GUIDELINES FOR USE OF FACILITIES
To make your use of our facilities a more pleasant and productive experience, please become familiar with the following important guidelines. It is the responsibility of the designated meeting or event coordinator to assure that all participants understand and follow these guidelines.
CONTENTS:
A) Adult Supervision
B) Assigned Space / Other Users
C) Assistance During Your Event
D) Building Access & Security
E) Building Scheduling
F) Building Usage Fees
G) Blocking Doors Open
H) Cancellations
I) Children
J) Children’s Areas & Childcare
K) Conduct Toward Minors
L) Damage to Property / Faulty Equipment
M) Extenuating Circumstances
N) Housekeeping
O) Indemnification
P) Posting of Materials / Display of Decorations
Q) Production Services (Lighting & Audio)
R) Room Setup
S) Serving Food
T) Severe Weather
U) Solicitation
V) Temperature
W) Unacceptable Behavior
X) Weddings
A) ADULT SUPERVISION: At least one adult must be present at all times.
B) ASSIGNED SPACE / OTHER USERS: Users should occupy only the space(s) to which they have been assigned. Your use of the building may not be exclusive; other individuals or groups may be using the building at the same time as yours. Please be courteous and show mutual respect for those concurrently occupying the building with you.
C) ASSISTANCE DURING YOUR EVENT: Should you need assistance during your event, you may contact the Church Office at 757-428-1881 Monday – Thursday, 9am – 4pm. After hours, please contact Valerie Scott at 757-201-8812.
D) BUILDING ACCESS & SECURITY: The meeting or event coordinator will coordinate with the Church Administrator, Valerie Scott, for any necessary arrangements for having the facility open at the time of the event. Keys must be signed in and out from the church office. All users must ensure that the building is secured after their event unless the building is still in use with another event.
E) BUILDING SCHEDULING: VBCC facilities must only be used for the activities sponsored by VBCC or approved by the Church Administrator. All activities held at VBCC must be scheduled thru the Church Administrator, Valerie Scott. No events may be scheduled otherwise. Meetings, parties, and activities that result in personal financial gain or that are not directly related to the tax-exempt purpose of the church are not to be allowed at our facilities.
F) BUILDING USAGE FEES: Fees determined on a case by case basis.
G) BLOCKING DOORS OPEN: NCS hours, doors must be locked. We recommend keeping exterior doors locked once event starts
H) CANCELLATIONS: In the event that a group scheduled to use the facilities needs to cancel their events or meeting, they must notify the Church Office within 24 hours of the decision to cancel.
I) CHILDREN: We love your children and welcome them. For their safety and well-being, all children must be under the supervision of their parents or other designated adult(s) at all times and are not to be permitted to roam freely on church property.
J) CHILDREN’S AREAS & CHILDCARE: Any use of the VBCC’s children’s areas and childcare needs to be coordinated with the Children’s Ministry Director, Lillian Parisher. Any childcare must follow labor laws and adult supervision ratios. Payment for childcare must be done through the church office.
K) CONDUCT TOWARD MINORS: All persons making use of VBCC facilities must strictly adhere to its policies regarding proper conduct and moral behavior toward minors. No minor is to be left alone with an adult other than his/her parent at any time.
L) DAMAGE TO PROPERTY/FAULTY EQUIPMENT: Users are responsible for any damage done to VBCC’s property associated with the scheduled event. Users also assume liability for injuries to persons attending the event and for damages or loss of user’s property. Any equipment found out of order or any damage to the property must be reported to the Church Office Manager, Valerie Scott, as soon as reasonably possible.
M) EXTENUATING CIRCUMSTANCES: VBCC reserves the right to cancel any meeting or event in order to host a funeral or other emergency need.
N) HOUSEKEEPING: Users are expected to leave the building reasonably clean and remove all items (including leftover food and dishware brought by your group) associated with their program immediately following the event. Trash cans should be emptied and tables and chairs wiped down as necessary. There is a dumpster located in the back of the parking lot. See the “Facilities Clean-up & Lock-up Checklist” for all required duties in this area.
O) INDEMNIFICATION: Outside group users shall provide sufficient liability insurance coverage to fully protect itself from any liability that may arise and shall assume full liability for injuries occurring to any persons who are on the property because of the user’s program. For each event (or series of events), all outside groups must provide a Certificate of Insurance naming Virginia Beach Community Chapel as additionally insured for protection against property damage or liability for accidents that might occur on VBCC property. A copy of the group’s policy, with VBCC inclusion, must be submitted to the church office no later than ten (10) days before the event.
Insurance/Indemnification: Outside shall defend, indemnify and hold harmless VBCC, its employees, leaders, officers, directors, invitees, guests, agents, consultants, contractors, subcontractors, successors in title, successors in interest, transferees, assigns and lenders (“Indemnitees”) harmless from and against all claims, demands, liabilities, costs, expenses, losses, damages, suits, proceedings and other obligations (including without limitation, reasonable attorney’s fees and court costs) incurred, directly or indirectly, on account of any loss, damage or injury to any Indemnitee or the VBCC facilities, to the extent caused by and arising as a result of (i) the use of the VBCC facilities by the outside group users, or (ii) a violation of any term of this Guidelines for Use of Facilities. Outside group users expressly waive all claims and demands against Indemnitees for any loss, damage, injury, accident, fire or other casualty, liability, claim, cost or expense of or to such outside group users. In no event shall any Indemnitee be responsible for any special or punitive damages arising out of, in connection with, or as a result of this indemnity or this Guidelines for Use of Facilities.
P) POSTING OF MATERIALS/DISPLAY OF DECORATIONS: All publicity to be posted inside, outside or on the grounds of VBCC must first be approved by the Church Administrator, Valerie Scott, before being posted.
Q) PRODUCTION SERVICES: Requirements for a sound system should be requested at the time of reservation and coordinated in advance with the Church Administrator, Valerie Scott. All VBCC equipment must be used with proper instruction or by a qualified staff member.
R) ROOM SETUP: Room setup is generally the responsibility of the group using the space. Any special setup needs must be communicated with the Church Administrator, Valerie Scott, at least 10 days in advance and will be addressed by the Facilities Manager, Doug Jester, as deemed necessary. Areas of use must be restored to their original condition after the event.
S) SERVING FOOD: All plans for serving food must be reviewed as part of the Facilities Request. Dining or serving of food is limited to pre-approved designated areas.
T) SEVERE WEATHER: VBCC reserves the right to close the building during severe weather and thereby canceling any events during that period.
U) SOLICITATION: Fellowship directories will not be used for solicitation. Only those groups led or sponsored by an existing VBCC ministry will be given exposure in regular VBCC publications and announcements.
V) TEMPERATURE: Thermostats should be set on 65 in the winter and 80 in the summer.
W) UNACCEPTABLE BEHAVIOR: The use of tobacco, alcoholic beverages, and/or illegal substances by users of the facility are prohibited in the building or on the grounds of VBCC. Profanity, obscene and disruptive behavior will not be allowed within the facilities and grounds of VBCC.
X) WEDDINGS: Weddings are only accommodated for VBCC members or regular attenders (and their families) who agree with Virginia Beach Community Chapel’s Wedding Policy.