Towne Lake Community
Church

 

The purpose of Towne Lake Community Church is to love Christ and each other by bonding in unity as a body for the expressed purpose of sharing the Gospel and making disciples who minister to a hurting world; all for the glory of God.
 
 

TLC Church Facility Usage Agreement

Instructions:  TLC Church Facility Usage Agreement must be signed upon receiving your confirmation.  Signature of the applicant indicates acceptance of the church facility's use procedures, rules and checklist guidelines as well as your agreement to comply with all policies.  Full payment for scheduled events must be made 2 weeks prior to event date.  Re-fundable Cleaning Deposit of $100 must be received on the day of your event in order to receive keys to facility.  Cancellation of event must be made one week prior to event date for refund and to allow other events to be planned in your event's place.

To reserve TLC Church Facility's you much first complete the Church Usage Request:
Request must be received and approved 2 weeks prior to your event.
This form must be used by Outside Organizations & TLC Ministry Leaders who need scheduling approval.

TLC Facility Usage Agreement Contract Policy & Procedures:
The following policy applies to all applicants requesting use of and TLC facility.
(Outside Organizations as well as Church Ministry's & TLC Members).
 
“Church Facilities” means any part of the church property, i.e. the building, all rooms within the building, all furniture and equipment belonging to the church and located in the church building, the church grounds and parking area, and the church van.

·         In keeping with existing church policy, smoking and the consumption of alcoholic beverages are prohibited throughout the church facilities.  A Christian-like behavior and language is expected at all times.

·         No illegal drugs will be allowed in the building. Anyone who is suspected of being under the influence of alcohol or illegal drugs will be asked to leave. There will be no exceptions.

·         No weapons may be brought into the church facilities.

·         No pets will be allowed in the building with the exception of service animals or otherwise approved by Sr. Pastor.

TLC Facilities are "Play at your own Risk"  - All Children on playground, soccer fields, or in church facility must be accompanied by an adult at all times.
 
Scheduling preference will be given to TLC Church groups and organizations over any outside group or organizations.  However, if an approved outside organization has properly scheduled an event well in advance, our church has an obligation to that organization for facility usage, unless they have been given ample notification and are able to make other arrangements.  Should two or more TLC Church groups wish to use the same room during the same time period; the group that was properly scheduled first will be given priority.  Use of Church Facilities by Outside Organizations - must be a not-for-profit organization or otherwise approved by the Sr. Pastor.

All organizations and TLC ministries must complete the attached Request for Facilities Use form and sign the usage/rental agreement two weeks prior to event.  We encourage you to request use early as times and dates are limited due to other Ministry Events already on the calendar. The Sr. Pastor will approve all Events and Requests to use the church facilities.  After receiving the Sr. Pastor’s approval, Events must be scheduled through the Communications Dept. and upon scheduling approval will be entered onto the “Church Calendar”.  Payment and Usage Agreements must be completed prior to facility use.  Outside Organizations using the TLC Facility must place a deposit upon scheduling to hold events.

Only specific areas within the TLC Facility may be used by organizations & ministry programs.  Requests for the use of other rooms in the building will need additional approval. The approved Organization or TLC Ministry will be responsible for their own room arrangements, set-up, break-down, and clean-up. Organizations & Ministries will be responsible for any damage to church property or facility.  Rooms must be returned to their original arrangement set-up unless advised differently in the usage agreement. Other services may be offered with additional cost such as; Sound & Lighting, Pastoral Services, Stage Rental, etc...  Regulations regarding the use of the building/facility for weddings or receptions are published in the Guide to Weddings Agreement.

All groups using TLC facilities must have adequate adult supervision, and one adult must be the contact person and person in charge. The suggested ratio of adults to youth is as follows:
 * Grades Pre-K -3 1 to 8   * Grades 4-6 1 to 10  * Grades 7-9 1 to 12     * Grades 10-12 1 to 15
 
Key Usage - If a key to the church is needed for access to the building by the approved organization or ministry, a key may be obtained from the church office after the outside organization or ministry leader signs and agrees to abide by the church facility policy and key policy contained in the “Use of Key to Church Agreement.”  Keys - Keys will be distributed as follows:  

·         Keys must not be duplicated for any reason & must be returned within 1 week after scheduled event.

·         Members must complete an equipment form which will be kept in the church office prior to distribution.

·         Non-members & TLC Ministry Leaders will be given a key for a requested event if there is no one else using the building at that time, and a TLC Staff Member is unavailable to open church building.  A Church Usage Request Form must completed and Usage Agreement signed and $5.00 deposit on a key must be received upon key pick up. The deposit will be returned when the key is returned. In the case of long-term use of the building, all key-holders must re-register every six months and show their key.  

 

Recreation & Events at TLC

·         Recreation is a gift from God and all recreational activities held at TLC Church should have the spirit of love, caring, and inclusion.

