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Highlights as a PDF File

1. Prohibited Activities. The church may not be used for any of the following:
   1. Any purpose that is not consistent with the goals and purpose of Heritage.
   2. Political groups.
   3. Gambling.
   4. Serving or consumption of alcoholic beverages, tobacco products, drugs or any other illegal activities.
   5. Use of any facilities or performance of any activity not specified in the application form and agreement.
   6. Food or drink are not allowed in the sanctuary.
2. Procedure. Church sponsored activities will have priority over non-church sponsored activities.
   1. Groups Within the Church.
      1. Special meetings, activities and programs of the boards or other church organizations require first checking with the church office to avoid conflict with other events and to have the meeting recorded on the church calendar.
      2. Any concerned member of Heritage may request that the decision of a board regarding building use be referred to the moderator who shall call a meeting of the Prudential Board as soon as possible.
   2. Requests Originating from the Outside (including members requesting for non-church functions)
      1. All requests for use of the church facility shall be made by completing the attached application and submitting it to the church secretary who will determine if the requested facilities are available on the date requested. The church office shall maintain a calendar of facility use and keep all applications on file.
      2. The church office shall refer the application to the Trustees. The Trustees shall evaluate the request for consistencies with the policy.
      3. All requests for building use must be approved by the Board of Trustees in advance or by the pastor on short notice.
   3. The church office will notify the staff and the requester of approval at the earliest opportunity.
3. Rules and Fees
   1. The Board of Trustees shall establish rules and fees (see attached schedule) for the use of the facilities and equipment. The Trustees shall determine the conditions of use of church property (damage, liability, etc.).
   2. In most cases a member of Heritage will be required to be in the building when an outside group meets at the church. In those cases when this not necessary or practical, a key may be issued to a designated person from the group. That person will be responsible for turning off lights, returning any equipment used to its original condition and location, and lock all exterior doors.
4. Damage and Insurance: All user groups and individuals are responsible for conducting their activities in a safe manner. Any and all damage to Church property shall be paid for and is the sole responsibility of the user.
5. Kitchen Use: (must be applied for on the application and approved).
   1. All persons or groups using the kitchen will be expected to leave it in a clean, sanitary condition. (This includes stove, sinks, counter tops and floors.)
   2. All dishes, silverware, glassware and equipment authorized to be used will be washed, dried and returned to their original location.
   3. Hot items from the stove or oven must not be placed on counter tops without insulating protection beneath them.
   4. Trash disposal is the responsibility of the group using the facility. Trash containers are to be emptied and the liners replaced. Trash is to be sorted according to city of Madison requirements and the bags securely tied and placed in a designated area.
   5. Soiled dishcloths and dishtowels are to be collected and placed next to the sink for washing. It is preferred that an individual from the group take these home, launder them and return them to the proper drawer in a timely manner.
   6. Commercial catering services and individuals providing such services are required to furnish their own supplies and utensils. They are permitted use of the stove, sinks, refrigerator and work surfaces. They are required to clean all equipment used and are required to remove all trash they generate, from the premises.
   7. Do not use the dishwasher unless instructed in its operation and its use has been approved.
   8. Do not leave unused food in the refrigerator or freezer.
   9. Breakage of equipment or dishes must be reported to the church office. Costs of replacement or repair of the broken items are the responsibility of the user.
   10. Groups and individuals from outside the church must furnish their own consumable supplies.
6. Fellowship Hall Use: (Use for this hall must be applied for and approved and does not include classrooms unless included in the application.)
   1. All decorations must be freestanding or hung by a device (e.g. fish line) from the ceiling tile framework.
   2. All spills on carpet must be promptly cleaned up with appropriate materials.
7. Sanctuary Use: (must be applied for on application form and approved.)
   1. Decorating of the sanctuary shall be done in such a way that pews or other furnishing are not marred or damaged. (The decorations should be of good and appropriate taste and approved by the wedding coordinator.)
   2. Use of candles must be approved (dripless only).
8. Nursery Use: (must be applied for on application form and approved.)
   1. Church sponsored groups shall abide by the guidelines of the Heritage Child Safety Plan.
   2. Groups from outside the church using the nursery shall supply in-nursery supervision providing a reasonable and safe adult to child ratio.
9. Loft Use: (must be applied for on application form and approved.) Youth using this area must have adult supervision at all times.
10. Reservation of Rights: The Board of Trustees may amend, repeal or replace these guidelines at any time without notice. The Board of Trustees reserves the right to deny the use of the Church facilities to any individual or group outside of Heritage Church for any reason or for no reason.

