YATES BAPTIST CHURCH

SPECIAL EVENTS POLICY

(Adopted June 2006 — Revised January 30, 2008; October 5, 2011)

The facilities of Yates Baptist Church (Fellowship Hall, Parlor, Sunday School Rooms, The Attic, Gym) may be used for certain special events including anniversaries, reunions, birthdays, showers, etc. Facilities may be used by church members and, in certain cases, by non-members.

There will be no charge for a special event sponsored by a Yates church organization (e.g., Sunday School class), but the event must be approved by the Pastor or one of the Associate Ministers.

MEMBERS

A member is defined as an individual currently listed on the church roll.

NON-MEMBERS

Non-members or non-member groups may use facilities if all criteria below are met:

If a group or organization requests use, a Yates member must be an active participant, agree to sponsor and attend the event, and serve as liaison between the Staff and organization.
If an individual requests use, a Yates member must agree to sponsor and attend the event and serve as liaison.
The appropriate facility fees must be paid in full.
The event must be discussed with and approved in advance by the Pastor or one of the Associate Ministers.

SCHEDULING THE EVENT

Call the Church Secretary at the earliest possible time to reserve the date.
Consult with the Pastor or Associate Minister if the event is to be sponsored by a Yates member for a non-member.
Fill out the Special Event Contract and pay applicable fees. Events will not be calendared until fees are paid.
Non-members may not schedule events more than nine months before the event date.

FACILITY FEES

Facility	Refundable Deposit	Non-Refundable Fee (Member)	Non-Refundable Fee (Non-Member)
Fellowship Hall, The Attic, or Gym (0–100 people)	$100	$0	$100
Fellowship Hall, The Attic, or Gym (100+ people)	$100	$0	$250
Fellowship Hall and Kitchen (if cooking, 0–100 people)	$200	$0	$200
Fellowship Hall and Kitchen (if cooking, 100+ people)	$200	$0	$400
Parlor	$100	$0	$200
Custodian (0–100 people)	$75	$100	—
Custodian (100+ people)	$100	$125	—
Audio/Visual Technician	$50	$100	—

GENERAL INFORMATION ABOUT FEES

A refundable deposit is required to cover damages or losses and to pay the custodian for excess hours at $18.75/hour. The deposit will be forfeited if conditions are not met and released on the Thursday following a weekend event.
Cancellations made more than one month before the event result in a full deposit refund. Cancellations within one month result in full forfeiture.
Individuals may not clean or open facilities in lieu of custodial services.

Custodial duties include:

Setting up tables and chairs according to instructions (diagram due one week before event).
Opening and closing the building.
Turning on necessary lights.
Cleaning the church facility.
Returning all furniture and equipment to proper places.

MISCELLANEOUS

Church property is God’s House. All activities must reflect Christian principles.
No political or non-Christian religious groups may use the facilities.
No banners, signs, or posters may be attached to walls without permission.
No equipment, supplies, or furniture may be removed from church property.
No food or drink is allowed in the parlor at any time.
No alcohol, drugs, or tobacco products are allowed in the facility.
For game room, gym, or attic use, consult the Minister of Students.
The user is liable for all damages exceeding the deposit amount and must pay for repairs.
Decorating or setup is not permitted during normal worship hours (exceptions apply for church-wide events). Decorations must be removed immediately following the event.
To reserve the church as a backup facility (e.g., rain alternative), a Special Event Contract and full fee payment are required. If unused, all fees will be refunded.
Exceptions not covered in this policy will be handled by the ministerial staff and/or Hospitality Committee.
Capacity guidelines:

– Fellowship Hall: 150 seated, 200 standing – Parlor: 50 seated