College Evangelical Lutheran Church
Facility Use Policy
210 South College Avenue
210Salem, Va.
(540) 389-4963
Approved by Church Council November 14, 2005
General Statement

The utilization of church facilities and property are primarily for worship services and activities
of official church organizations, which will usually be given first priority.

Permission for the use of all or any part of the building or equipment rests with the Church
Council, which is responsible to the congregation as owners of the property. The Pastor and the
Church Administrator are authorized by Church Council to act in its behalf in approving or
denying the use of church facilities and equipment in accordance with the guidelines set forth
herein. An exception to this guideline is for funeral arrangements, in which case the Pastor will
have that authority. There will be no charge to active members for use of College Lutheran
Church facilities in connection with funeral services and accompanying family gathering
(including meals). Fees charged to active members (for other than funerals) and non-members
shall be those set forth in the attached Fee Schedule.

Arrangements to use the building shall be made with the College Lutheran Church
Administrator at 540-389-4963. Building use expectations, security deposits, the facilities
agreement, and related information will be handled by the Administrator.

The buildings and facilities should be used in ways that are consistent with the Mission Statement of College Lutheran Church. (See Attached)
Usage Guidelines
I: In keeping with the mission statement of College Lutheran Church regarding the use of church
facilities consistent with the purpose of the congregation, the following guidelines should be used:
A. Non-profit organizations serving social or educational needs will be permitted to use the
facilities whenever possible, provided their usage does not conflict with the use of the
congregation for worship and congregational activities. Although they are neither
expected nor solicited, the congregation will accept financial donations from such
organizations.
B. Profit making organizations or organizations which charge admission or registration fees
will not be permitted to use the facilities unless the intended use is determined to be in
the interest of the general welfare of the community, such as organizations offering
educational, health/fitness, enrichment activities, etc. Such organizations will be subject
to the fees outlined in the Fee Schedule.
C. Active members are welcome to use their church facilities for family and social
functions, i.e., anniversary parties, birthday parties, etc., subject to the usage guidelines
and appropriate fees.
The church facilities may be used for private parties, receptions, etc. not related to
church or community activities by others not sponsored by an active member of the
congregation or known to the congregation or staff. Priority will be given to active
members serving as a sponsor of a group or organization. Such groups will be subject to
the policies and applicable rates in the Fee Schedule.
D. College Lutheran Church reserves the right to refuse use of facilities to any person,
group or organization.
E. Facilities must be vacated no later than 11:00 P.M., unless special permission by Council
is obtained. Failure to leave in the agreed upon time may result in an alarm to the
security company. In this event, any fee charged by the security company and/or the
City of Salem for a false alarm will be charged to the user and will be deducted from the
damage deposit.
F. Security is at user’s expense.
II. User is responsible for all table and chair setup. The user is also responsible for leaving the
inside and outside “as found,” i.e., kitchen clean, trash picked up and removed to the dumpster,
floor swept, decorations removed, and tables and chairs returned to their original position (unless
otherwise instructed). If the user does not desire to do this, arrangements should be made with
the Sexton to assume these responsibilities. User is responsible for “rough cleaning.” Failure to
complete the cleanup will result in a janitorial charge.
A non-member is responsible for the “rough cleaning” and must contract with College Lutheran
Church Sexton to do the “fine cleaning” (defined as mopping, sweeping, vacuuming, table
wiping, etc.). The cost will be $150.
III. The user is responsible for following decorating guidelines. No decorations or table covers are
to be stapled, nailed, or glued to church property as these items mar and damage finishes and
fixtures. Failure to comply with these instructions could require the forfeiture of all or part of
the damage deposit.
IV. The service of a paid “on-site person” from the church staff is required for all large (defined as
50 or more persons) events for both active members and others. The purpose of this person is to
open and close buildings, activate and deactivate security system, adjust heating and cooling as
required, see that only required rooms are accessible, help with light and electrical needs,
restock bathrooms, see that trash receptacles are provided and determine if user cleanup has
been completed satisfactorily. See Fee Schedule for charges.
V. Alcoholic beverages may not be served. There are no exceptions to this policy.
VI. College Lutheran Church is a non-smoking facility. The user is to make sure all guests honor
this policy.
VII. The user agrees to be responsible for any and all costs arising from damage to the premises and
facilities for the contract period. In addition, it is understood and agreed that College Lutheran
Church will not be responsible for any injuries or losses incurred by the user, its guests and/or
