3.       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.

4.       Event Coordinator. A staff reception coordinator is required for all receptions hosted on site. This person is responsible for communicating with the family, making sure tables are set up, being present to open up caterers, staying on site during the event, and locking up afterwards. The reception coordinator is NOT responsible for cleanup. The check should be made out directly to the person appointed for your event.

5.       Hours. Facilities are available to rent between the hours of 9:00 a.m. and 10 pm. Rental fees reserve the space for 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.

6.       Kitchen Use. The parish hall kitchen is generally available to support cooking and service food that is not for sale to the public. Any utensils, cookware, tableware, glasses or other items belonging to the church may be used. The kitchen and all of its equipment are to be left clean and in good order as they are found. If the kitchen is to be used for preparation of food by a caterer, or for sale to the public, then a County license must be obtained. The additional kitchen fee is not required if the kitchen is only used for staging and serving.

7.       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.).

8.       Music. 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.

9.       ​ Beverage service and 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.

10.               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.

11.               Equipment Rented and Delivered. 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.

12.               Community Nonprofit Civic 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 services 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 Claudia for availability and any rate updates, 240-318-6288).

Updated by the Vestry of St. Francis Episcopal Church, October 2026