Wedding Facility Request Form

It is our heart to provide you with all of the items in wedding packages listed above. Declining to use anything in the package or something or someone not being available will not result in a price reduction. All items, staff, and personnel are subject to limited quantities, schedules, and availability.

The security deposit for a wedding ceremony at Gashland is $250.00. If booking both your ceremony and reception at Gashland the security deposit is $500. Half of your balance must be paid up front along with your security deposit to book and reserve your date. Your date is not secure until the security deposit and half of your balance is received. Weddings may only be booked up to 12 months in advance and must be booked at least 2 months in advance. A check should be made out to Gashland EPC. In case of cancellation, the security deposit along with half of the balance paid upon booking will be non-refundable. This money will to go towards possible loss of facility rental to any other individual. The full amount of the wedding must be paid by check to Gashland EPC three months in advance of your wedding. To reserve a date you must complete the online wedding facility use agreement. The following dates require church facilities and will 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, and Vacation Bible School. Other church events may also make our facility unavailable for reservation as well.

At Gashland EPC we do require that you use one of our pastors or a pastor from the EPC or PCA to officiate the wedding and to provide pre-marital counseling. The pastor does reserve the right to refuse to marry a couple at any point in the wedding process for any reason. Please note that the couple is responsible for knowing the requirements for obtaining the marriage license, which should be presented to the minister at the time of the rehearsal. If pastor cancels the wedding for any reason, you will receive a full refund along with your security deposit.

We can provide a pianist/organist for your ceremony if needed, but we do require notification at least two months in advance and a $150 fee will be associated with the use of a pianist/organist as the wedding pricing sheet indicates. Please note that if you wish to use the organ for your wedding, you must use a Gashland EPC organist for your wedding and pay the $150 fee. However, you are welcome to find your own pianist for your wedding for no additional charge. The music you use for your wedding should be selected with great care and with sacred content. If you are in doubt, you will need to consult with the wedding ministry director or the pastor. All music selections must be approved by the wedding ministry director. Music for ceremony or reception must be submitted via Spotify to the wedding ministry director at kelsie@gashland.org. (Spotify accounts can be created for free and shared using a link. Instructions on how to do this will be provided if needed.) Music must be submitted one month in advance. Failure to do so may result in a forfeiture of your security deposit if the sound tech is not given enough time to review, approve, and prep the music for your wedding day. A qualified GEPC sound technician must be used for any digital music played during the ceremony and for any music during the reception that uses the church’s sound equipment. Musicians playing in the wedding ceremony MUST be at the wedding rehearsal so that a sound check can be done. Musicians and singers who are not able to make the rehearsal will not be allowed to participate in the ceremony. The reason for this is so that you wedding ceremony goes smoothly and so that our sound tech can ensure that the sound equipment needed is available and that the sound on your wedding day is of the highest quality. Please let musicians know of this in advance so that they can plan on being at your rehearsal. No wifi is available for the wedding party or guests. So please be sure to download whatever you need ahead of time. If you are interested in using a slideshow at your wedding, rehearsal dinner, or reception, slideshows must be turned in one month in advance on either powerpoint or keynote.

You may use your own decorations for your wedding ceremony and reception. Any decorations must be approved by the wedding ministry director. No decorations or items may be left behind after the wedding ceremony or reception. All items you bring with you for the ceremony or reception, must be taken with you when you leave. Leaving behind items will result in the forfeiture of your security deposit.

Gashland EPC does have tables and chairs that are available to use for the wedding ceremony and reception. Gashland EPC will do all the set up and tear down of the tables and chairs free of charge. You need to submit a map of how you would like the tables and chairs set up one month in advance of the wedding. We have a limited number of chairs and tables available. Please consult the Wedding Ministry Director for exact numbers. If additional tables and chairs are needed, the bride and groom will be responsible for securing and renting them for the ceremony and or the reception from another entity. You will be responsible for the set up and tear down of any tables rented from a separate entity.

Any additional church equipment used (this does not include tables, chairs, and linens) needs to be returned to its proper place once you are done. Children 17 years 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 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. 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. 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. 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. The wedding is not an official church function and will not be publicized in church media. Outside banners/signs are prohibited. 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.

Renting the kitchen provides you with 5 hours of use. Additional hours may be rented for $50 per hour. If you rent the kitchen, a representative from Gashland will be there at all times to oversee the kitchen and assist in the use of the kitchen. You are responsible to make sure that everything is returned to place it belonged. You are also responsible for cleaning the kitchen by doing the dishes, cleaning the counters, sweeping, mopping, and making sure everything is as clean as it was when you arrived. Failure to adequately clean, put away kitchen items where they belong, or any damage caused to kitchen or items will result in the forfeiture of your security deposit. In the case where damage done to the kitchen or kitchen items exceeds the $250 or $500 security deposit, you agree to be held financially responsible for all damage done and you agree to pay in full the cost to fix any damage done to the kitchen and to pay to replace damaged items with new items of the church’s choosing. Misuse or damage done to kitchen equipment may result in the forfeiture of your kitchen rental and any time remaining you had. You may be asked to leave the kitchen. Time lost due to damage or misuse will not be refunded and you will be charged replacement fees for damage done. You agree to defend, indemnify, and hold Gashland Evangelical Presbyterian Church and their respective staff, volunteers, employees, and members (collectively, “Client Parties”), harmless from and against any and all claims, liabilities, losses, damages, expenses, and attorneys’ fees arising directly or indirectly from: (i) your event and the third party vendors you use (ii) the presence and behavior in, use of the Kitchen by, and consumption of food by you or your guests and use of Kitchen equipment; (iii) the condition of the premises, including the Kitchen. All catering done at receptions must be done by a licensed caterer. By signing this agreement you agree to assume all liability resulting from use of the kitchen and food cooked by you or your caterer.

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 Wedding Ministry Director for approval. 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. Violations of this policy will result in your deposit being forfeited. 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 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 Wedding Ministry Director. No pins, nails staples or screws may be used. No rice or birdseed may be thrown inside or outside the building. No glitter may be used.

Permission is given to a photographer and or videographer of your choice. We ask that the photographer/videographer would not interfere or be a distraction in the service. The photographer and videographer should clarify with the wedding ministry director ahead of time on where they should or should not be during the ceremony.

The wedding rehearsal is held the day before the wedding. Please set aside approximately one and a half hours for the rehearsal, which cannot begin until everyone who is participating arrives. Thus, it is important that everyone arrives on time. The rehearsal helps everyone involved to become familiar with what is expected during the service. All members of the wedding party, including parents and relatives escorted as part of the ceremony, musicians, ushers, candle lighters, scripture readers and family that are included in the ceremony should be at the rehearsal. This will enable each one to practice his or her part and allow all to be more comfortable on the actual wedding day. The officiating pastor is in charge of the rehearsal. The Wedding Ministry Director will be present.

The wedding ceremony will be planned in advance with the pastor and can be customized according to the Bride and Groom’s wishes. All parts of the wedding ceremony must be approved by the pastor. The wedding ceremony can go as long as 1 hour. Additional time can be requested for an additional fee if needed.

Wedding receptions must finish by 10pm on Saturday night so that preparations for Sunday Morning Services can be made.