Facilities Use Guidelines & Application
Building use activities fall under the jurisdiction of the Leadership Board (LB) of New Haven United Methodist Church, Inc. (NHUMC.) Building use is managed by the LB designate hereafter referred to as the Church Office Administrator.
No commitment for building use is finalized until the Facilities Use Agreement has been completed and executed by the Church Office Administrator.
Approval of the use of the grounds and facilities of NHUMC does not constitute or imply endorsement of a group, their mission, or their positions. Groups approved to use facilities at NHUMC must not advertise the event in such a way as to imply endorsement by the congregation. No activities or advocacy may take place within NHUMC, its buildings or grounds that conflicts with the Discipline and the practices of this congregation and the United Methodist Church.
Please review this document and keep it for your reference.
Release and Indemnity
A. NHUMC is the owner of the real property and improvements located at 630 Lincoln Hwy E. New Haven, IN 46774 (“Property”).
B. Organization desires to use the property described above for meetings and other activities. AGREEMENT NOW THEREFORE in consideration of NHUMC permitting Organization to use the Property and improvements described above, Organization agrees as follows:
1. Organization hereby releases, discharges and covenants not to sue NHUMC or its administrators, directors, agents, officers, members, volunteers, and employees, from any and all liability, claims, demands, losses, or damages arising out of Organization’s use of the Property. If any member, guest, invitee, or participant of Organization makes any claim against NHUMC or its administrators, directors, agents, officers, members, volunteers, or employees, in connection with Organization’s use of the Property, Organization will indemnify, defend and hold NHUMC and its administrators, directors, agents, officers, members, volunteers, or employees harmless from any and all litigation expenses, attorney fees, losses, liability, damages, and costs arising out of such claim.
2. Upon request, Organization will provide NHUMC with proof of liability insurance, and if requested, will add NHUMC as an additional insured under Organization’s general liability policy.
ACCEPTANCE OF RESPONSIBILITY
Having read the Building Use Policy, I agree to be responsible for the conduct of those coming to or participating in the activity for which this application is being made, and for any damage beyond normal wear and tear which may occur as a result of this activity. I will remove all signs posted by my group after the meeting has ended. I (or the secondary contact) will be on the premises during the entire event. I further agree that the church property will be used in accordance with the Rules and Regulations of the Leadership Board and I hereby consent to the Release and Indemnity Agreement.
Rules and Regulations of the Leadership Board
1. Payment of Fees and Deposits
To reserve your spot on the church calendar, a deposit of $50 must be paid. The remainder of fees is due no later than one week before the event. If remaining fees are not paid by date designated before the office is closed, then your event will be canceled and you will not have access to the building. If conditions of the refundable deposit are met, then the deposit will be returned via mail within one week from the date of your event or you may come to pick up your deposit at the church office if you prefer.
2. Breakage/Cleanliness
All persons and/or groups using our facilities are expected to exercise reasonable care and judgment in such use in order to prevent defacement, damage, or breakage. The persons signing the application for use shall be responsible for paying costs incurred by the church in cleaning, repairing, etc. any part of the building or its furnishings and equipment which in the judgment of the Facilities Coordinator has been carelessly or irresponsibly subjected to more than normal wear and tear by the persons or group involved.
3. Room Setups
Please provide the Church Office Administrator with specific instructions regarding your room setup needs. Any setup changes requested by the group are subject to approval.
4. Organ and Piano Use
Permission to use the organ or pianos must be granted by the Music Director or their designee. If the user wishes to have any instrument tuned, it will be tuned at the user’s expense by a craftsman approved by the LB. Pianos cannot be moved except by permission from the LB, and may require the assistance of professional movers in the case of grand pianos. If professional movers are required, the requesting group must pay for the moving and for tuning the piano after moving.
5. Sanctuary Sound System
The Worship Center/Sanctuary sound reinforcement or recording systems are available upon request. The systems may be operated by NHUMC sanctuary sound technicians (at a cost of $80 per event) or by technicians pre-approved by the Worship Leader. Group-provided sound, recording or video equipment may not be attached to this sound system through cables or connectors without prior approval.
