REGISTRATION FORM
Interested in Reserving Facility?
Our space at St. Francis is heavily used, so most requests for rentals of our space cannot be accommodated. Rentals will only be made for events sponsored by an active member of the congregation who will be on-site for the entire duration of the event.
For more information about our fees and facility use policies, please read our POLICY & PROCEDURES DOCUMENT BELOW.
POLICY AND PROCEDURES FOR USE OF FACILITIES FOR PARISH PROGRAMS
The parish facilities are home to the ministry and mission of St. Francis Episcopal Church. As such, they are expected to accommodate any and all parish programs for which they are suitable. To protect the parish facilities, and to ensure safe and effective programs, all parish users are expected to respect the guidelines contained in this policy. The member of the congregation who sponsors the event is responsible for carrying out the expectations under this policy. In accordance with canon law, the rector has authority to approve all facilities use.
Request for Use.
All parish users are expected to submit a Facility Request Form to the parish office to reserve facility space.
Available Facilities
Parish programs may use those facilities (generally any that are not reserved for schools’ use or otherwise previously scheduled) as designated in the signed agreement. No facilities can be made available for attendance greater than 250 persons. Those facilities that can be considered for use include the parish hall, the library, the parish undercroft, and the church sanctuary. All rentals must abide by the posted fire code capacity for the selected room.
Fee Schedule
| Facility / Service | Capacity / Details | Fee |
|---|---|---|
| Parish Hall | Up to 250 people | $1,000 |
| Kincaid Library | 20 to 30 people | $750 |
| Church Undercroft | 10 to 15 people | $500 |
| Kitchen | Only when used for full meal preparation or cooking | $200 |
| Sanctuary | Approximately 250 people | $1,000 |
| Staff Coordinator | Required for any event outside office hours (10:00 a.m. to 4:00 p.m. Tuesday through Friday) or any event with more than 50 guests. Payment should be made directly to the coordinator. | $400 |
| Security Deposit | Refunded if the facility is left in the same condition it was found and requires no additional cleaning. | $500 |
Parish Facility Use
The parish facilities are home to the ministry and mission of St. Francis Episcopal Church. As such, they are expected to accommodate any and all parish programs for which they are suitable. To protect the parish facilities, and to ensure safe and effective programs, all parish users are expected to respect the guidelines contained in this policy. The program sponsor or designee is responsible for carrying out the expectations under this policy. In accordance with canon law, the rector has authority to approve all facilities use.
Event Coordinator
A staff reception coordinator is required for all receptions held on site. The coordinator will:
- Communicate with the family
- Make sure tables are set up
- Open the facilities for caterers
- Remain on site during the event
- Lock the facilities afterward
The reception coordinator is not responsible for cleanup. Payment should be made directly to the person assigned to coordinate your event.
Hours & Rental Time
Facilities are available for rental between 9:00 a.m. and 10:00 p.m.
Rental fees include a four-hour block of time. If the event is scheduled to last more than four hours, additional fees apply. The Facility Request Form will specify the times during which users will have access to the designated facilities. Any time beyond the four-hour block will be charged at a rate of ¼ of rental costs per hour.
Kitchen Use
The parish hall kitchen is generally available for preparing and serving food that is not being sold to the public. Church-owned utensils, cookware, tableware, glasses, and other kitchen items may be used.
The kitchen and all equipment must be left clean and in good order.
If a caterer will use the kitchen for food preparation, or if food will be sold to the public, a County license must be obtained. The additional kitchen fee does not apply when the kitchen is used only for staging and serving food.
Cleanup & Trash
All space and equipment are to be left clean and in good order.
Trash is to be put into heavy duty trash bags and deposited (via back building egress only) in the dumpster off the rear parking lot. All indoor and outdoor spaces, including walkways, lawn and parking lot, must be cleared of debris (cups, signs, streamers, balloons, cigarette butts, etc.).
Music & Sound
If music is used, the sound level should be appropriate to the space, in the judgement of the parish representative, and in compliance with any local noise ordinance to avoid disturbance of neighbors.
Alcohol & Smoking
Alcoholic beverages to be served at any function in church facilities are limited to beer and wine. If beer and/or wine are to be served, the parishioner in charge should take responsibility for steps to avoid consequences resulting from that.
No smoking is allowed in the building.
Absolutely no alcoholic beverages other than beer and wine are permitted.
Church Equipment
The Facility Request Form should specify any church equipment (such as tables, chairs, microphones) included in the use. All such equipment must be left clean and returned to the appropriate storage place.
Rented & Delivered Equipment
If equipment is rented from an outside source (such as tables, chairs, dance floor, plates, glasses, flatware, tablecloths, etc.), items must be removed on the day of the event and must not interfere with the school’s use of the parish hall or other scheduled activities. Please coordinate this delivery and pickup with the church office.
Community Non-profit and Civic Organizations
Non-profit organizations may be granted permission to use building facilities at a reduced rate on a case-by-case basis. Each renter must have a parish sponsor, who must be present if the event is expected to be over 50 people. They must also get a key from the office, and return it for each meeting. Longer-term arrangements should be paid in advance on a quarterly or annual basis. Fees are as follows:
• Small Meetings (under 30 people in the library or undercroft)- $150 each
• Large meetings (30+ people in the parish hall)- $400.
• All large meetings and events with food must also pay directly for cleaning services. Contact our cleaning service provider, who should be paid a flat fee in cash on the day of the event of $130 for events up to 4 hours with $30/hour beyond 4 hours (Contact her directly at 240-318-6288).
Approved by the Vestry of St. Francis Episcopal Church, October 2026