I.
Statement of Purpose:
As a body, the members, trustees, directors and staff of St. Luke United Methodist Church believe that a church serves not only its membership family, but also the community of which it is a part. St. Luke desires to open its doors, literally and figuratively, in that spirit to individuals and groups whose requests have merit in terms of ministry and community service. The following policies have been written and approved in order to standardize and regulate the use of the building, grounds, and equipment of St. Luke United Methodist
Church.
For all those requesting use of these facilities, it is understood that St. Luke United Methodist Church is a religious, not-for-profit, tax-exempt organization. It is further understood that the Renter/User will not conduct or allow to be conducted any program(s), or take or allow to be taken any actions that damage the image or undermine the principles and beliefs of St. Luke United Methodist Church.
II.
General Regulations/Procedures
The following regulations and procedures apply to all requests and contracts associated with the use of St.
Luke United Methodist Church facilities. As such, all Renters/Users much be familiar with and agree to abide by them as part of any contractual agreement with St. Luke United Methodist Church.
A.
Procedures
All requests for use of St. Luke United Methodist Church must follow these procedures:
1.
All individuals or groups requesting use of the facilities must fill out a Facilities Use
Request Form (Addendum A) and present that request to the church Administrative
Assistant no later than four (4) weeks prior to the event.
2.
If a group is granted permission to use church facilities, a completed and signed “Facilities
Use Contract” (Addendum B) must be signed and must be on file with the Administrative
Assistant, with full payment of fees, fourteen (14) days prior to the event. If the Renter/User cancels the event less than 10 days prior to the event they will forfeit 50% of their security deposit.
3.
Requests and Contracts for facility use are designated into two categories: a.
Use by members/constituents (defined as someone whose name appears on the official church rolls as validated by the Business Administrator) b.
Use by Community groups (non-profit organizations)
4.
The use of church facilities by for profit groups or individuals will not be approved. (i.e. charging admission to or sales as part of the activity other than by non-profit groups)
Community Groups must be approved by staff/directors with the counsel of the Board of
Trustees if necessary.
5.
Because of the large amount of requests received and the added responsibilities events require from Staff, the approval of requests for facility use is the responsibility of staff/directors with counsel from the Board of Trustees if necessary. Individuals cannot grant approval of requests, or enter into contracts without that approval.
B.
Regulations
If a request is approved and contracted the following regulations apply:
1.
There can be no conflict with church functions or activities, and church functions always hold priority. The Sanctuary is not available for use on Friday nights or Saturdays except for weddings and other rare events that have been approved.
2.
Fellowship Hall must be vacated by 8:30 PM on Saturday to provide for Sunday worship preparation. Sound equipment is not available for use in Fellowship Hall.
3.
The use of tobacco, alcohol, or drugs on the property is prohibited. Smoking is prohibited in all physical structures in accordance with KRS 438.050.
Facilities Use Policies 1 of 5 Revised October 2010