·         No unchristian-like speech or action will be tolerated at any time or the person will be asked to leave the building.

·         Only water and other sports beverages in closed containers will be allowed in any TLC Church Facility during sport activities by participants or spectators.

·         Shirts & Shoes should be worn at all times.

·         Church members are responsible for the conduct of their guests.

·         All recreational users of the TLC Church Facilities must sign a usage agreement and agree to abide by the rules as well as the guests attending the event.

·         Sports equipment shall not be used outside of the Church Facility unless Sports Ministry Leader approval and then must be returned to their specific storage area in the Church Facility after use.

·         There must be adequate adult supervision for all children using TLC Church Facilities.  "Play at your own Risk" - all children must be accompanied by an adult.

·         Equipment is to be used only for its intended purpose and each group is held responsible for the equipment they use. All equipment must be signed in and out. The use of personal equipment must be approved before play and must be returned and put up properly. Training must be received prior to any equipment use by the TLC Technical Department,   this includes the sound board, microphones, lights & other technical devices.

·         Anything left and not claimed at any church facility or event within 10 days will be considered a donation to charity.

 

Liability

·         The Church Staff will be responsible for interpretation and enforcement of all rules.  TLC Ministry Leaders & Organization Leaders are responsible for supervising events, volunteers & guests.  Leaders should give guideline/rule instruction, and help with the enforcement of all policies at TLC.

·         The use of the church building and all furniture and equipment will be at the risk of the participant.  Ministry or Organization using TLC facility equipment or facility will be held responsible for any damages sustained during their use as well as costs to replace damaged items.  Training must be received prior to equipment use by Technical Department at TLC.

·         TLC Church does not assume liability or responsibility for any participant injury during any event or service held at our facility. "Play at your own Risk" - all children must have adult supervision and be accompanied by an adult at all times.

·         TLC Church does not make any expressed or implied warranty of the premises, equipment, machinery, fixtures, or furniture.
 

Security  

·         All doors must be locked after each event.  All doors need to be checked before leaving as well as all lights turned off. (Do not prop doors open)

·         Groups using the building should share responsibility for security, particularly if they are the last group to use the building that day.

·         Emergency numbers will be posted or given to you for quick access.

Security Cameras are located around Church Facility Parameter.
 

Telephone

·         The telephone is for the use of church business or emergency's only. No personal long-distance calls may be made from any church phone and should not be used for personal calls.

The following rules regarding use of space, food, beverage, and cleanup apply to all groups using the church facility.  This includes renters, church committees, leaders, members, and all ministry functions held at TLC.
 

A. Use of Space

  • Facility Usage Request Form must be submitted and approved before any event can be scheduled at TLC Church.  Usage Agreement must be signed and received prior to event set up.
  • A group or ministry may use only the space/equipment assigned and specified in the usage request form and agreement.  Other areas are restricted and should be respected.  Each ministry at TLC has a specific area in which they are responsible including designated storage areas.  Ministry Leaders will be notified when an event will take place in their ministry area to help with coordination and training.
  • Use of the building is only for the specific hours approved in the facility usage agreement.  (when requesting usage for events to be scheduled, keep in mind extra time needed for set-up, take-down and clean up).
  • The building will be open 30 minutes in advance of the scheduled event unless keys have been approved and provided. It is expected that the activity will end promptly at the hour stated in the usage/rental agreement.  Failure to vacate the premises promptly will cause other events scheduled to be delayed and can cause additional charges or possible loss of meeting privileges in the future.
  • When using an area of the Church, do not move any equipment from its normal location unless permission to do so has been given at the time space was scheduled & agreement signed. (for example: music & sound equipment, microphones, chairs, tables, bookcases, wall hangings, pulpit etc..), If you move chairs, please return them to their original set-up position before you leave. (janitorial services and chair pick-up, set-up are not provided and are the responsibility of group using church facility).
  • No signs may be hung in the building except for use during your activity.  All litter & decorations must be taken down promptly. All signs must be hung so that they do not damage walls or furnishings.
  • Smoking or use of illegal substances is NOT permitted anywhere on the Church property or during and Church sponsored event.
  • No sound or projection equipment may be used without approval at the time of application and someone from your group or ministry (an adult) must be trained prior to using equipment by TLC Technical Department.
  • In advertising the use of TLC Church facilities, no group may use the name of the Church unless permission has been obtained in advance from the Sr. Pastor.
  • Illegal drugs, firearms, weapons, or flammables are prohibited on Church property. The Church reserves the right to call the proper authorities if these policies are violated.
  • Users of the Church facilities are requested to respect our neighbors’ rights to privacy, and particularly noise levels in the evening. All evening events should conclude by 10:00 PM on week nights (Sunday through Thursday) and 11:00 PM on weekends (Friday and Saturday)
  • Doors should remain closed (do not prop open) to help with heating and air cost.  All doors should be locked and checked when leaving the facility as well as all lights turned off.
  • TLC Church will not be held responsible for any damaged, stolen, or lost property used or stored at the church property.  TLC Church does not assume liability for personal injury or reckless behavior.
  • Thermostats should not be adjusted. 
  • All chairs, must be placed back according to chair set-up diagram. Tables and church equipment used must be placed back in assigned area or exactly as it was.  Tables should be wiped down before putting up and floor swept.  Mopping may be necessary. (supplies located in Kitchen)
  • Please do not allow sitting or standing on tables or standing in chairs as this is a safety hazard.
  • Please do not allow children or guests to go behind the stage or stage curtain or behind the sound table, kitchen area, electrical rooms or storage areas as these areas are restricted to everyone except designated church staff.
 

