Facility Guidelines Handbook

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1 Facility Guidelines Handbook Xenia Nazarene Church wishes to share Christ s love by making its facilities available to the Xenia Naz church family and the Xenia community. These guidelines are established to maximize the quality and use of Xenia Nazarene s facilities. First Church of the Nazarene 1204 West Second Street, Xenia, OH Xenia Community Center Mailing address: same as above Physical address: 1265 W. Second St., Xenia, OH Phone: ; Fax: Last updated and printed 1/12/2016 \\Xnaz\xnaz\users\Church_office\Forms_Policies\Forms_Current_Facility_Guidelines_Handbook_NF

2 Contents Page All Xenia Nazarene Church Facilities Statement... 3 General Use Guidelines... 3 Decorating Instructions... 4 General Clean Up/Exiting Instructions... 4 Church Building Scheduling Events/Equipment... 5 Fees... 5 Specific Area Guidelines Children s Auditorium... 6 Specific Area Guidelines Children s Auditorium Kitchen... 6 Specific Area Guidelines Classrooms... 7 Specific Area Guidelines Fireside Room & Kitchen... 7 Specific Area Guidelines Nurseries... 8 Xenia Community Center (XCC) Right to Discontinue Availability... 8 Scheduling Events/Equipment... 8 Fees... 9 Specific Area Guidelines - Classrooms... 9 Specific Area Guidelines - Gymnasium... 9 Specific Area Guidelines Kitchen Forms available at the church office or online at > contact > forms: Activity Request Form Church Activity Request Form XCC Facility Guidelines Handbook Fee Guidelines/Assessment Form Fireside Room Usage Expectations Wedding Application Form Wedding Policy XCC Usage Expectations Summary Xenia Nazarene Church 1204 W. 2nd St., Xenia OH Page 2

3 Xenia Nazarene Facilities Usage Statement Our facilities (Xenia & Riverside Campuses of Xenia Nazarene Church, Xenia Community Center, barn & fields) will only be used in a manner consistent with the religious beliefs of the Church of the Nazarene. If you have questions regarding the compatibility of your event, please contact the church office. General Use Guidelines 1. ALL publicity mentioning Xenia Nazarene Church s name or address must be approved in writing through the church office before publication. 2. Organizations using Xenia Nazarene s facilities should: a. Understand that permission to use our facilities does not imply endorsement or sponsorship by Xenia Nazarene. b. Understand that no equipment, etc., that could potentially harm Xenia Nazarene s facilities may be brought into our buildings without prior permission. c. Understand that no belongings may be left in Xenia Nazarene facilities overnight without prior permission. The church will assume no liability or responsibility for those items. d. Stay within their reserved area(s) due to facility usage by other groups. e. Furnish their own paper products and supplies in connection with their event. f. Follow all decorating instructions/restrictions. g. Follow all general clean-up/exiting instructions carefully AND instructions specific to reserved area(s). 2. Conduct appropriate to Xenia Nazarene is expected of all persons using these facilities. Any questions concerning the following should be referred to the church office. a. No smoking inside the buildings b. No possession, use or presence of alcohol or illegal drugs/medication on the premises c. No profane or abusive language d. No gambling e. No dancing that detracts from spiritual growth and breaks down proper moral inhibitions and reserve. [Church of the Nazarene Manual 34.4] 3. Grape juice and other red or orange colored beverages are strictly prohibited in carpeted areas. 4. Each group is required to set up for their own event and tear down/clean up afterward. 5. All fees must be paid in advance of the event. Xenia Nazarene Church 1204 W. 2nd St., Xenia OH Page 3

4 Decorating Instructions To be the best stewards of what God has given us and maintain the aesthetic quality of our facilities, all groups should follow these decorating instructions. With the number of ministry volunteers, we have a wide variety of ideas, schemes, and decorative interests. Realizing this, these guidelines give a framework in which all can use their creative juices while keeping the facility in top grade condition. 1. The following items are known to cause long term damage, therefore: a. The use of ANY tape is discouraged. In the event that tape is necessary, masking tape, painter s tape, or gaffer s tape may be used on walls, floors. No other tape may be used; it damages paint and woodwork. Duct tape should NOT be used on ANY surface. Only Scotch tape should be used on glass. Policy updated by the Church Board on 11/21/2006. b. Do not use staples. Thumb tacks and pushpins may be used, but only on bulletin boards and tack strips. c. Do not use tacky tape or any other adhesive material on glass, walls, ceilings, or doorways. 2. Sanctuary pews - decorations may be hung on the ends of the pews with pipe cleaners, nylon fishing line, and tulle or some other soft material. 3. Magnetic strips must be used to attach decorations to metal doorframes and doors. 4. Special clips must be used to hang decorations from ceiling tile rails. 5. Any painting or other types of alternations must be approved by the church office. 6. All other decoration ideas not covered in these guidelines should be addressed to the church office. General Clean Up/Exiting Instructions 1. All food/beverage spills must be cleaned immediately with water only. 2. Pick up all trash. Trash bags should be removed and taken to the closest dumpster. Dumpsters are located at the back of the church parking lot and on the side of the Xenia Community Center parking lot. Both dumpsters are enclosed in fencing. 3. Trash liners must be replaced in the trash containers. 4. Tile/wood floors must be swept and mopped as needed. Carpeted floors must be vacuumed. 5. Tables and chairs should be wiped clean before storing. 6. Facility should be left as it was found. Xenia Nazarene Church 1204 W. 2nd St., Xenia OH Page 4