4.
No firearms, firecrackers, or fireworks are permitted on the property and/or their discharge.
5.
No fires will be allowed in or on the property without the expressed consent of the
Chairperson of the Board of Trustees and only for barbecue grills or small campfires.
6.
Use of motor vehicles will be limited and only operated on/in designated driveways and parking lot areas. No vehicles are allowed on the grass areas or front walkways, even for deliveries.
7.
The Renter/User agrees to see that the Renter/User, its members, guests or invitees, damages no trees, shrubs or grass areas on the premises.
8.
No changes in the heat or air conditioning system will be done. ONLY St. Luke United
Methodist Church staff are to make changes in thermostats.
9.
No long-distance phone calls can be made on St. Luke United Methodist Church’s phone.
Any calls of this nature must be collect calls. The Renter/User will pay any call made during the use period of the contract and charged to St. Luke United Methodist Church upon invoice.
10.
The Renter/User agrees to provide supervision, to the extent that said activities are carried on in a safe and orderly manner, for all areas defined as part of this agreement.
11.
The Renter/User agrees to obtain the permission of St. Luke United Methodist Church before moving any fixture or furniture provided by St. Luke United Methodist Church.
12.
The Renter/User shall provide certified food handlers if using either kitchen and/or fellowship hall areas for meals. The Renter/User shall provide adult supervision in the kitchen area.
13.
Food and/or drinks are not allowed in other areas of the church. Glasses, dishes, food items, etc. shall not be carried away from the rented/reserved area.
14.
Tacks, nails, pins, screws, tape and gum are not to be used to fasten decorations to the floors, chairs/pews or any other furnishing within the church.
15.
No animals, except for service animals, will be allowed inside any area of the facility unless prior, specific approval is granted by the Trustees.
16.
The Renter/User agrees to see that the premises of St. Luke United Methodist Church, its buildings, fixtures and furniture are left in the clean and sanitary condition (this includes the rented space, restrooms and common areas) in which they were found. If additional janitorial services are required, the Renter/User will be charged additional fees.
17.
The Renter/User agrees that if upon final inspection by St. Luke United Methodist Church at the conclusion of the activities the building, grounds, fixtures are found to be damaged, they will be legally responsible for that damage for any cause whatsoever. The Renter/User further agrees that they will pay for any damages arising out of this use of the facilities.
18.
The Renter/User shall comply with all laws, rules, regulations and requirements of all governmental bodies (Federal, State, County or Municipal) during the contracted event and shall hold St. Luke United Methodist Church harmless in all said matters including all code enforcement violations caused by the Renter/User.
19.
St. Luke United Methodist Church may not be held responsible in any way whatsoever for any injury, loss of life or property damage incurred in the building, on the grounds or parking lot areas. The Renter/User assumes full responsibilities for such eventualities during the time he/she is at St. Luke United Methodist Church.
20.
The Renter/User agrees to indemnify and hold harmless St. Luke United Methodist Church from and against any and all claims, demands, action, including counsel fees and other costs defending against the same for loss, damage, or facilities by the Renter/User, its members, guests or invitees. (A Certificate of Insurance may be required.)
21.
If the Renter/User should be required to produce a certificate of insurance, it shall cover the
“Hold Harmless” clause and shall have endorsements of comprehensive public liability insurance issued by a company acceptable to St. Luke United Methodist Church, having been obtained at the expense of the Renter/User and covering the period for which the agreement is in effect. The certificate shall name St. Luke United Methodist Church as
Facilities Use Policies 2 of 5 Revised October 2010

additional insured and provide limits of not less than the following: $1,000,000 injury to any one person; $1,000,000 total liability arising from any one accident; $500,000 property damage. If required, a copy of this certificate is to be attached to the “Facilities Use
Contract.”
22.
Special regulations for facility use, which pertain only to weddings, are included as
Addendum C. NOTE: all general regulations IIB 1-18 also apply to weddings unless specifically noted in Addendum C.
III.
Facility Use by Category/Purpose
In Keeping with the original statement of Purpose contained in this document, The Board of Trustees has divided groups and individuals into the following categories. All categories must still fill out a Facilities Use
Request Form and be granted permission to use St. Luke United Methodist Church Facilities as outlined in the policy.
A.
Facility Use with Waiver of Fees
1.
Certain groups and non-profit organizations that provide a ministry and/or service to the St.
Luke United Methodist Church family will be granted permission to use church facilities at no cost. Such a group are required to have on file both a Facilities Use Request and a
Facilities Use Contract, and to abide by the regulations in Article II of these policies including, leaving the facility in the condition they found it (In some cases it will be necessary to waive regulations related to advanced notice of intent) Waiver of Fees can only be approved by the staff/directors. Groups of this type include but are not limited to visiting church groups or choirs, church groups in transit, God’s Pantry, Boy and Girl Scouting programs and 12-step Recovery Programs. The staff/directors with counsel from the Board of Trustees, will consider all other requests on an as-submitted basis.
2.
In the event of simple weddings involving a member of the church, with no expenditure of staff time and no extensive use of the facilities, the St. Luke pastor involved may waive all fees.
B.
Facility Use by Active Church Members or Constituents
1.
Church members or constituents may request and be granted permission to use the facilities for ministry events or meetings directly involving the church membership for up to three (3) hours at no charge and without a security deposit. The Renter/User is still required to request usage, abide by the regulations in Article II, must leave the facilities as found and is responsible for janitorial services and damages if required.
2.
Church members or constituents may request and be granted permission to use the church facilities for non-ministerial meetings and not-for-profit gatherings. If granted approval, a charge will be assessed in accordance with Addendum D and a contract (Addendum B) must be signed. Payment in full will be due with the signing of the contract. Events lasting less than 3 hours will necessitate a partial refund of this fee unless janitorial services are needed or damages must be paid for. Under this clause the primary user, teacher or leader must be a
St. Luke United Methodist Church member or active constituent.
IV. Facility Use Renewal of Contract
A. Events that are on a regular basis (weekly, monthly, etc.) will be under contract. Each contract will be reviewed in August for renewal or cancellation depending on facility availability. No one is guaranteed space and must renew their contract every August.
Facilities Use Policies 3 of 5 Revised October 2010

