Facility Use

General Policies:

• You are solely responsible for the setup and clean up (sweeping, mopping, wiping down of all tables & chairs, and taking out of all trash to the dumpster) of your event. This includes set-up and clean-up of chairs and tables. Our church staff is prohibited from assisting you with setup or cleanup. 
• If you use one of Gashland EPC’s coolers you must clean it and leave the top off of the cooler to dry in the place you found it.
• Any church equipment used needs to be returned to it’s proper place once you are done.
• Catering is not provided by the church, you must make your own arrangements.
• Children 18 yrs. and under must be supervised by an adult at all times and are not allowed to wander the facility alone.
• Thermostats are pre-programmed, any group or individual using our facilities agrees not to tamper or adjust.

The Following are Prohibited on Gashland EPC Property:

• Outdoor banners or signs of any type are not permitted.
• No balloons are permitted for decoration anywhere on the property.
• No hay or straw bales are permitted for use anywhere on the property.
• All Props and Decor must be reviewed by our Office Coordinator and Coordinating Team for approval. *Please provide a photo via email to emily@gashland.org or in person.
• Alcoholic beverages of any kind are not to be supplied or consumed anywhere on church property. In the event that the applicant, or attendee of the applicant’s event, is found with or under the influence of alcohol or drugs they will be asked to leave the premises immediately. If necessary, law enforcement will be contacted. Violations of this policy will result in your deposit being forfeited.
• Smoking is not permitted anywhere in our buildings or on church property.
• Dripless candles in containers are the only candle allowed for use in church facilities.
• No pets are allowed on the premises. (Service dogs do not fall under this restriction.)
• No red drinks are allowed to be served at any events.
• No food or drink is permitted in the sanctuary.
• No food or drink is permitted to be served during athletic events.
• No craft painting, unless authorized prior to your event and with adult supervision.
• No posters, flyers, paintings, etc., may be affixed to the walls of the building unless appropriate temporary mounting adhesive is used and approval is granted from the Coordinating Team through the Office Coordinator. No pins, nails staples or screws may be used.

• The Facilities of GEPC are intended to be used to the fullest in keeping with the purpose of the church to attain maximum benefits to its congregation and the community to which it ministers.
• Fee’s, occupancy loads, and seating capacities are noted in the request form. Rooms will be assigned to you/your group based on the intended use of the room, the number of attendees and the number of tables and chairs needed and/or type of activity being held.
• Parking: There are 140 parking spaces available; if additional parking is needed it is the responsibility of the applicant to secure parking for your event.
• Users of facilities will include individuals, non-profit organizations, and members of GEPC. The first priority in assigning usage rights goes to all GEPC regularly scheduled worship services, ministry-sponsored events, and GEPC groups and classes.
• A GEPC Facility Manager is required to be on-site during the time of any scheduled event. You must check-in and check-out with the Facility Manager on duty. GEPC uses a security alarm system which is disarmed and armed by Staff only.
• It is the responsibility of the applicant to vacate by the agreed to “The Event Cleanup Time” or you will be charged $100.00 per hour until you are signed out by the Facility Manager.
• Each room must be restored to its “prior to use” condition before exiting the facility. An additional fee of $100 per hour clean up is required will be charged, or be deducted from your deposit if rooms are not returned to their original condition or if custodial or trash disposal fees are incurred for the church as a result of your use.
• The applicant and attendees will have access to the common areas on the same level rented (e.g., hallways, restrooms, drinking fountains) but will not be allowed to enter into other rooms or levels of the building that have not been reserved in advance.

Normal Operational Hours:

Office Hours: Monday-Friday 9:00 AM-4:30 PM | Evening Hours: Monday-Friday 6:00 PM-9:00 PM

Saturday 9:00 AM -9:00 PM (Additional fees may be applied to compensate a Facility Manager present at all weekend events that exceed the event’s agreed to “end time”). Anything outside of the normal hours of operation or an event’s “end time” will incur additional fees.

Reservations:

• To reserve a room or date you must complete this online facility request application and provide the designated deposit and full payment in person within two business days of submission during the Office Coordinator’s Office Hours (M-F 9:00 am-1:30 pm). Members and non-members are required to provide the security deposit and full payment to secure your date or room reservation no matter what fees are required.
• No reservation for an event or room will be authorized or approved unless we receive the deposit and full payment within two business days of submitting this form.
• All facility requests are reviewed by the Office Coordinator and/or the Coordinating Team for compatibility with GEPC’s intended use before the approval of a reservation.
• To reserve the facility for more than a month, the first official payment is due with the deposit. For each additional month of use, payment is due on the 1st of each month. The official reservation date will be scheduled at the time it has been approved and the deposit is made. Deposits are normally refunded within 14 business days following the use of the facility. Refunds are contingent upon the condition of the reserved room(s) by the Staff member. Any additional fees will be deducted from the deposit.
• The following are important events that require church facilities to not be available for reservation or event scheduling: Sunday Worship, Regularly Scheduled Church/Ministry Events and Group Meetings, Maundy Thursday, Good Friday, Easter Sunday, Memorial Day, Fourth of July, Labor Day, Christmas Eve, Christmas Day, Vacation Bible School.

By signing the facility use request form you express understanding that this event is in no way affiliated with Gashland EPC or the Ministry Teams at GEPC and as such is not eligible for promotions in Gashland EPC’s Sunday Link announcements, our website, our Wednesday Link announcements, our website’s calendar, social media sites, signup tables on Sunday, posters, bulletins and any flyers. Outdoor banners or signs of any kind are not permitted. Slide show announcements and any other promotional/communication items etc through our communications admin are also not available. You take on full responsibility for all invitations and event communications to guests & attendees of your event/group meeting and GEPC is in no way obligated or responsible for assisting you with creation, distribution, and gathering of contact information or promotion of communications for your event/group meeting. All non-ministry events may be eligible for promotion on our Common Place Bulletin board, pending coordinating Team approval.

You are responsible for notifying our Office Coordinator of any event changes or adjustments to event time and facility use needs at least one (1) week before your event to allow our Office Coordinator, Property, and Coordinating Team ample time to make any necessary changes or provisions for your event details and needs.

If we do not receive notice of cancellation within one (1) week of the scheduled event, your deposit will be subject to forfeiture.