5 General Clean Up/Exiting Instructions (cont d) 7. Thermostats should be returned to their original settings. 8. All windows should be fastened shut, lights turned off and doors locked. 9. Contact person should return key to the church office within one week of the event. 10. Notify the church office ( ) or weekend contact ( or ) of any breakages, problems or suggestions. CHURCH BUILDING Scheduling Events/Equipment 1. The main church building (1204 W. Second St.) may be used for personal events by regular attendees as the church s master calendar allows. 2. The church office reserves the right to accept or reject requests for use of its facilities at any time. 3. Events must be scheduled through the church office. Normal office hours are 9 am-3 pm, M-F. 4. Events must be scheduled and facilities reserved using the Activity Request Form- Church (available at xenianaz.org or through the church office.) 5. With the exception of major church events and weddings, no events may be scheduled more than six months in advance in the church building. 6. Funerals may take precedence over scheduled events. 7. Some events will require the use of a key, which may be arranged through the church office. All keys are to be returned to the church office on the next business day. Key duplication is strictly prohibited. 8. The event contact person is responsible for completing all clean up and exiting steps. 9. Use of the building assumes that Permittee agrees to indemnify, defend, and hold harmless First Church of the Nazarene (Xenia, OH) and its staff, employees, and agents from and against any and all demands, claims, and damages to persons or property, losses and liabilities, including reasonable attorney s fees, arising out of or caused by Permittee or its attendees negligence or willful misconduct. Businesses/Organizations: Permittee agrees to show proof of Comprehensive General Liability coverage in the amount of $1,000,000 per occurrence/$2,000,000 aggregate covering the activities that are intended for the building use being requested and adding First Church of the Nazarene (Xenia, OH) as an additional insured and showing proof of such insurance requirement on a certificate of insurance to be attached to the Activity Request Form and submitted to the church office. Xenia Nazarene Church 1204 W. 2nd St., Xenia OH Page 5

6 Scheduling Events/Equipment (cont d) Fees 10. Tables and chairs are available for use on campus and may only be used off-campus for Xenia Nazarene Church-sponsored events. 11. For planning purposes, it is helpful to know that the maximum occupancy is 100 (seated around tables) for the Fireside Room and 150 for the Children s Auditorium. 12. Due to liability issues, our van and trailers cannot be used for personal use. 13. The barn is used primarily for storage and will not be made available for private functions. 1. To cover expenses, fees may be charged for the use of our facilities. 2. A security deposit may also be requested. The security deposit must be given to the church office prior to the event. It is refundable after the event if no damage or additional charges are incurred. 3. Total fees will be determined on the Fee Guidelines/Assessment Form. All fees must be paid in advance of the event. All event arrangements are handled in the church office, normally open Monday-Friday, 9a-3p. Children s Auditorium & Kitchen 1. The newly renovated Children s Auditorium was created for children s church, and is equipped with a stage, lighting and sound. 2. This room must be reserved through the Activity Request Form-Church; the event must be approved by the children s pastor. 3. The back door of the auditorium is equipped with an alarm and should be used for emergency exit only. (An alarm will sound if the door is opened.) 4. As part of the room reservation process, the Children s Auditorium and Kitchen Usage Expectations form must be signed and returned to the church office. It is available at > contact > forms or from the church office. This summary outlines all expectations (listed below) regarding use of the Children s Auditorium/Kitchen. a. Groups should remain in their reserved area. b. No purple or red drinks (pop, Kool-Aid, etc.) are allowed in the Children s Auditorium. c. Groups are welcome to use the kitchen, but must leave it in the same condition in which you found it. Please bring your own food, drinks and paper products. The inventories in the kitchen are for church use only. d. Clean all spills on carpet immediately using water only; soak up excess liquid as quickly as possible. Report any problems to the church office or contact person immediately. e. If oven was used, make sure oven is left clean. f. Wipe off all kitchen counters. g. Wipe up all spills on the kitchen floor. Xenia Nazarene Church 1204 W. 2nd St., Xenia OH Page 6