3.
The final interpretation of whether a request for facility use by a user falls under Article III
B1 (ministerial/service) or Article III B2 (general meetings) is the decision of the chairperson of the Board of Trustees and the Senior Minister. When questions arise, the
Administrative Assistant will advise them of the conflict and will not act on the request without their direction.
4.
For weddings, members follow the regulations as set out in the Wedding Policy and the fee schedule in Addendum C.
C.
Funerals
1.
Funerals will be performed at the discretion of the senior pastor.
D. Other
1. St. Luke’s Facilities Use Policies include: a.
Facilities Use Policy b.
Wedding Policy c.
Addendum A: Facilities Use Request Form d.
Addendum B: Facilities Use Contract e.
Addendum C: Wedding Use Contract & Fees f.
Addendum D: Facilities Use Fee Schedule
2. This document may be amended in whole or in part with the approval of the Board of
Trustees and the St. Luke Leadership Team (SLT).
Facilities Use Policies 4 of 5 Revised October 2010

Addendum A
Before any group or individual is contracted to use church facilities the following form must be completed, signed and approved by the Board of Trustees or their designee. Upon approval a Facilities Use Contract must be filled out and filed with the Administrative
Assistant.
Category: Waiver Member Active Constituent Community Group
(Please Print)
Person making the request ________________________________________________
(Circle One)
Name of Organization if Applicable _________________________________________
Applicant Address ___________________________________ Phone ______________
Fax _________________ E-mail ____________________________________________
Organization Address _________________________________ Phone ______________
Fax _________________ E-mail ____________________________________________
Person in Charge ___________________________ Type of Activity _______________
Date(s) needed ____________________________ Time needed ___________________
Is this a reoccurring event (multiple weeks)? Yes______ No ______
Is so, this event is subject to be renewed under an annual contract. The contract will be reviewed annually, every August/September.
Number of People Expected to Attend __________ Number of Rooms Needed _______
Designation of Rooms ____________________________ Kitchen to be used _________
Other Details ____________________________________________________________
Applicants Signature ___________________________________ Date ______________
Application Accepted by _______________________________ Date ______________
I have received a copy of the St. Luke United Methodist Church Facilities Use Policy Y___ N_____
Applicants Signature ___________________________________________________
(Do not write below this line)
__________________________________________________________________________________________
Date request submitted _______________________ Date request approved, denied ________________
Signature of Determining Official ____________________________________________
Return this form to the Administrative Assistant
Facilities Use Addendums Revised October 2010

