Intown Community Church Room Reservation Procedures

Transcription

1 Intown Community Church Room Reservation Procedures A church-wide events/room use calendar is maintained by the room use coordinator. When considering the use of a room, please check availability with the room use coordinator prior to completing the required paper work. If the rooms requested are available for the date specified and PAGE 1 is completed properly, the room use coordinator will record the event in the church-wide calendar and send you a confirmation. This procedure is the only method for getting a room and date reserved on the calendar. All requests will be processed in the order received. Room Reservation Request (Page 1): Once you have identified a date with the appropriate rooms available for your event, submit a Room Reservation Form to the room use coordinator (Phil Estler, , ext. 36). Hard copies of this form and accompanying materials are available in the church reception office or online at under Contact Us tab. All of PAGE 1 must be completed to reserve rooms. If possible, PAGE 2 should be completed at the same time. If room set-up details are not known at the time of reserving, Page 2 may be submitted closer to the date of the event as explained later. Deadlines: To reserve the sanctuary, a request must be submitted no later than 3 weeks prior to the date of intended use. A Sanctuary Use form must also be submitted at that time. (see PAGE 3) For a reservation in which kitchen supplies will be needed, the Equipment/Supplies Needed section on PAGE 2 must be completed no later than 3 weeks prior to the event. All other room reservation requests must be submitted no later than 2 weeks prior to the event.. Room Reservation Request (Page 2): Page 2 of the Room Reservation Request must be completed no later than 2 weeks prior to the event to request basic room set-up. Only basic room set-up needs will be provided for church activities and meetings. Any set-up required beyond the basic set-up* specified in these procedures and accompanying forms will be the responsibility of the person in charge of the event or meeting. At no time may items be removed from other rooms that are set up for other events. Deadlines: If Page 2 was not completed at the time of submission of the room request, it must be submitted no later 2 weeks prior to the event. Any basic room set-up* needs not requested by that time will be the responsibility of the person in charge of the event or meeting. The Room Use Coordinator will have no ability to make changes after the deadline because the document detailing set-up will have already been forwarded to the set-up crew. *Basic Room Set Up is defined as follows: Chairs, tables and other requested equipment will be placed in the room. The arrangement of the furniture will be the responsibility of the event host. After the event, it is the responsibility of the event host to return the room to the way it was prior to the event. Phil Estler, Room Use Coordinator, phil@intown.org Intown Community Church, 2059 Lavista Rd., Atlanta, GA, 30329, x 36, fax i

2 Notes about Room Reservation, Room Set-up, and completion of the form: Contacting Church Staff Members: In some cases, you will need to contact the church staff member who is in charge of the ministry most closely related to your event for help in planning. Visit the church website, for a listing of church staff members and their responsibilities Events in Which Food Will be Served: These events should be held in rooms with hard surface flooring, which are currently rooms 204, 206 and 214. Recurring Meetings: One form will suffice for meetings that recur several days in a row, on a weekly basis, or on a monthly basis if set-up for each recurrence is identical. If set-up is different on different dates, then a Room Reservation Request must be submitted for each individual meeting. Meetings that recur throughout a ministry year must be resubmitted annually (ministry year runs from September 1 to August 31.) Decorations and/or Significant Set-Up: The person in charge of the event is responsible for significant set-up and decorations. Complete the appropriate space on the Room Reservation Request and organize a team to prepare for the event. No plants in the building are to be moved from their current locations. Posters and fliers may only be placed on bulletin boards throughout the building. Improperly posted fliers will be removed immediately and discarded. Due to fire safety laws, nothing may be hung from the ceilings. Hallways, exits and stairwells must remain cleared of furniture and decorations at all times. After Hours Events and/or Set-Up: If any part of an event, set-up, or clean-up will occur outside of normal hours, a staff member or church officer will need to be secured to open and/or lock the building. The building hours are as follows: Monday Friday 8:30am to 9pm, Saturday & Sunday Closed except by reservation, Holidays and Holiday weekends - Closed. To secure a person for opening and/or locking the building, contact the church staff member in charge of the ministry most closely related to your event. In the event you cannot get a sponsor, a House Manager will need to be hired through the Room Use Coordinator. Sanctuary Use: For sanctuary needs such as sound, lighting, staging, etc., a Sanctuary Use form is to be submitted to the Room Use Coordinator no later than 3 weeks prior to the event. Kitchen Supplies: For kitchen supply needs, the Equipment/Supplies Needed section of Page 2 must be completed & submitted no later than 3 weeks prior to the event. Child Care: Nursery rooms are reserved in the same manner as other rooms. Please read through the Policies for Organizing Childcare (page 4) and initial the appropriate place on PAGE 1. Advertising Flyers: Advertising for upcoming events may only be placed on bulletin boards throughout the church and must be removed once the event is over. Requests for web site advertising and verbal announcements during the services on Sundays are to be made to the church staff member in charge of the area of ministry most closely related to the event. Facility Layout: Be sure to have the coordinators of your event familiarize themselves with the layout of the facility before the time of the event. A facility map is included with Room Use materials, a tour of the facility will be given by appointment only. Be sure to note the location of rooms, restrooms, drink machines, courtesy phone, etc. Cancellations: Please inform the room use coordinator if rooms previously reserved are no longer needed. Informing the coordinator as soon as possible will allow others to use the room if necessary and not cause unneeded set-up work to be done by the custodial crew. Clean-Up: Please be sure to restore the rooms and facility to the condition in which they were found before the meeting/event. Wipe tables, remove trash to the dumpster outside of the building next to the kitchen, replace bags in trash cans with liners found in the custodial closet (first door past the restrooms across from the sanctuary), and remove all advertisements & decorations. ii