7 h. Sweep the kitchen floor and non-carpeted portion of the Children s Auditorium. i. Vacuum carpet. j. Remove all trash to the fenced-in dumpster located in the back of church parking lot. k. Put new trash bag liners in trash containers that were emptied. (Liners are located in the top drawer by the 3-tub sink.) l. If church dishcloths/towels were used, leave them on counter to be collected and laundered. m. Tear down and put away all tables/chairs unless otherwise directed. Chairs should be set exactly as they were when you arrived. n. Turn off all lights; lock the building behind you (unless otherwise directed). o. Notify the church office or contact person of any breakages, problems or suggestions. Contact person is Brian Leach Classrooms Meeting Rooms 1. The rooms should be left as it was found. 2. General set up/clean up instructions should be followed. Fireside Room & Kitchen 5. The Fireside Room is available for use by regular Xenia Nazarene attendees. However, it cannot be scheduled (other than for weddings) more than six months in advance. 6. A $100 security deposit is required for use of the Fireside Room; the deposit is refunded provided the keys are returned, there is no damage and the room is left in good condition. 7. Round and rectangular tables and chairs are stored in the Fireside Room closet. A sweeper, broom/dustpan and trash bags are also provided for your use. 8. As part of the room reservation process, the Fireside Room Usage Expectations Summary must be signed and returned to the church office. It is available at > contact > forms. This summary outlines all expectations (listed below) regarding use of the Fireside Room. a. Groups should remain in their reserved area. b. No purple or red drinks (pop, Kool-Aid, etc.) are allowed in the Fireside Room. c. Do not move the kitchen island. If it must be moved, arrangements should be made in advance with the church office. d. Please do not use the fireplace; it is in need of repair. e. Groups are welcome to use our Bunn coffee maker, but must provide their own coffee, sugar, creamer, etc. After the event, pour out leftover coffee, dump out coffee grounds, rinse out coffee pots, and make sure unit is turned off. (Please leave unit plugged in). f. Clean all spills on carpet immediately using water only; soak up excess liquid as quickly as possible. Report any problems to the church office or contact person immediately. g. If oven was used, make sure oven is left clean (self-cleaning oven please do not use any harsh cleaners.) h. Wipe off all kitchen counters. i. Wipe up all spills on the kitchen floor. j. Sweep the kitchen floor. k. Vacuum carpet. Xenia Nazarene Church 1204 W. 2nd St., Xenia OH Page 7

8 Nurseries l. Remove all trash to the fenced-in dumpster located in the back of church parking lot. m. Put new trash bag liners in trash containers that were emptied. n. If church dishcloths/towels were used, leave them on counter to be collected and laundered. o. Tear down and put away all tables/chairs unless otherwise directed. p. Turn off all lights; lock the building behind you (unless otherwise directed). q. Notify the church office or contact person of any breakages, problems or suggestions. 1. Our nursery rooms are only open for Xenia Nazarene Church-sponsored events. 2. All hygiene products (diapers, wipes, etc.) must be provided by all groups. 3. All toys and furniture must be put away in their proper places when finished. 4. All changing stations and countertops must be wiped down with sanitizer after each diaper change and at the end of each event. 5. General clean-up instructions should be followed. XENIA COMMUNITY CENTER (XCC) Right to Discontinue Availability The Xenia Community Center is first and foremost used by Xenia Nazarene Church for ministry. Xenia Nazarene reserves the right to discontinue the availability of any portion of the Xenia Community Center at any time should it be needed for ministry. This has happened very infrequently in the past, and we anticipate this being a rare occurrence In the future. If and when it does happen, the church will give as much advanced notice as possible. This would have application to those groups with longstanding scheduled usage of the Xenia Community Center. Scheduling Events/Equipment 1. The Xenia Community Center (1265 W. Second St.) is available for personal events by members of the community as the master calendar allows. 2. The church office reserves the right to accept or reject requests for use of its facilities at any time. 3. Events must be scheduled through the church office (normal hours are 9 am-3 pm M-F) using the Activity Request Form-XCC (available at > contact > forms or from the church office.) 4. Some events will require the use of a key, which will be arranged by the church office with the event contact person. A refundable cash deposit of $50 is required for all Xenia Community Center events. The deposit is refunded provided the key(s) are returned and the room(s) were left in good condition. All keys are to be returned to the church office within one week of the event. Key duplication is strictly prohibited. Xenia Nazarene Church 1204 W. 2nd St., Xenia OH Page 8

