RockPointe Facility Use Request
We know this is a lot of reading, but please take the time to read it carefully.
RockPointe Church Facility Use Vision And Guiding Principles
RockPointe Church Facility Use Vision

It is the heart of the people of RockPointe Church to use and care for these facilities with the understanding that they belong to God and we are only the care takers and managers. It is our heart to use these facilities for the good of the people of our community, that they might find healing and redemption in Jesus Christ.

RockPointe Church Facility Use Guiding Principles

1. All recurring events will be scheduled quarterly. (Approximate deadlines will be January 15, April 15, July 15, and October 15.) Major changes to the scheduling of these events should be made at that time.
2. Large Group, ministry events receive first priority in scheduling.
3. Smaller ministry events receive next priority in scheduling.
4. Outside events will not be scheduled more than 3 months in advance (with the exception of weddings).

RockPointe Church Facility Use Request Process:
All events are booked through a staff liaison.
Weddings and large events will be assigned a Facility Coordinator and have fees and guidelines associated.
A staff member will work as a liaison between your ministry, facilities team, audio team, and security by inputting the information you give to the staff member into the computer system.
Here’s how it works:
1. Fill out this Facility Use Request form
2. Your staff liaison will input the information into the computer system
Remember: your ideal room and/or event time may not be available.
What to expect:
3. Email Summary: You will receive an email from the staff liaison notifying you that your event has been requested. A request is not synonymous with Confirmed.
4. Email Confirmation: Your request is reviewed by the staff who make the final decision regarding whether or not your event will work within the Church’s vision and schedule. You will receive your confirmation in 3-7 days via email from your staff liaison.

5. It is your responsibility to
~ Go over your confirmation and check for any missing dates and/or details.
~ Notify your staff liaison if you do not receive a confirmation your event has not been approved.
WHEN YOU RECEIVE A CONFIRMATION, IT IS SAFE TO ANNOUNCE YOUR EVENT, BUT NOT BEFORE THEN.

Things to Remember
1. To book/change/cancel event requires at least 75 hours advance notice (with the exception of weddings and large events (1 month).
2. To request AVL (sound/video/lighting) or custodial services for events requires at least 2 weeks advance notice and must be included at the time of the initial request. A fee may be charged for non-ministry related events. Your staff liaison will discuss this when it applies.
3. Make sure the event is on the schedule and confirmed before notifying your ministry and others of event.
4. Go over your confirmation with a fine tooth comb ensuring that your desired dates, setup, custodial and AVL needs are there.
5. Keep your confirmation email for reference

Event Name and description
(Or requested equipment for off-site use if you are not requesting space for an on-site event. EG. Borrowing chairs, tables, etc.)
Your answer
Number of people expected
(N/A if requesting equipment for off-site use)
Your answer
At which campus are you requesting space?
(N/A if requesting equipment for off-site use)
Will there be food or a meal served? (Give details below.)
(N/A if requesting equipment for off-site use)
Your answer
Is your event one of the following...
Contact name
Your answer
Contact email
Your answer
Contact phone
Your answer
Event date and time
Indicate the start and time of the actual event
Your answer
Is this a recurring event? If so, how often (weekly, monthly) and for how long (maximum of 3 months)?
All recurring events will be scheduled quarterly. (Approximate deadlines will be January 15, April 15, July 15, and October 15.) Major changes to the scheduling of these events should be made at that time.
Your answer
Do you have any audio, video, or lighting needs we can discuss? Please describe.
AVL equipment may only be used by or with assistance from the AVL team. A fee may be charged for non-ministry related events. Your staff liaison will discuss this.
Required
Do you wish to pay a custodial fee in lieu of cleaning yourself? (For large events and weddings, this is not an option. We will contact you with more details.)
You will still be responsible to return any space used to its previous arrangement unless otherwise notified. This includes chairs and all equipment.
Required
RockPointe Facility Use Agreement
Any group wishing to use the facilities of RockPointe Church must agree to abide by the following regulations regarding the use of facilities and equipment and prohibiting the possession or use of alcohol, illegal drugs or firearms on church property. Use of RockPointe Church facilities must in no way go against the teachings of Jesus Christ and can be denied if the event or sponsoring organization is deemed inconsistent with the mission of RockPointe Church. RockPointe Church reserves the right to refuse the use of property or equipment to any group or individual and must approve any advertising of the event that includes the name of the Church. Below are the policies and guidelines that RockPointe has set for those in agreement to use the facilities and/or equipment.

Section I: Equipment Use
• No equipment may be taken offsite unless it is for a RockPointe Church sponsored event. In the event that equipment is taken offsite, an inventory will be taken listing the condition of all items being removed from the premises. The inventory will be checked upon return, and any damages to equipment will be assessed at the time of return.
• Non-durable, disposable and perishable supplies (food, paper goods, printing supplies, etc.) are not available for use. Users are responsible for supplying these items.
• Users are responsible for leaving or returning any equipment and facilities used in the condition in which it was received and assumes financial responsibilities of replacing any damaged items.
• PLEASE DO NOT USE NAILS, PUSH PINS, TAPE, OR OTHER ADHESIVES ON ANY WALLS. If you would like to hang anything, please discuss the options with your staff liaison.
• AVL equipment may only be used by or with assistance from the AVL team. A fee may be charged for non-ministry related events. A staff liaison will discuss this when it applies.

Section II: Building Tenants
• User must agree with the terms and conditions set by RockPointe Church.

Section III: Conditions and Terms
• A staff liaison will determine if facility space or equipment is available to meet the requests of an outside group before agreeing to any terms.
• User agrees to be rerouted to another room location due to RockPointe Church ministry and special events that take precedence over any outside organization.
• User agrees to use only the rooms assigned. To use the other rooms or additional times, user must seek further approval from their staff liaison.
• User will be courteous and thoughtful of other users and who might be present at the same time.
• User agrees to allow RockPointe Church to check outside references of past facility use and/or to review past facility use agreements.

Section IV: Lock-up/ Clean-up
• User will be given access to the building and/or rooms if rooms are being used before or after the office hours of 9:00 am to 5:00 pm.
• User agrees not to duplicate or lend keys, and not to give out alarm or access codes given to them by RockPointe Church.
• User agrees to turn in their key(s) at RockPointe’s request or upon the end of facility usage/class schedule.
• Users agree to return any space used to its previous arrangement unless otherwise notified. This includes chairs and all equipment and make sure the building is locked and secured when they exit.
• Users agrees to clean the rooms being used and leave them in better condition than how they were found (All trash used is to be pulled at the end of a meeting and thrown away. Floors are to be cleaned and spot checked. Bathrooms are to be cleaned). Users have the option of paying a custodial fee which must be discussed and confirmed with the staff liaison and paid for 72 hours prior to the scheduled facility use.

Section V: Liability
• User agrees not to hold RockPointe Church responsible and to hold harmless from and against any and all damages and claims for damages, including those resulting from injury to or death of persons or for loss of or damage to Property arising from incident, or in any manner connected with the organization’s use of the Property. This agreement shall extend to and include any and all court costs, attorney fees, and expenses proximately related to or connected with any claims or suits for damages.


The undersigned represents that he/she is empowered to execute this Agreement.
Agreed to and accepted:

By: RockPointe Church

By submitting this form, the person listed as the Contact above agrees and accepts this Agreement.
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