizations supported by Baptist Grove Church are exempt from the usage fee structure. All prices are subject to change without a signed contract. Services Fees are in addition to rental rates and equipment fees. Worship Center Rental Rates Hourly Rate ½ day Rate (4 hr) Full Day Rate (8 hr) Sanctuary $75/ hr $150 $300 Multipurpose Room $10/ hr $30 $60 Fellowship Hall $75/ hr $150 $300 Kitchen $10/ hr $30 $60 Entire Worship Center $170/ hr $360 720 Wedding & Rehearsal Special Rates Wedding & Rehearsal Rate $150/event Holiday Rental add $50 Rehearsal Dinner $75/event Holiday Rental add $50 Reception $75/event Holiday Rental add $50 Multi-Use Facility Rental Rates Hourly Rate ½ day Rate (4 hr) Full Day Rate (8 hr) Classroom per room (4) $10/hr/room $30/room $60/room Multipurpose Room $75/hr ½ room $225 $450 $150/hr full room $450 $950 Kitchen $10/hr $30 $60 Entire Multi-Use Facility $200/hr $510 $1,020 Wedding & Rehearsal Special Rate Wedding & Rehearsal Rate $750/event Includes one (1) rehearsal and janitorial services Services Fees Audio/Visual (AV) Support: $20.00/hr/person Set-up/Breakdown $150.00 minimum More extensive set-up will result in additional cost. Housekeeping Services $150.00/event $40.00/hr/ person if dedicated service is needed Equipment Rental Rates Podium $20.00/rental (Multi-Use) Overhead Projector $10.00/rental (Worship Center) Overhead Projector $15.00/rental (Multi-Use) VCR, DVD and laptops interface with the in-building system. AV support is required. V, VCR, DVD $15.00/rental (Worship Center & Multi-Use Classrooms) Basketball Systems Rate TBD (Multi-Use) Rental includes use of basketballs. Rim height is adjustable from 5-10. Volleyball/Tennis System Rate TBD (Multi-Use) Includes use of volleyballs only. Net height is adjustable for tennis, badminton, and high school through Olympic volleyball. 8

www.baptistgrovechurch.org www.baptistgrovechurch.org Baptist Grove Church Rental Contract 7109 Leesville Road, Raleigh, North Carolina 27613 (919) 787-4528 FAX: (919) 787-3623 www.baptistgrovechurch.org 135 Years of Faith, Fellowship & Family! Name of Event: Expected Attendance: Type of Event: Date(s) of Event: Day/Time IN: Set-up Time IN: Date(s) of Event: Day/Time IN: Set-up Time IN: Time(s) of Event: Day/Time OUT: Breakdown Time OUT: Time(s) of Event: Day/Time OUT: Breakdown Time OUT: This contract made and entered on the day of, 2012 by and between the Baptist Grove Church, referred to as the Baptist Grove, and, referred to as the Client. Client: Contact Person: Work: Mailing Address: Mobile: Fax: Email: City, State, and Zip: Federal Id: Group: Payment By: Check* Money Order* Cash (# ) *Please make payable to Baptist Grove Church, Inc. Client Needs: Spaces Tables Chairs MUF Facility for wedding Fellowship Hall for Rehearsal Dinner Holding rooms for Groom & Bridal parties Equipment: Podium Set-up VCR/DVD/Laptop Set-up TV/VCR/DVD Set-up Overhead Projector Set-up Event Security: Yes Total # Needed: Date/Time: Caterer Information: Service Requested Yes No Referral Date Caterer Used: Name: 8

Baptist Grove Church Rental Contract (Cont.) Signature on this contract constitutes an agreement to abide by the terms and conditions outlined herein and in the Baptist Grove Church Facility Use Policy. The person executing this contract represents that he/she has authority to execute contracts on behalf of Client. Client: Facility Manager: Baptist Grove: Date: Date: Date: For Administrative Use Only Room Rental Fee: Rate/Hour Hours Day = Total Room Fee X X = $ Room Fee X X = $ Room Fee X X = $ Additional Hourly Rental: Rate/Hour Hours Day = Total Audio Visual Support $20 X 2 X = $ Audio Visual Support $20 X 2 X = $ Room Rental Sub-Total $ Extra Equipment & Other Fees: 1. Set-up/Break-down Fee $* Includes one (1) rehearsal and janitorial services 2. Podium Set-up $ 3. TV/VCR/DVD Set-up $ See AV Rental Fee 4. DVD/VCR/Laptop Set-up (MUF Only) $ See AV Rental Fee 5. Overhead Projector/Set-up $See AV Rental Fee $ 6. $ 7. $ Extra Equipment/Other Sub-Total Total Rental Fee $ $ MOP: Check Date: Received by: $ (Deposit) Date Must Be Paid In Full: $ (Balance Due) MOP: Date: Received by: $ (Payment) MOP: Date: Received by: $ (Final Payment) (MOP enter check or cash) - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Room Inspection Comments: Debris removed from tables, chairs and floor Rental equipment removed Decorations/Client property removed Condition of Equipment: Condition of Room: Inspected By: Comments: Contract Routing Trustee Chair: Forwarded: Rcvd: Returned: Financial Administrator: Forwarded: Facility Manager 7109 Leesville Road, Raleigh, NC 27613 Baptist Grove Church Telephone: (919) 787-4528 Fax: (919) 787-3623