3 Intown Community Church Room Reservation Request To reserve a room, submit this form at least 2 weeks prior to the event. If the sanctuary is requested or kitchen supplies will be needed, all necessary forms are due 3 weeks prior to the event. Name Phone Number Event Title Address Street Address Today s Date: Date of Event: Start Time: End Time: If you plan on doing significant set-up and/or decorations, please specify below when you will need to begin. Date you will need to begin set up: Time you will need to begin set up: Will any part of the event, set-up, or clean-up take place after hours? [ ] Yes [ ] No Building Hours are: Monday Friday 8:30am to 9:00pm Saturday & Sunday by reservation only Holidays & holiday weekends - closed If yes, a church officer or staff member must be present to unlock/lock the facility prior to and after the event. Please specify which church officer or staff member will be in charge of this: A reservation will not be placed on the calendar for an after hours event until this information is provided and verified Number of People Expected: Room(s) Requested Sanctuary needed? [ ] Yes [ ] No If yes, this form and a Sanctuary Use form must be submitted together, no later than 3 weeks prior to the event If the event includes significant setup, please give the name of the person responsible for set up and clean up: If the event will involve the identical set-up on more than one date, then explain the recurrence on this form. The following are examples of recurrence that might be specified: the first Monday of every month; 3 days in a row beginning on such and such a date; or the 15 th of each month. If related events that occur on other dates will require different set-up on the other dates, then submit a separate Room Reservation Request for each date that rooms are needed. Recurrence: Will you be providing childcare? [ ] Yes [ ] No If yes, read the Policy for Organizing Childcare (PAGE 4) and initial here to indicate your agreement. All reservations will be subject to approval and available resources. Scheduling is done on a first come, first served basis. Please notify the church of any changes as soon as possible. By signing below, I agree to leave the room(s) in a clean and orderly condition, to return all supplies to their designated area, and to abide by the policies and procedures of Intown Community Church. I realize I may forfeit future use of the facility by not abiding by these procedures. Some fees and charges may apply for large events and events after hours. Please contact the Room Reservation Coordinator for more information. Signature Phil Estler, Room Use Coordinator, phil@intown.org Intown Community Church, 2059 Lavista Rd., Atlanta, GA, 30329, x 36, fax PAGE 1

4 If set-up details are not submitted with the original room request, they are due no later than 2 weeks prior to the event. If you submit this Room Reservation Request form without completing the set-up information, it will be your responsibility to submit the set-up request no later than 2 weeks prior to the event. Failure to do so will result in standard set-up for the room(s) requested. Complete the two boxes below for set-up. If several rooms require the same set-up in each of them, then completion of the two boxes below will suffice. If there are a variety of set-ups for multiple rooms, please include a separate sheet of paper for each room reserved. Include on the sheet the event title, event date and room numbers(s). Equipment/Supplies Needed (list amounts where applicable) tables chairs white board podium TV/VCR PC Cart & projector screen slide projector portable sound system Overhead Projector Other: Layout (due 2 weeks prior) Room Number(s) Sketch the layout of the room(s) (chairs, tables, equipment) Kitchen Supplies Requested: (due 3 weeks prior) Warming Oven Ice Caddy Dinnerware (Specify Quantity) Tablecloths Phil Estler, Room Use Coordinator, phil@intown.org Intown Community Church, 2059 Lavista Rd., Atlanta, GA, 30329, x 36, fax PAGE 2