We at Heritage are proud of our facilities and ask that you help us take care of them by observing the following:

• Leave the facilities in the same condition you found them.
• Provide safe and responsible supervision of children at all times.

For weddings see additional guidelines, Weddings at Heritage.

Sanctuary - (capacity 240) $150 for up to three hours, $50 per hour, for each additional hour, with a maximum of $500 per day.

Both the Sanctuary and Fellowship Hall may be used for $200 for up to three hours (or refreshments can be served in the Narthex). $0 for members.

Fellowship Hall - (table seating capacity 125) $125 for groups of up to 75 for three hours or less; $175 for groups of 75-125 for three hours or less; full day use is negotiable. $0 for members.

Classrooms - (capacity 20 each) $25 for nonmembers, $0 for members.

Conference Room - (capacity 30) Use included for weddings with the rental of the Sanctuary. Otherwise, $30 for nonmembers and $0 for members for up to three hours.

Nursery - (capacity 10) No charge as long as its use is applied for and approved.

Loft - $50 for up to three hours.

Kitchen - Only available with use of another room. Fee negotiable.

Custodial Fees - $25 per hour for members and nonmembers as needed. Payment is due with building use fee payment.

Damage Deposit - There will be a damage deposit fee of $50 on all building rentals, with the exception of weddings.

All special requests will be addressed by the Board of Trustees.

Date ________________

Event _______________

Contact Person _____________________________________________

Address ___________________________________________________

Home Phone ___________________ Work Phone ________________

Cell Phone _____________________ Email _____________________

Location __________________________________________________

Damage reported by:

Name ______________________ Date ___________ Time _________

Damage description:

__________________________________________________________

__________________________________________________________

__________________________________________________________

__________________________________________________________

Building Chair Comments:

__________________________________________________________

__________________________________________________________

__________________________________________________________

Monetary Damage Assessment _________________________________

Payment Received ________________ Date _________________

Work Completed _________________ Date _________________

1. Person or group requesting use ______________________________________
   Address ________________________________________________________
   Home Phone _____________________ Work Phone ___________________
   Cell Phone ______________________ Email _________________________
2. Sponsoring Organization __________________________________________
3. Designated agent or applicant_______________________________________
4. Date needed __________________ Time needed from ________ to ________
5. Rooms needed and equipment to be used:
   Fellowship Hall _____ Kitchen ______ Sanctuary ______ Nursery _______
   Classrooms (how many) ______ Organ ______ Piano ______
   Instructional Equipment ____________________ Other _________________
   _______________________________________________________________
6. Expected number of Attendees ______
   Number (if any) who are members of Heritage Congregational Church ______
7. Names of two adult members of Heritage (not from the same family) sponsoring this request and recommending its approval:
   _________________________________
   _________________________________
8. Describe the purpose of the event:
   _______________________________________________________________
   _______________________________________________________________
9. Name of person or group responsible for care, use and damage to facilities and equipment used:
   Address ________________________________________________________
   Home Phone _____________________ Work Phone ___________________
   Cell Phone ______________________ Email__________________________
10. Name of liability insurance carrier: __________________________________
11. Amount of liability insurance coverage: ______________________________
12. Damage deposit of $50.00. Building Use Fee (see fee schedule) ___________

On behalf of the applicant, I certify that:

• _ I have read and am familiar with, and will follow the Guidelines for Building Use at Heritage Church.
• _ Upon approval and prior to the event, the applicant will post the appropriate fee for use of the Church facilities.
• _ All safety and fire laws will be observed.
• _ The applicant will undertake no dangerous activities or activities which will interfere with other uses in the Church building or the worship of God.
• _ The applicant will indemnify and hold Heritage Congregational Church of Madison, WI harmless from any and all claims, damages, liabilities or judgments, including costs and attorney fees that may arise as a result of the applicant’s use of the Church facilities.
• _ Heritage Congregational Church of Madison, WI will be named as an additional insured on the applicant’s liability insurance policy, if requested.
• _ The purpose for which the Church’s facilities will be used are consistent with the goals and purposes of Heritage Congregational Church of Madison, WI.

Signature _____________________________

Name (print) __________________________

Title _________________________________

Date _________________________________

--------------------------------------------------------------------------------------------------------------------

For Church Use Only

_____ Approved _____Denied by the Pastor __________________________date

_____Approved ______Denied by the Board of Trustees________________ date

Comments: ________________________________________________________

Applicant informed of decision ___________ date Use Fee Paid _________date

Custodian informed of decision _______________ date

Damage deposit received _______________amount ____________________date

Use Fee received ___________________ amount _______________________date

Click here for Guidelines and Forms in PDF (Printable Document Format).

Link to The Associated Image Gallery