Addendum B
(The approved Facilities Use Request Form (Addendum A) must be attached to this Contract)
1.
This agreement is made on this date ______(day) ___________ (month) ________ (year) between St. Luke United Methodist
Church and ________________ hereinafter referred to as the “Renter/User.”
2.
WHEREAS, the Renter/User desires to use a certain portion of the facilities as describe on the Building Request Form for the sole benefit and enjoyment for the Renter/User and its members,
3.
AND WHEREAS, St. Luke United Methodist Church desires to make available to the Renter/User the above mentioned premises, to be used and maintained by the Renter/User, this contract is agreed upon subject to the following terms and conditions: a.
I the undersigned state the activity and organization described in the request for use form is non-commercial and not-for-profit. b.
I the undersigned received, have read, understand and will abide by the procedures and regulations of the St. Luke
United Methodist Church Facility Use Policy. c.
I the undersigned will see to it that any member, participant, guest or invitee to this even is made aware of the St.
Luke United Methodist Church Facility Use Policies and will see that they are adhered to. d.
I the undersigned will use the premises for the purpose of ________________________ and no other purpose. e.
The term of this agreement shall be for ________ (term), commencing on _______ (date). The defined premises will be used on the following days __________________________________ between the hours of _______ am/pm and
______ am/pm. f.
The total fee for use of the facility (per Addendum D) is __________ , including a refundable security deposit of
_________. The total fee is due and payable upon submission of the contract. g.
Category: Waiver of Fees Member Active Constituent h. Janitorial Fees: _______________
In witness thereof, the parties here to having executed this agreement on the day and year listed above.
Renter/User Signature ___________________________________ Date ______________
St. Luke United Methodist Church Signature ____________________________________
A payment of $___________________ was submitted with this contract
• NOTE: For Weddings This Form AND The Wedding Contract contained in Addendum C must be submitted.
By signing this contract St. Luke honors the commitment to provide facility usage. No event will be cancelled or rescheduled unless under extreme circumstances (ie. funeral, power outage, etc.)
Office Use Only:
Date of Contract: _________________
Duration of Contract: ____________________
Facility Fees: _____________________
Janitorial Fees: _____________________
Facilities Use Addendums Revised October 2010

Addendum C
BRIDE ________________________________ Email: _____________________________________
Phone (w) _______________ (h) _________________ (c) _________________
ADDRESS __________________________________________________________________________
GROOM _______________________________ Email: _____________________________________
Phone (w) _______________ (h) _________________ (c) _________________
ADDRESS __________________________________________________________________________
Date of Wedding __________________________ Time______________
Time ______________ Date of Rehearsal _________________________
Reception (place) _________________________ Caterer ______________________________
Officiating Minister ______________________
Florist ______________________________
Pianist _______________________________
Sound Technician _______________________
Private Coordinator _____________________________ Phone: _________________________________
(if applicable)
Address after marriage: _________________________________________________________________
Use of Candelabra: ____yes ____no
In using the facilities of St. Luke UMC of Lexington, Kentucky, I, ____________________________, understand and accept all conditions relating to this application. We also understand that St. Luke UMC assumes no responsibility for accidents, injuries, or loss of property incurred by our groups use of the facilities.
Signed (Bride) ______________________________________ Date ______________________
Signed (Groom)_____________________________________ Date _______________________
Signed (Church Official)________________________________ Date _______________________
*NOTE: This form and a Facilities Use Contract form (Addendum B) must be submitted together.
Item Members Active Constituents
Security Deposit $300 $500
Sanctuary Rental 0 550
Mandatory Fees:
Custodian
Wedding Liaison
$150
200
Sound Technician
Utilities
150
50
Total Sanctuary Rental $550
(security deposit including in total price)
Fellowship Hall Rental (reception) $300
Optional Projection Fee $50
$150
200
150
50
$1600
$600
$50
Facilities Use Addendums Revised October 2010

Area
Sanctuary
Sanctuary and Fellowship
Hall
Fellowship Hall
Fellowship Hall + Kitchen
Gym:
- Sporting Event
half court
full court
- Non-sport event
Classroom - Lrg
Classroom - Sml
Community Grps - 100%
Members/Constituents - 50%
Hourly
N/A
N/A
N/A
N/A
25
50
N/A
100
50
4 Hour
Block
200
300
150
200
75
150
400
300
150
Full Day
500
750
375
500
200
400
1000
750
450
Addendum D
Facilities Use Addendums Revised October 2010

