We at Park Ridge Community Church will, whenever possible and feasible, try to accommodate the use of our facility by outside groups. Church policy however will be that we give priority to church programs, groups and committees.

OUTSIDE GROUPS
If you would like to make use of the church facilities for a non-church sponsored group, (i.e. Girl/Boy Scouts, Indian Princesses/Guides, basketball practice, etc.) you will need to use the following procedure:

1. Contact the church office to find out if your date/time is available. Please be sure to include in your time estimates of set-up and clean-up.
2. Fill out the Lease Agreement Form and return it to the church office. You will receive a letter of confirmation when your event is approved.
3. All outside groups are required to have and provide a copy of a group insurance policy, regardless of whether or not a church member is involved in the group. Groups who cannot provide this will not be allowed to hold their event on church premises.
4. A $100 deposit is required which will be refunded upon inspection of the building following your event by a church staff member.
5. There is a per room rental fee (see chart) which is applicable for every day a room is needed. These fees are due to the office no later than 7 days prior to your event.
6. There is a $175 custodial fee which includes the opening and closing of the facility as well as set-up and clean-up for events that require these services. The church will make this decision.

Most non-church related fundraisers and no commercial groups are prohibited and will be denied without consideration.

INSIDE GROUPS
All recognized church committees and groups are encouraged and welcomed to make use of the church facilities for their activities and events as well as for their regular meetings. Please be sure that you check with the church office and have the church secretary place your event/activity/meeting on the church calendar.

All events/activities/meetings need to be posted on the church calendar so that there is no confusion about room usage or conflicts in dates.

Each staff member, committee chair or group leader should turn in a calendar for proposed events/activities/meetings for the upcoming calendar year at the June Board meeting. The staff will plan for the upcoming year during the summer and will publish a complete church calendar online for the year. Obviously last minute changes and special events may come up throughout the year, but ideally we would like to have all proposed dates made available for this process in June.

To avoid possible conflicts, here are a few guidelines when planning your event:

1. If it is a regularly scheduled meeting for your committee or group, please notify the church office, either by letter, phone, fax or e-mail with the following information.
  • Contact person for the meeting, including phone and email address
  • Ttime and dates for the meetings
  • Room you would like to use for your meeting Please do this each year so that we can confirm your dates. The office will mail a letter of confirmation that those dates, times and rooms are available. Please note that church committee and group meetings are given priority whenever there is a scheduling conflict.
2. If this is a special event your group or committee is hosting (i.e. The Bazaar, Rally Day Picnic, Children’s Choir Concert, etc.) we ask that you please contact the church office to check the availability of the date(s) and time(s). If the date is available, a “Building Use Form” needs to be filled out and kept on file in the church office.
3. Groups are responsible for set-up and clean-up of their event unless they wish to pay a custodial fee. This fee is determined based upon services required. If custodial services are desired, please attach a Room Set-Up Form to your Building Use Form and return both forms and a check to the church office. Your group will be notified by mail confirming the availability of dates, times, room use and custodial availability.

CHURCH MEMBERS
Church members may reserve the church facilities for private parties*if the building is not being used for other church events. Church services, events, meetings, and activities will take priority over outside events. If you would like to make use of the church facilities for a private party* please use the following procedures:

1. Contact the church office and ask if your date/time is available. Please specify at this time what your event is for (i.e. graduation party, birthday party, holiday party, etc.), and include any set-up/clean-up times;
2. Fill out a Building Use Form and return it to the church office;
3. A $100 deposit is required which will be refunded to you if everything is in good order. This deposit is due at the time you make your reservation;
4. There is an optional $175 custodial fee which would cover set-up and clean-up, as well as the opening and closing of the facility. This fee is due no later than 7 days prior to your event.

* A private party is defined as a party to celebrate a family event such as a birthday, graduation, confirmation, wedding, or baptism. It is understood that the church member reserving the space will not be charging admission, raising funds for an outside group, or opening this event up to the general public. If the church member wishes to serve alcohol at this event, they must notify the church office at the time they are making the reservation and this must approved.