employees. It is further agreed that College Lutheran Church will not be responsible to any
rental company the user may engage, even though a church representative signs for deliveries
the rental company makes for the user. This includes any and all services contracted or secured
by the user.
VIII. Adult supervision of all youth and youth activities will be provided by Lessee.
Building use events shall fall into one of the following six categories:
Category 1: Congregational events scheduled by the program staff, congregation council, or
congregation committees.
Category 2: Non-profit public service events whose objectives are deemed by staff to complement
the fore stated mission of College Lutheran Church.
Category 3: Member weddings.
Category 4: Non-Member weddings.
weddings.
The facility is not available for rental for non-member
Category 5: Member events including receptions, anniversaries, parties, etc.
Category 6: General Use. (Non-member anniversaries, private parties, receptions, etc. not related to
church or community activities by others not sponsored by an active member of the
congregation or known to the congregation or staff).
All groups in categories 5 and 6 are required to sign a facilities agreement prior to using the
requested space.
Events in categories 5 and 6 may be tentatively scheduled 18 months in advance, but will be
confirmed 90 days in advance. Pastors, congregation council and congregation committees may
schedule events and reclaim these dates prior to the 90-day confirmation deadline. Sensitivity
regarding funerals is expected from building users. If applicable, all applications for annual
building use by groups in categories 5 and 6 shall be resubmitted annually by May 1 for use during
the next fiscal year (July 1- June 30).
Church staff shall approve single use and occasional building use agreements. Congregation council
shall approve extended building use agreements.
Church staff may solicit assistance for building use decisions from the chairpersons of the Church
Council and any appropriate Church committee chairs.
In all cases, the church staff and congregation council reserve the right to refuse the use of church
facilities.
FEE SCHEDULE
Category 1:
Events are without charge.
Category 2:
Events are without charge but a damage deposit is required. Donations to offset building
costs are appreciated.
Category 3 / Category 4: (See Attached Schedule)
Category 5:
Sanctuary: $35.00
Kitchen and Fellowship Hall: $65.00
Kitchen Only: $25.00
Stoutamire Chapel (No food or adjacent kitchen use): $10.00
Classroom: $10.00
Nursery: $10.00
Great Hall: $10.00
Category 6:
Sanctuary: $100.00
Kitchen and Fellowship Hall: $135.00
Kitchen Only: $75.00
Stoutamire Chapel (No food or adjacent kitchen use): $25.00
Classroom: $20.00
Nursery: $25.00
Great Hall: $20.00
Other Fees
1. Damage Deposit (Categories 5 and 6): $100
2. On-site Church Staff (required for events with 50 or more persons): $25/ hr.
3. Any extra-ordinary janitorial services required after premises are vacated will be charged at
$25.00/hour and will be billed to the responsible party following the event.
Additional Information Regarding Reservations:
1. Fees are due in church office in advance of event.
2. Reservation fee for Sanctuary for wedding will include five (5) hours for the day of the
wedding as well as one (1) hour for rehearsal the preceding day.
3. Reservation fee for kitchen and/or dining room for an anniversary or similar event will
include 5 hours the day of the event.
COLLEGE LUTHERAN CHURCH
210 South Main Street
Salem, VA
(540) 389-4963
FACILITIES USE AGREEMENT
APPLICATION FOR LONG AND SHORT - TERM USE OF BUILDING
Outside groups that wish to use the facilities and property of College Lutheran Church, Salem, VA,
(hereafter referred to as College Lutheran), must complete the following contract.
Date________________________
I,_______________________________of___________________________________________
(Your name and position) (Organization's name & tax exempt #)
hereby seek permission to use ________________________________________,
________________ room(s) at College Lutheran on___________________________, between the
hours of _________________ and_____________________
AFTER HOURS PHONE NUMBER ____________________________.
Church functions have priority over outside groups. (It may be possible for your group to use
another specified room in times of scheduling conflicts, if requested one week in advance.)
We agree to the following conditions:
1. The use of College Lutheran's building is limited to the area requested plus restrooms.
2. We shall accept responsibility and pay for any damages done to College Lutheran property and
equipment due to our use of the building. The replacement and/or repair will be determined by
College Lutheran Church Administration.
3. We shall indemnify College Lutheran for any and all costs arising from damage to the premises
and facilities for the contract period.
4. We will provide adult supervision during entire time of contracted use (if required).
5. Use and/or distribution of alcoholic beverages and/or illegal drugs shall be strictly prohibited on
College Lutheran property.
6. No smoking is permitted in the building.
7. We agree to leave the area used by our group (including restrooms) in the condition we found the
facilities. We will accomplish these tasks and leave College Lutheran's premises by 11 p.m.
SIGNATURE__________________________________________________________________
Amount Paid (Building Use Fees) $_______
Amount Paid (Deposit) $_______
Date Paid ______/______/______
Date received Building Use form _____/_____/ _____
Received by: ______________________