6. No Smoking Facility
NHUMC is a non-smoking facility. Smoking is not permitted on NHUMC property or grounds at any time.
7. No Alcohol or Weapons.
The serving, consumption, or use of marijuana, alcoholic beverages, or other narcotics shall not be permitted at any time on church property. No weapons are permitted on the church grounds.
8. No Games of Chance
United Methodist Church policy prohibits the use of games of chance or gambling on the church premises. This would include such activities as raffles or lotteries.
9. Final Decisions
In case of doubt or uncertainty by any outside person or group about the application or interpretation of these regulations, or in our customary practices not specifically mentioned here, please contact the Church Office Administrator.
10. Supervision of Children and Youth
All children within the church building or grounds must be supervised by the user group. NHUMC has adopted the policy of Safe Sanctuaries for children and youth. All users of the facility are expected to follow the guidelines of this policy including the following:
No fewer than two adults must be present at all times during any program or event involving children.
These adults must be 18 or older and must be at least 5 years older than the children with whom they are
working.
At least one of the adults’ present must be currently certified in First Aid and CPR.
The adults involved with the children must receive annual training related to child abuse prevention.
Any questions regarding this policy should be directed to the Board of Trustees. Failure to adequately supervise children is in violation of the Safe Sanctuaries policy and this rental agreement and will result in the forfeiture of the security deposit.
11. Nursery Use
The nursery facility is available by arrangement at least 2 weeks prior to the event by contacting the Church Office Administrator. Our safety standards require that 2 nursery care providers must be present to operate the nursery. At least one of these must be a paid NHUMC qualified caregiver; the other may be an adult over the age of 18.
12. Food and Drink
There is no food or drink allowed in the Sanctuary, Chapel or Parlor with the exception of water bottles. All other food and drink require approval in advance as noted on the Room Use Agreement.
13. Decorations
Decorations may be attached to the walls, doors, and light fixtures with masking tape only. No decorating is permitted in the hallways. All such decorations must be removed immediately and completely following the event.
14. Starting and Ending Times
The building is available for use Monday through Friday from 8:00 AM through 9:00 PM and weekends from 9:00 AM through 5:00 PM. The building must be completely cleared no later than 5:00 PM. Exceptions to these times must be approved in advance. If the building is still occupied past 5:00 PM, the security deposit is forfeited.
15. Emergency Scheduling Conflicts
NHUMC reserves the right to pre-empt any facility use for its own in cases of emergencies, such as funerals. Notice will be provided as early as possible.
16. Recycling and Garbage
Recycling is a policy of NHUMC. Receptacles for recycling glass, tin, aluminum, and paper are available for your use.
17. Storage
There is no excess storage available for organizations other than church groups. All organizations using the facility will be responsible for storing props and accessories offsite.
18. Bicycles and Skateboards
No bicycles or skateboards are allowed inside the church facility.
19. Parking
Parking at NHUMC is available only during the period of time which a group has contracted to use the facility. Parking is available on a first-come, first-served. Any damage to vehicles is at the owner’s expense; NHUMC is not responsible for theft or damage to personal property.
20. Security
NHUMC works to maintain a safe and secure environment within the facility, however no systems are foolproof. We ask that all users pay close attention to personal property and valuables, not leaving them unattended. NHUMC is not responsible for theft or damage to personal property.
21. Animals
No animals are allowed on NHUMC property or in the building at any time, with the exception of service animals unless otherwise approved.
22. Outside Vendors
If you bring in a Vendor for your event, you are responsible for them. You need to communicate with them on the rules for Building Use. Please keep the music/noise to a respectful level and appropriate for all audiences, remember you are in a church and there may be others in the building. If you are standing in the parking lot and you can hear the music, it is probably too loud. Please remember that you take responsibility for all vendors that you bring into the building.
23. Waivers and Exemptions
All waivers and exemptions should be received by the Church Office Administrator two weeks prior to the scheduled event.
Prices for Rentals
Deposit - $120
Gathering Space - $150
Jungle Room - $50