B. Food ~ Beverage ~ Clean-up

  • No refreshments may be served unless prior arrangements have been made.  Janitorial/Clean Up services are not provided and are the responsibility of the organization using the facility.  (this includes taking out the trash and replacing the trash liners) their may be an additional fee in the usage/rental agreement.  Deposits will be forfeited and additional charges incurred if these requirements are not met.
  • If permitted, refreshments may be served only in the assigned areas.  (please do not use on carpeted areas)  All spills must be cleaned up properly. Do not use any of the food or paper products already stored in the Kitchen – these items belong to specific ministry departments. Permanent Kitchen utensils and silverware are limited and can serve only a small group.  If used they should be cleaned and returned to the proper place.  All Organizations/Ministry Programs are responsible for supplies needed for their event with the exception of toilet paper & hand towels in restrooms. This includes condiments, napkins, cups, eating utensils when using the facility for luncheons or dining events.  This includes TLC Ministry Programs unless authorized by Sr. Pastor.
  • All Clean-up for facility area used will be the responsibility of the each ministry or organization using the space assigned as this is not a service the church can provide. This includes emptying trash cans used within area, mopping and sweeping floors, checking bathroom facilities, kitchen area ect.. Any materials used, litter, posters, signs or items on the walls must be removed and discarded in the dumpster by the group using the area or taken home. (do not leave at facility or store in any area)
  • Only authorized persons (those designated by the Sr. Pastor) may have a key to the Church building.  No duplications are permitted.  No loaning out keys are allowed.
  • Any applications needing overnight use will need to meet with ministry leaders to organize after approval and scheduling process.
 
FEE Schedule for Outside Organizations & Church Rental:  The following fee schedule is meant to be used as a recommended guideline to cover the cost of facility use, preparation, building maintenance and insurance support. (Set Up, Take Down and cleaning services are not provided and are the responsibility of those using the TLC facility). Fees are subject to change depending on event planned and the needs for facility.

1.  Auditorium Rental (weddings, pageants, etc.)                         $1,000.00 - non church members
    Deposit Due upon scheduling your event.                               ($500 Deposit)
    Stage Use is Unavailable to anyone outside of the church.
    Pastor Services are not included but are available as well as sound, lighting
    and other specialized services at an additional cost if someone is available.

2.  Auditorium Rental for Church Members                                 $300.00 + $100.00 Deposit
     Stage Use is not available unless approved by Leadership Team.

3. Kitchen - Light Use (no cooking or dishwashing)                      $50.00 minimum

4. Kitchen – Full Use (this does not cover clean up costs)            $100.00 minimum + Cleanup Costs

5. Equipment Use   - TLC Sound Personnel must be Hired            $125.00 minimum + per hour rate

6. TLC Personnel (Lighting, Music, Coordinator)                          $50.00 per hour

7.  Cleaning / Key Usage / Security                                            $250.00 - $150.00 Deposit
(you may want to consider your own clean up to cut cost)

7.  Other:  ___________________________                           $__________
 
C. Contractual Obligations: Signature of the applicant on the application indicates acceptance of the above church procedures and building use rules.  TLC Church retains the right to add additional rules and guidelines as necessary to this agreement or to any Church Agreement or Policy.
 
Verification or Understanding and Compliance:

I, the undersigned have read and understand and will comply to all the above listed rules and regulations.  I further understand that my group, organization or party may incur damage assessment fees for any damage resulting from my use or my group’s usage.  I agree to pay TLC Church for costs pertaining to clean up fees due to my failure to comply with usage policy.

______________________________                        _________________
Applicant’s or Leader Signature                                    Date
 
Office Use Only  Notes:  ______________________________________________________

____________________________             _____________________        ______________
TLC Communications Dept.                              Sr. Pastor                                   Date
 


Towne Lake Community Church
132 North Medical Parkway  • P.O. Box 1746 - Woodstock, GA 30188 
678-445-8766 • 678-445-8823 fax