Church Use and Rentals

Board approved: 7/29/2022

RENTAL AND EVENT POLICIES

A $50 non-refundable reservation deposit is required (will be applied towards total usage fee when paid in full).

• Event cancellations will result in forfeiture of the reservation fee.  
• Events canceled within 14 days of the event will result in forfeiture of one-half of the security deposit.

• A security deposit equal to 50% of total rental fee required when Use Agreement is signed.
  • Security Deposit will be refunded after the event if no damage or additional charges occur as a result of the rental.   
  • Additional charges may occur if there is damage or cleaning required in excess of the security deposit.  
• All fees are to be paid as follows:
  • Reservation booking fee due with Use Agreement.
  • One-half balance due and full security deposit due 60 days prior to the event date.
  • Balanced due to be paid in full 30 days prior to the event date.
• Hold Harmless Clause: All Users (lessee) hereby agree to save and hold harmless the Church (lessor), its Board of Trustees, Staff, and representatives, from any and all claims or actions by anyone that arise from the use, operation, or occupancy of the UUCK campus during the period of time the User (lessee) uses/rents the premises.  
• Any individual, organization or members thereof, or any agent of either who misrepresents the identity or purposes of such individual or organization for purposes of entering into this Use Agreement with the Unitarian Universalist Church of Kent (UUCK) shall be subject to:

1. Forfeiture of all rent, fees and deposits held by the UUCK,
2. Immediate cancellation of the rental provided for under this Use Agreement, and
3. Potentially being prohibited from all future rentals of UUCK property.

Any violation of the forgoing policies will make all future rentals to the User subject to approval by the Church’s Ministry Executive Team.

• No organization may use the Church name or address to represent or promote the purpose and/or views of such organization.
• Non-Member rentals require a church representative on premises for event duration. 
• Local non-profit community organizations and long-term lease agreements may receive special rental rates.
  • Long-term Use Agreements must have Ministry Executive Team (MET) approval.
  • UUCK reserves the right to renegotiate the terms and conditions of any continuing long-term Use Agreement at any time following 90 days after the initial rental date.
  • Disruptive behaviors or repeated violations of policies by Users (or guests) engaged in a long-term Use Agreement may result in cancelation of Agreement. 
  • Long-term Use Agreements do not require a UUCK representative on premises.
  • Those engaged in a long-term Use Agreement are responsible for securing the building when leaving.  
• UU Church of Kent Active Members who have been in good standing for a minimum of one year will receive complimentary space use for personal and immediate family rites of passage (ex: weddings, memorials, anniversary/birthday parties, showers). Member events will be subject to custodial fees and may be subject to facilitation fees.

• Only space(s) and equipment contracted may be used.  Use of additional space(s) or equipment will result in additional charge.
  • UUCK buildings, equipment, and furnishings are to be used with reasonable care and for the normal intended use.  
  • The building, its furnishings, and all equipment must be left in the condition it was found.  Any damages to the property will be the sole responsibility of the User.
• UUCK buildings will be closed and secured at the agreed time.  Evening events must conclude and all guest must leave prior to midnight.  Events that run over are subject to losing their security deposit.
• UUCK reserves the right to cancel this Use Agreement with or without cause by, and without penalty, in the event of circumstances beyond the Church’s control.  

Shared Use and Good Neighbors

• Users must respect other groups that may be using the building at the same time. 
• Requests for a specific space for meetings or events will be honored pending availability. 
• UUCK reserves the right to relocate meetings or events to an appropriate space in order to accommodate additional requests when a scheduling conflict occurs.
• Regarding concurrent meetings/events:  Each group must conduct themselves in a reasonable and considerate manner as not to disrupt any other meetings/events.
• All Users will comply with all State and Local laws and ordinances.  The User will take all steps reasonable and necessary to assure that the event does not cause any disturbance or annoyance to the neighboring community. 

Campus Policies

• Smoking is not permitted on church property.  Smoking in any building will result in forfeiture of the security deposit.
• UUCK is not responsible for lost, stolen, or damaged personal property.
• In accordance with Ohio State Liquor Laws, alcohol may not be sold on church property.
  • Events are permitted to host an open bar only.   
  • All alcoholic beverages must be removed from church property at the end of an event.
• Alcohol may not be sold on church property.  Events may not host a cash bar.  (In compliance with Ohio State Liquor Laws)
• Food and Drink are permitted in designated areas only; unless otherwise specified on this agreement. Designated areas include Hobbs Hall Fellowship Room, Fessenden Hall, outdoors.
• No throwing rice.  Bubbles and bird seed are permitted outdoors only.  Other “send-off” activities must be approved by the UUCK Campus Use Manager prior to the event.

Parking

• Event public parking is available in the following areas:
  • Gravel lot adjacent to Hobbs Hall: Weekdays after 6 PM, all day on weekends.
  • Gougler Ave. street parking at all times
  • Gougler Ave Hike & Bike Trail lot (Gougler Ave, north of the church) available at designated times (church sidewalk connects to parking lot)

Weddings, Memorials, and Other Celebrations

• Arrangements with the Minister or musicians are to be made separately and are not included in signed Use Agreement.
• The UUCK Minister must approve the use of a non-UUCK officiant for any celebration or rites of passage.

Catering, Decorations, and Flowers

• Arrangements must be made with the Campus Use Manager for delivery of flowers, food, etc.
• All decorations to be affixed to pews or walls must use low-tack painter tape or ribbon. The following items ARE PROHIBITED while decorating: Nails, screws, thumbtacks, staples, wire or sticky tapes (scotch, duct, or masking) or wall/poster putties.  Nothing may be tacked or nailed into the walls or fixtures, or flooring.  .    
• Furniture and floors must be protected from moisture at all times. (Use plant trays.)
• All candles must be placed within a candle holder and used only in designated areas (Sanctuary/Hobbs Hall Social Room).  Lit candles are not to be left unattended.

Audio/Visual

• Complimentary mics/speakers are included with Sanctuary and Hobbs Hall Social Room Use Agreements.
• Additional A/V services may be contracted for a fee.
• Charges will apply if equipment is used and not contracted for.

Kitchen Use

• Hobbs Hall Social Room includes light kitchen use: refrigerator, counter tops and plugs, water and ice.  No other equipment use is permitted.
• For catering or commercial kitchen use, the Kitchen Use Agreement must be completed.
• Dish Service includes UUCK dishware, bussing and dishwashing services.   
• All dishes and cutlery, except drinkware, must be bussed/collected by 8pm for cleaning.

Children

• Children must be supervised at all times and may not be left unattended anywhere on the property (including parking or outdoor areas).
• Events that provide childcare: all arrangements are the responsibility of the user.  
• UUCK member events must adhere with the Church’s Safer Congregation policy.

Event Clean-up

• Custodial services are required for all Use Agreements.
• User’s possessions/decorations are to be removed at the conclusion of the event.  Any items/decorations left behind will be discarded.