Policy on UUCC Rental and Church-Sponsored Events

Submitted by Ad Hoc Committee on Building Use – (August 29, 2024)

Adopted by UUCC Board: 9/18/24

 

1.0 RATIONALE

We are committed to the care and safety of our children, members, friends, and guests as well as our volunteers and staff when hosting and participating in approved events located on or off UUCC property. This policy will help UUCC to knowingly select events to endorse or host, regardless where located, thereby ensuring that these events fall within the Mission of our Congregation and Principles of Unitarian Universalism as well as the scope of our liability insurance policy.

 

2.0 DEFINITIONS

UUCC Workers: All volunteer and paid employees of UUCC.

 

UUCC Event: An event held on or off UUCC property that falls within the normal operation and/or support of the church.

 

UUCC Sponsored Event: An event held on or off UUCC property that is supported by the church by originating from a UUCC committee or through specific board approval.

 

Single Use Private Rental: A rental held on UUCC property sponsored by either a member or a non-member as referred to in our Rental/Facility Usage Procedure.

 

Recurring Private Rental Use: A recurring rental held on UUCC property that is sponsored by either a member or a non-member as referred to in our Rental/Facility Usage Procedure.

 

Official UUCC Communication: Within the context of this policy includes, but may not be limited to, the UUCC website, newsletters, posters, flyers or any other communication method specifically approved by the Board of Trustees, Standing Committees, DRE, Administrator, Music Director, or Minister.

 

3.0 POLICY 

 

  1. Private and Recurring Rentals will follow the Rental/Facilities Usage Procedures and all renters will complete a Rental Application which includes all event details and pricing, Release of Liability, Hold Harmless and Indemnification Agreement, Rules for Facility Usage, and Cleanup and Closing Guidelines. Rental/Facilities Usage Procedures and Rental Application are available upon request.

 

  1. UUCC Events and UUCC sponsored events will observe the following:
  • Event date must be scheduled with the Administrator in accordance with the UUCC Calendar
  • Event dates should be compatible with other facility use events.
  • A confirmation from the Administrator is required for all requested dates.
  • Request for use of the kitchen must be submitted to the Administrator and to the Chair of the Kitchen Committee.
  • All set up and cleanup (not including table and chair setup and breakdown) is the responsibility of the committee sponsoring the event.
  • Committee chairs, or their designee, will notify the Administrator of any table set up or movement of chairs and provide a written plan to be given to the sexton.
  • Arrangements for sound or video needs are to be made with the administrator who will follow up with the Technical Services Committee Chair.
  • Notice of events is to be submitted to all UUCC publications.

 

  1. Single Use and Recurring Private Rentals will be listed on the church calendars only as a private event and will not be advertised in church publications or at church events.