It is our joy to make the Pavilion and field available for use as often as possible with the express intent that it be used for God’s glory and honor. To be faithful stewards, the following guidelines have been established. These guidelines attempt to anticipate every request; however, we understand that you may have a need that is not addressed. Please feel free to make your request known for consideration.

General Policy
Grace Church members may use the Pavilion and field free of charge.

I. How to schedule an event:

• Scheduling requests are required for the pavilion and the field.
• Use the Building Use Request Form via the links in the Friday Email, APP, or the website.
• Requests will be submitted to the church staff at their staff meeting, typically on Tuesday afternoons, for consideration and approval.
• Requests are granted on a first come, first served basis. Therefore, it is to your advantage to submit your schedule request as far in advance as possible.
• The church Administrative Assistant will contact you to confirm.

II. Types of events and uses allowed:

• Grace Church Ministry related events:

1. Church ministries (i.e., Men’s & Women’s Ministries, Missions, Youth, Children, Praise Team) should have the Staff person over that ministry bring the request to their Staff meeting.
2. Shepherding Groups should submit requests using the Building Use Request form.
3. Mission Partner ministry and Members in Ministry related events are allowed. Requests should be submitted using the Building Use Request form.
4. Any other ministry related event will be decided upon on a case-by-case basis.

• Personal events:
  1. Parties, family reunions, or holiday gatherings, etc.
• Events not allowed:
  1. Personal fundraising events or the advertising or promotion of personal commerce
  2. Business events where items are sold or recruitment for business purposes

III.  When events can be held: 

• Consideration will be given to the existing church calendar when scheduling any additional requests.
• Reservations are limited to 4 hours per event. This includes set up and clean up time.
• No event or personal use can start before 8:00am or conclude after 9:00pm.

IV. Pavilion/Field management:

• Access – You must come to the Church Office to check out a key from the Church Office to unlock the Pavilion bathrooms and Storage Room and to obtain the combination to the gate locks. Please do not make copies of the key, give or loan the key, or share the combination with anyone else. The key must be returned to the Church Office within the week following the event. 
• Supplies:
  1. Please do not use church paper products such as plates, napkins, cutlery, bowls, etc. but provide your own (this includes Shepherding Group meetings, lunches, etc.).
  2. Paper towels, toilet paper, and garbage bags are stored in the Storage Room and are available for use.
  3. No items may be taken from the main building or Annex without prior permission.

V.  Set up:

• It is the responsibility of the member in charge to set up the Pavilion/Field for their event as well as put everything used back in its original order following the event.
• No set up on Sundays can begin until after the morning worship service has concluded.
• The combination to the lock on the water spigot is the same as the combination to the gates.
• To turn on the lights and electricity to the Men’s Bathroom and the water cooler, flip breaker #1, located in the electrical panel in the Storage Room.
• If you bring and use a grill, please put it on the uncovered concrete area to the right. You MUST cover the concrete underneath the grill with either a tarp, cardboard, or some other material to protect the concrete from drippings.
• If the firepit is requested you must supply your own firewood, kindling, lighters/matches, etc. Afterwards, the fire and all embers must be completely extinguished using the water hose.
• Please do not move the benches around the firepit.

VI.  Put back:

• Turn off all lights and fans when finished.
• Turn breaker #1 off.
• If the water hose was used, lower the water spigot handle and squeeze the hoses’ spray nozzle to release the water pressure. Coil hose back onto holder.
• Put lock back on spigot.
• Lock all doors and security gate(s) after event.
• Return the key to the Church Office within the week of the event.
  

VII.  Clean up:

• Generally speaking, leave the Pavilion and grounds in better condition than you found it.

• Following your event, you are responsible for cleaning all the areas of the Pavilion/Field that were used. This includes the bathrooms. Cleaning supplies are in the Storage Room.
  1. Bathrooms – each bathroom is supplied with toilet cleaning products and sink cleaning spray. 
  2. Pavilion & bathroom floors – sweep floors thoroughly.  Use the hose to spray clean the Pavilion floor if needed (do not use the hose in the bathrooms).
  3. Storage room sink – use cleaning spray to clean
• Take all trash, especially diapers, to the dumpster and replace the trash bags. Secure all trash can lids.
  

VIII. Other Guidelines – The following guidelines are to be strictly followed:

• No alcoholic beverages or containers are permitted on the church property.
• No smoking in the Pavilion area or near any activities.
• No fireworks or bonfires are permitted.
• No nailing, stapling, or affixing anything the pavilion posts, fence, or building. Painters tape may be used if so desired but must be removed completely at the conclusion of the event.
• No glitter, red drinks, dye, sidewalk chalk, or paint that stains surfaces can be used.
• No parking under the Pavilion or on the grass.
• No loud music or noises out of respect for our neighbors.
• Failure to leave the pavilion, firepit and grounds as you found it or not following all Pavilion/Field use policies may result in losing future reservation privileges.
  
• Note: the Pavilion is under video surveillance.