REGISTRATION FORM
Interested in Reserving Facility?
Our space at St. Francis is heavily used, so most requests for rentals of our space cannot be accommodated. Rentals will only be made for events sponsored by an active member of the congregation who will be on-site for the entire duration of the event.
For more information about our fees and facility use policies, please read our POLICY & PROCEDURES DOCUMENT BELOW.
POLICY AND PROCEDURES FOR USE OF FACILITIES FOR PARISH PROGRAMS
The parish facilities are home to the ministry and mission of St. Francis Episcopal Church. As such, they are expected to accommodate any and all parish programs for which they are suitable. To protect the parish facilities, and to ensure safe and effective programs, all parish users are expected to respect the guidelines contained in this policy. The member of the congregation who sponsors the event is responsible for carrying out the expectations under this policy. In accordance with canon law, the rector has authority to approve all facilities use.
Request for Use.
All parish users are expected to submit a Facility Request Form to the parish office to reserve facility space.
Available Facilities
Parish programs may use those facilities (generally any that are not reserved for schools’ use or otherwise previously scheduled) as designated in the signed agreement. No facilities can be made available for attendance greater than 250 persons. Those facilities that can be considered for use include the parish hall, the library, the parish undercroft, and the church sanctuary. All rentals must abide by the posted fire code capacity for the selected room.
Fee Schedule
| Facility / Service | Capacity / Details | Fee |
|---|---|---|
| Parish Hall | Up to 250 people | $1,000 |
| Kincaid Library | 20 to 30 people | $750 |
| Church Undercroft | 10 to 15 people | $500 |
| Kitchen | Only when used for full meal preparation or cooking | $200 |
| Sanctuary | Approximately 250 people | $1,000 |
| Staff Coordinator | Required for any event outside office hours (10:00 a.m. to 4:00 p.m. Tuesday through Friday) or any event with more than 50 guests. Payment should be made directly to the coordinator. | $400 |
| Security Deposit | Refunded if the facility is left in the same condition it was found and requires no additional cleaning. | $500 |
Parish Facility Use
The facilities of St. Francis Episcopal Church support the ministry and mission of the parish and are available for parish programs when appropriate. All users are expected to follow these guidelines to help protect the facilities and provide a safe environment. The program sponsor or their designee is responsible for making sure these expectations are followed. In accordance with canon law, the rector has final authority to approve all facility use.
Event Coordinator
A staff reception coordinator is required for all receptions held on site. The coordinator will:
- Communicate with the family
- Make sure tables are set up
- Open the facilities for caterers
- Remain on site during the event
- Lock the facilities afterward
The reception coordinator is not responsible for cleanup. Payment should be made directly to the person assigned to coordinate your event.
Hours & Rental Time
Facilities are available for rental between 9:00 a.m. and 10:00 p.m.
Rental fees include a four-hour block of time. Additional fees apply to events lasting longer than four hours. Your Facility Request Form will specify the exact times you may access the facilities.
Kitchen Use
The parish hall kitchen is generally available for preparing and serving food that is not being sold to the public. Church-owned utensils, cookware, tableware, glasses, and other kitchen items may be used.
The kitchen and all equipment must be left clean and in good order.
If a caterer will use the kitchen for food preparation, or if food will be sold to the public, a County license must be obtained. The additional kitchen fee does not apply when the kitchen is used only for staging and serving food.
Cleanup & Trash
All spaces and equipment must be left clean and in good order.
Trash must be placed in heavy-duty trash bags and taken to the dumpster located off the rear parking lot, using the back building exit only.
All indoor and outdoor areas, including walkways, lawns, and the parking lot, must be cleared of cups, signs, streamers, balloons, cigarette butts, and other debris.
Music & Sound
Music is permitted, but the volume must be appropriate for the space, as determined by the parish representative. Sound levels must also comply with local noise ordinances and should not disturb neighboring properties.
Alcohol & Smoking
Alcoholic beverages are limited to beer and wine only. No other alcoholic beverages are permitted.
If beer or wine will be served, the parishioner in charge is responsible for taking appropriate steps to ensure responsible service and avoid problems resulting from alcohol use.
Smoking is not permitted anywhere inside the building.
Church Equipment
The Facility Request Form should identify any church equipment needed for the event, including items such as:
- Tables
- Chairs
- Microphones
- Other church-owned equipment
All equipment must be left clean and returned to its proper storage location after use.
Rented & Delivered Equipment
Equipment rented from an outside company, including tables, chairs, dance floors, plates, glasses, flatware, and tablecloths, must be removed on the day of the event.
Deliveries and pickups must not interfere with the school’s use of the parish hall or other scheduled activities. Please coordinate all delivery and pickup times with the church office.