Facility Use Request

Purpose and Intent

The intent of this guide is to explain the policies set forth by the Board of Trustees (BOT) and approved by the Church Council of Genesis United Methodist Church (GUMC). These guidelines are written to ensure that the facilities will be available whenever possible for programs, functions, meetings, and outreach programs of GUMC.

The purpose of the building is to provide a place for the worship of God and to maximize the outreach programs of GUMC through wise use of the facility.

This policy is necessary to ensure fair treatment to all parties requesting the use of the building and to ensure that the interests of our Lord and His church are both respected and protected.

Priority of Facility Use

Request for the use of facilities should be made at least eight weeks in advance to avoid reservation problems. In the event of scheduling conflicts, the general order of priority will be as follows:

1. GUMC ministry and administrative programs (e.g. church conferences, music rehearsals and performances, Christian education programs, etc.) The Board of Trustees (BOT) will resolve any conflicts of request by these groups.

2. GUMC non-ministry programs (e.g. Sunday School dinners and activities, GUMC sponsored scouting programs, church wide recreation, etc.)

3. GUMC member use (weddings, charitable groups and organizations, meetings, recreation, etc). Preference will be given to church related activities as compared to secular activities.

4. Non-GUMC Christian fellowship and development activities (charitable groups, organizations, programs, and meetings of non-GUMC churches, etc.)

5. Secular programming

Scheduling and Reservation of Facilities

The BOT reserve the right to refuse use of church property to any group or individual.

Reservations and scheduling, except by GUMC ministry and administrative programs, which involve the use of the buildings or facilities of GUMC must be made through the BOT and coordinated with the church office. Each individual or group should first email office@genesis-umc.org or call the church office (919 467-2128) to verify if the space to be requested is available.

The church office will verify if the requested space(s) is available for the requested date(s) and time(s).

Scheduling Use of Sanctuary

Approval for use of the church Worship Room by any group or organization (including request made by church members) must be coordinated with the Associate Director of Music to discuss stage set up (if any) and equipment needs for the event. No event can be confirmed until this coordination has taken place. Equipment on the stage (stands, sound equipment, musical instruments, or chairs) should NOT be moved by anyone except the Director of Music or with their approval.

Scheduling Use of Audio/Visual Assistance

Approval for use of the AV equipment and the need of for AV personnel by any group or organization (including request made by church members) must be obtained from the AV Coordinator prior to scheduling by the church office. Any request involving AV Personnel will include a fee of $50/hr (2-5 hours) or $500 (6+ hours).

Cleaning

The signee of the Facility Use Request Form is also responsible for the cleanliness of the church facilities; trash removal, vacuuming, cleaning tables, cleaning whiteboards, etc.

Liability Insurance, Emergency Requests, and Final Notes

Any facility request approved for use by an outside organization will require the purchase of a $50,000 liability bond for the specific date and time. Failure to obtain this liability bond will result in the cancellation of your approval.

The Pastor, Trustee chairperson, and Trustee vice-chairperson must unanimously approve emergency facility use requests when a decision must be made before the next Board of Trustees meeting.

The BOT of Genesis United Methodist Church reserves all rights and privileges to cancel, suspend, or deny any group or individual as to the use of the GUMC facilities.

GUMC assumes no responsibility for either injury or resultant expenses arising from the use of its facility. Any damage to Genesis buildings or grounds will be the responsibility of the signee of the facility Use Request Form.

When reservations are made and confirmed, the locations within the facility are to be clearly stated. At no time may any other areas of the facility be used. The person responsible (signee of the Facility Use Request Form) for the activities is to keep control of their group to ensure that only the areas stated in the confirmed reservation are used.