2351 Alumni Drive, Lexington KY 40517
Office hours : 9:00 am – 5:00 pm, Monday – Friday 859-269-4687
Sr. Pastor Debbie Wallace-Padgett , 859-269-4687, ext. 224
Victoria Browning, wedding liaison – 859-396-3216, canuck415@aol.com
Brooke Harris, administrative assistant – 859-269-4687, ext. 234, bharris@stlukeumc.org
Sue Lord, worship coordinator – 859-269-4687, ext. 226, slord@stlukeumc.org
Carey and Carol Montgomery , custodians
The Church looks upon your wedding as a sacred union, performed within the Church, between people who are blessed of God. Marriage at St. Luke is defined as a lifetime union and Christian commitment between one man and one woman. It is therefore considered an act of worship and is approached as such. The music, the ceremony itself, and all other aspects should fit into this lofty concept of marriage. The altar is the fitting place for the speaking of the vows of those whom God has joined together.
RESERVATIONS FOR THE SANCTUARY
St. Luke UMC is available for weddings for members and active constituents and their families who comply with the St. Luke wedding and building use policy. Please note the fee chart on the last page of this document.
Building use requests shall be approved on a case-by-case basis.
Those requesting to use St. Luke UMC for a wedding should note:
1.
A Request for Use Form must be filed with the St. Luke administrative assistant through the church office to request the space and the date.
2.
The administrative assistant will check the availability of the building and the wedding liaison.
3.
If both the building and the wedding liaison are available for the requested date, the wedding liaison will arrange a meeting with the bride or bridal representative to discuss basic wedding details/requests and
St. Luke wedding policy.
4.
Remember, your date is not set until your request has been approved and all church fees (including the damage deposit) have been paid according to the fee schedule attached to this document.
5.
Fees cover building use, custodial, sound technician, and wedding liaison services. The use of the these services are not optional unless authorized by the Senior Pastor .
6.
After the date has been approved the St. Luke worship coordinator will contact the bride/bridal representative to discuss ceremony sound needs, and she will then secure the sound technician for the wedding date. Audio CD recordings of the wedding ceremony may be made upon request.
7.
Use of projection during the wedding ceremony may be arranged for an extra fee, dependent on the availability of a trained projectionist (arranged through the worship coordinator).
8.
Video taping of the service with the church sound board camera is not an option, though a bride may arrange for a private videographer.
Wedding Policy 1 of 5 Revised October 2010

RESERVATIONS FOR FELLOWSHIP HALL
Requests to use the Fellowship Hall for a wedding reception should be made at the time the sanctuary is requested. Please note that if you are using the Fellowship Hall for a reception on a Saturday, the hall must be cleared by 8:30 p.m. Sound equipment is not provided in Fellowship Hall.
The Fellowship Hall may not be reserved for rehearsal dinners.
BUILDING USE SCHEDULE RESTRICTIONS
Weddings on Sundays are discouraged because of the wide use of all facilities and demands upon the church staff.
No formal weddings shall be scheduled during Holy Week (Palm Sunday through Easter) and special days such as New Year’s Day, Independence Day, Thanksgiving, and Christmas.
MUSICIANS
The hiring of and communication with musicians for the wedding is the obligation of the bride/bridal representative.
The St. Luke worship coordinator is happy to assist with music planning and recommendations for musicians.
SELECTION OF OFFICIATING PASTOR AND PRE-MARITAL COUNSELING
It is required that couples being married by a St. Luke pastor have premarital counseling with the presiding pastor or by a counselor arranged by the pastor.
When the bride requests an outside officiating minister, she will give his/her contact information to the St. Luke administrative assistant.
The St. Luke Senior Pastor will then contact the requested minister to invite him/her to perform the ceremony.
In this case premarital counseling will be overseen by the officiating pastor.
The officiating minister will establish the number of sessions required before a final decision is made about performing the marriage ceremony
RECEPTION AND USE OF CATERER
If you are using the Fellowship Hall for a reception on a Saturday, the hall must be cleared by 8:30 p.m. so that the custodian can get it ready for Sunday.
CATERER: If a caterer is employed for the reception, the party making reservations will be responsible for all the equipment used and for the complete cleaning and rearranging of the kitchen and Fellowship Hall following the reception.
Any damage or loss of equipment will be billed to the party making the reservation. The caterer will work within the policies and regulations for the use of church facilities as described in this document.
Wedding Policy 2 of 5 Revised October 2010