9 Fees 5. The event contact person is responsible for completing all clean up and exiting steps. 6. Use of the building assumes that Permittee agrees to indemnify, defend, and hold harmless First Church of the Nazarene (Xenia, OH) and its staff, employees, and agents from and against any and all demands, claims, and damages to persons or property, losses and liabilities, including reasonable attorney s fees, arising out of or caused by Permittee or its attendees negligence or willful misconduct. Businesses/Organizations: Permittee agrees to show proof of Comprehensive General Liability coverage in the amount of $1,000,000 per occurrence/$2,000,000 aggregate covering the activities that are intended for the building use being requested and adding First Church of the Nazarene (Xenia, OH) as an additional insured and showing proof of such insurance requirement on a certificate of insurance to be attached to the Activity Request Form and submitted to the church office. 7. For planning purposes, it is helpful to know that the maximum occupancy is 400 for the Xenia Community Center gym. (This number would likely be reduced if guests are seated around tables.) 1. To cover expenses, fees will be charged for the use of the Xenia Community Center. 2. Total fees will be determined on the Fee Guidelines/Assessment Form. All fees must be paid seven days in advance of the event. Fees may be mailed or dropped off at the church office. Normal church office hours are Monday-Friday, 9a-3p. 3. Because the gym is in such demand, groups scheduled to use the gym are required to notify the church office a week in advance if their event is canceled. (This would not apply to weather-related cancelations). Groups failing to do so may be charged for gym time even though it was not used. Classrooms Meeting Rooms 1. General set up/clean up instructions should be followed. 2. The room should be left as it was found. Gymnasium 1. For planning purposes, it is helpful to know that the maximum occupancy is 400 for the Xenia Community Center gym. 2. Doors on the east side of the Xenia Community Center are for emergency use only. 3. All equipment must be reserved through the Activity Request Form - XCC. 4. House sound is available in the gym at no extra charge. 5. As a result of 2015 renovations, the gymnasium now has a performance stage. The performance stage also includes theatrical lighting and a sound board. These must be specifically reserved and require an additional fee and trained personnel. Unless specifically reserved, the stage is off limits; no one should be on the stage. Xenia Nazarene Church 1204 W. 2nd St., Xenia OH Page 9

10 6. The gymnasium is equipped with electronic backboards that can be raised or lowered. They generally remain lowered. Please make arrangements through the church office in advance of your event to confirm the correct position of the backboards. 7. Footballs, baseballs, softballs, golf balls, roller-skates, and roller-blades are prohibited; Nerf-type balls are allowed. Only inside equipment may be used in the gyms; failure to comply will result in the gym(s) being unavailable to the noncompliant group. Church Board policy approved on For non-athletic functions held in the Xenia Community Center gym, the tarp may be required. There is a tarp fee as indicated on the Fee Guidelines/Assessment Form. The tarp must be swept, mopped as needed, and allowed to dry before folding & storing. 9. Some tables/chairs are available for use in the XCC. For large functions, however, it is our recommendation that groups rent tables and chairs. Some vendors are: Prime Time Party Rental ( , primetimepartyrental.com), Kosins Party & Tent Rental ( , kosins.com), Xenia Tool Rental ( , xeniatoolrental.com). All tables/chairs used in the gym must have protector pads on the legs. 10. The bleachers will remain in the Xenia Community Center gym. They can be folded up and wheeled around inside the gym but cannot be removed. 11. Any equipment that a group wishes to be brought into our gyms must be approved by the church office. 12. General clean-up instructions should be followed. XCC Kitchen The XCC kitchen is not licensed for preparation of meals. It can be used for simple preparations. Contact the church office If you have any questions about the functionality of the kitchen. 1. All kitchen equipment, sinks, and countertops must be wiped clean and must be left in usable sanitary conditions. 2. All groups should respect the labels on the cabinet doors (i.e. Apex, Youth, etc.) and leave all those supplies untouched. 3. Groups should bring all of their own paper products, dish clothes, dish towels, soap, etc. 4. Groups should also bring their own serving utensils since the kitchen is not well stocked. 5. If an oven was used, make sure the oven is left clean (for self-cleaning ovens, please do NOT use any harsh cleaners.) 6. General clean-up instructions should be followed. Xenia Nazarene Church 1204 W. 2nd St., Xenia OH Page 10

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