Room/Building Request Form - Approved Church Ministry Events

Please complete and submit this information AT LEAST TWO WEEKS IN ADVANCE in order to get your ministry event on the church calendar and to provide our Events Coordinator with needed information. (Events with less than two weeks notice may be more difficult to arrange and approve).

- If your ministry event has not yet been approved, please discuss with the appropriate pastoral staff and obtain approval before submitting this form.
- If you would like your event communicated to the congregation, there is a section of this form designated for communication. There is no need to fill out a separate communications form.
- Check the church calendar to ensure your desired date is available.

If you have any questions, feel free to email the Events Coordinator, Molly Dvorak, at ride4funmn@gmail.com
1. General Information
 
 
 
 
 
 
 
 
 
 
 
 
Please select all that apply.
 
 
 
 
Please select all that apply.
Please select one option.
Please select one option.
 
Please select one option.
The Events Coordinator/Treasurer will follow up with you regarding childcare and potential payments to child care providers.
2. Facility Use Agreement

Please review the information below and type your name at the end of this section to acknowledge that you have read and understand the facility use policies.




1. Event size may be limited by parking lot spaces and/or interior spaces desired:

~ The sanctuary can seat about 125 comfortably. If you plan an outdoor event, and the weather back up plan is to move to the sanctuary, the total number of people you can have is 125.

~ The parking lot has 46 paved and 28 gravel parking spaces (with no parking allowed on the road in front of the church) so parking may be the main limiter in terms of event size. If you rent a tent for an outdoor event along with extra tables/chairs, you may be able to accommodate more people but parking availability may be prohibitive. Parking allowed only in paved spaces or on the designated gravel areas.

~ If setting up tables and chairs in the lower level, we have space, tables, and chairs for 75 people. These numbers are the maximum, unless the event is more like an "open house" and people will be coming and going during the entire event. If you plan an outdoor event using tables, chairs, or picnic tables without a tent and the weather back up plan is to move to the lower level with tables, the event must be limited to 75 people.




2. Waterbrooke equipment, including but not limited to tables, chairs and audio visual equipment, is subject to availability.




3. In the case of any damage to the facility or to equipment, the person signing this form must notify the Events Coordinator immediately.




4. The facilities are typically available from 8 a.m. to 10 p.m. If your event is scheduled for a Saturday night, the Events Coordinator will discuss with you whether it may be necessary to vacate earlier in order to ready the building for Sunday morning services.




5. The person(s) in charge of the event are expected to leave the rooms/space in the same condition or better than it was prior to use. Church equipment, including tables and chairs, must be returned to original placement.




6. Cleaning needs must be discussed with the Events Coordinator in advance. Typically, minor cleaning such as washing coffee mugs or picking up discarded papers in the sanctuary is the responsibility of the person(s) in charge of the event. More extensive needs must be discussed with the Events Coordinator. If the event happens after the Sunday services but before our cleaning service does the weekly cleaning, it may be acceptable to leave the majority of the cleaning for the cleaning service. If the event happens after the cleaning service has cleaned but before a Sunday service, additional cleaning arrangements may need to be made.




7. The Events Coordinator will contact our outside cleaning service with any events that may conflict with the cleaning schedule and determine how to reschedule if possible.




8. Children must not be left unsupervised. Events wishing to provide childcare must be pre-approved. The nursery or the children's rooms must not be used for childcare without approval.




9. Use of the facility is restricted to those areas requested and approved.




10. Requests to use candles must be pre-approved.




11.  Equipment owned by Waterbrooke is not to be removed from the facility.




12. Because of the technical complexity of our sound and video equipment and because of licensing agreements for music, consultation with a person on the Tech Team is required. In some cases, a member of the Tech Team may need to be present for the event.




13. Animals can not be brought into the facility, except for working/guide dogs.




14. Use of the grounds for outdoor activities must be approved in advance.




15. Guns, illegal drugs, alcohol, foul or abusive language and violent behavior are not permitted anywhere on church property. Smoking is prohibited within the buildings as well as within 100 feet of buildings entrances.




16. If necessary, consult with the Events Coordinator to adjust temperature before your event. Do not adjust the temperature on your own.




17. After the event, ensure that all lights are turned off, windows closed and locked and doors locked upon departure.





By typing my name below, I am indicating that I have read the policies and will ensure the event abides by them.

 
 
3. Communicating Your Event
If you do not want your event communicated, indicate N/A in the spaces below.
 
Please select all that apply.
Please select one option.
 
 
 
 
Indicate the name and email of the person to be contacted should anyone need further information:
 
 
Please submit this form. The Events Coordinator will be in touch with you shortly.

Description

Please complete and submit this information AT LEAST TWO WEEKS IN ADVANCE in order to get your ministry event on the church calendar and to provide our Events Coordinator with needed information. (Events with less than two weeks notice may be more difficult to arrange and approve).

- If your ministry event has not yet been approved, please discuss with the appropriate pastoral staff and obtain approval before submitting this form.
- If you would like your event communicated to the congregation, there is a section of this form designated for communication. There is no need to fill out a separate communications form.
- Check the church calendar to ensure your desired date is available.

If you have any questions, feel free to email the Events Coordinator, Molly Dvorak, at ride4funmn@gmail.com