BUILDING REGULATIONS
There shall be no alcoholic beverages permitted on the premises and there shall be no smoking within the building in any place. It is the responsibility of the bride and the groom to so inform all members of the wedding party and guests of these regulations.
1.
Arrangements must be made with the wedding liaison as to:
 when the custodian is needed
 when the sanctuary and fellowship hall is available to decorate
 when florists and caterers need access to the building.
2.
No nail, tacks, etc., shall be used to secure decorations.
3.
The throwing of rice on the premises (inside and outside) is prohibited because it causes unsafe walking conditions on floors and walkways, damages carpeting and harms birds if eaten. Birdseed may be used outside the building.
ST. LUKE WEDDING LIAISON AND COMMUNICATION ABOUT YOUR WEDDING DETAILS
The wedding ceremony itself is completely under the supervision of the officiating minister.
The bride may arrange for a private wedding planner/coordinator.
The St. Luke wedding liaison acts as an on-site “communication bridge” between the bride and St. Luke during the wedding rehearsal and during the day of the wedding ceremony (and reception if on-site), coordinating the use of the building.
Set up instructions for the wedding ceremony and for the reception should be communicated to the wedding liaison, who will give instructions to the custodian and also inform the administrative assistant.
If the wedding liaison cannot be reached for last minute questions, please call the administrative assistant during office hours.
Please note the guidelines found in this document concerning flower and candle use in the sanctuary.
The wedding liaison will:
1.
Meet with the bride/family for an initial visit at the church
2.
Be available by email to answer questions, etc.
3.
Attend rehearsal and wedding and help where needed
4.
Be at church one to two hours prior to the wedding ceremony, depending on needs
5.
Coordinate getting family, wedding party, etc. down the aisle at the appropriate times
6.
Make sure the room where bride and bridesmaids dress is locked during the ceremony and opened after ceremony.
7.
Help custodian do initial clean-up in sanctuary, lobby.
Wedding Policy 3 of 5 Revised October 2010

WEDDING REHEARSAL
The rehearsal time is scheduled through the wedding liaison and will be under the supervision of the presiding minister and the St. Luke wedding liaison.
Both the wedding rehearsal and the wedding ceremony are considered services of the church and should be regarded as such with respect to liturgy chosen, song lyrics and dress. The content of the rehearsal and ceremony rests with the officiating minister, and the wedding liaison will assist where needed.
The rehearsal shall last no more than an hour and a half.
Often wedding musicians do not attend the rehearsal unless rehearsal time with soloist and accompanist is needed. All communication with the musicians is the responsibility of the bride.
WEDDING SOUND
The St. Luke worship coordinator should be informed well ahead of time of the basic sound needs for the ceremony, and she will communicate these to the assigned sound technician.
Any recordings to be used during the ceremony must be delivered to her no later than three days in advance of the wedding ceremony.
The sound technician will attend 30 minutes of the rehearsal so that details/exact set up can be worked out with the presiding minister and with the bride. Generally it is wisest for the sound technician to meet with the minister and bride 30 minutes before the rehearsal starts, going over the sound needs in coordination with printed worship order provided by the bride.
The sound technician will:
1.
attend 30 minutes of the rehearsal
2.
set up all sound equipment needed for the wedding.
3.
be at sound booth, ready to serve for prelude 30 minutes before service starts, through ceremony, plus postlude time.
4.
take down wedding sound equipment and set up for Sunday morning service.
5.
make audio CD recording of service upon request
Wedding Policy 4 of 5 Revised October 2010

FLORISTS AND DECORATION OF THE SANCTUARY
The time needed to decorate the sanctuary and the expected arrival of florist and rental deliveries should be scheduled through the wedding liaison or if needed, the administrative assistant.
Decorations should be planned in accordance with the church furnishings and equipment.
Please note that a limited amount of chancel furniture and chancel sound equipment may be moved for wedding ceremonies.
Decorations which harmonize with the symbolism of the chancel area are most appropriate. Use of elaborate archways and decorations are discouraged due to the effect they may have upon the other furnishings within the chancel area. The use of large candle arrangement using wax candles is prohibited because of damage from the wax (wax dispersed because of overhead fans).
The two St. Luke brass candelabrum (oil) may be used by the bridal party at no cost, but the request to use these must be made ahead of time through the wedding liaison so that oil is added, etc. Please note: the candelabrum candle wicks must NOT be trimmed!
Tacks, nails, pins, screws, tape, gum or any other devices that harm furnishings are not to be used to fasten decorations to the floors, chairs/pews, or any other furnishings within the church.
No decorations are allowed on the piano.
Care must be taken to see that the floors and furniture are not disfigured and that dampness does not seep through. Candlesticks and candles must have proper protection from dripping and other damage.
The repair of any damage done to church furnishings shall be paid for by the person making arrangements and must be done to the satisfaction of the Chairman of the Board of Trustees.
Wedding Policy 5 of 5 Revised October 2010