5 Sanctuary Use (Due 3 weeks prior to event) Event Title: Date of Event: Sound Do you need to use the sound system? No Yes If yes, what do you anticipate needing? CD or audiotape player or sound for video. Standing microphone(s) for speaker(s) or singer(s). Number of speakers Number of singers Lapel microphone(s) for speaker(s). Number (only two are available) Standing microphone for instrumentalist(s). Instruments being used Monitor(s) for musician(s). We have a volunteer sound operator. Name: We need a Qualified sound technician ($150/3 hours minimum, $50 each hour thereafter) The Music and Arts Department will assess your sound needs and determine whether or not a volunteer operator can run your event. If your volunteer is not already trained, training must be coordinated at least three weeks prior to your event. The volunteer is responsible for setting up the training session with the Music and Arts Department (please refer to or Sunday s bulletin for staff names and contact numbers). If sound needs are more complex than a volunteer will be capable of, (i.e. live music, more than three microphones needed, etc.) one of Intown s sound team technicians must be hired to run the event. Cost for an Intown sound team technician is $150 for up to three hours (including setup and breakdown time) and an additional $50/hour for each hour afterward. A sound technician must be requested with the Music and Arts Department event coordinator at least three weeks prior to the event. Lighting If you will be using an Intown sound technician or a trained volunteer, they will be able to bring up the stage lights for you. If not, someone will need to be trained in turning these on if you wish to use them. Training should be coordinated with the Music and Arts Department at least three weeks prior to the event. Who will operate lighting? PowerPoint/Video If you will be using the rear screen projector and the computer system (for computer presentation MAC compatible only) or VCR/DVD, a volunteer will need to be trained in turning on and operating the systems. Simply knowing how to use a MAC or a VCR is not sufficient information to utilize this equipment. Training should be coordinated with the Music and Arts Department at least three weeks prior to the event. Although a volunteer sound operator might agree to also operate the presentation, Intown sound team technicians may not be asked to do this on top of their other responsibilities. Name of volunteer PowerPoint/Video operator: Room setup and Decorations If sanctuary furniture and/or walls need to be moved for the event, a detailed diagram must be submitted to the Room Use Coordinator no later than 3 weeks prior to the event. Any non-requested changes made to the arrangement of the room must be reversed at the end of the event or future room use requests may be denied. Special decorations, like those used during Advent/Christmas and Lent/Easter and missions emphasis periods, may not be taken down. If your event will be taking place during those periods, and you wish to know more about what the decorations will look like, please contact the Music and Arts department. PAGE 3

6 Recruiting Workers: POLICIES FOR ORGANIZING CHILDCARE [Note: Nursery rooms are available by reservation through Phil Estler (404/ ext. 36) for children ages 5 and under.] 1. It is your responsibility to ensure adequate childcare. Our policy is that there must be two childcare workers in each room. 2. The minimum age for childcare workers in our nursery is 14, unless the event runs after 7pm. After 7pm, according to law, workers must be at least 16 years old. We pay all of our workers $8.50/hour. Organizing: 1. Your workers need to arrive at least 15 minutes prior to your event. 2. Check workers in and make sure rooms are staffed safely. There must be at least TWO people in every room. (Try to avoid having a room with all male workers.) Also make sure each worker has a nametag. 3. Every child must be checked in by an adult and given a security arm band (located under the nursery counter). The child s name is to be written on the arm band, the band is placed on the child, and the parent is given the detachable security number tag. The parent MUST have this security number tag with them when they return to pick up their children. If not, the worker must check their identification. 4. If you need to have a snack for your event, you will have to provide it. Make sure that it is something simple, like animal crackers, saltines, or vanilla wafers and juice (non-acidic and preferably one that will not stain the kids clothes). Never serve anything that children may be allergic to (anything with peanut butter in it is not allowed in the nursery). You are welcome to make your juice in the containers in the kitchen; please wash them out with hot, soapy water and set them out to dry before you leave. Please do not use any of the Sunday morning supplies. 5. After the children have been picked up, make sure that the rooms are put in order. a) Instruct the workers to tie off their garbage and place it in the hallway before they leave. b) Vacuum any crumbs left on the floor. (The vacuum is located in the kitchen.) c) Collect any dirty laundry and put it in the washing machine. (Do not start it.) d) Disinfect all tables, cribs, mattresses, swings, exersaucers, and toys that you used. Spray and wipe clean with antibacterial spray. Put toys away. (If you moved toys or furniture from one room to another, please return them to their proper place. e) Throw away any art projects left in the rooms. 6. Collect garbage bags and take them to the dumpster and make sure each room is locked and the TV/VCR is put away. Thank you for your consideration. The Nursery Team PAGE 4