The Official Board of Fluvanna Community Church will elect a group of members to serve on a Facility Use Team to govern the use of the facilities.  The team will consist of the Administrative Pastor, Trustee Chairman, and at least three others.

Availability of the facilities of Fluvanna Community Church can be obtained by calling the Church Secretary (Monday-Friday 9:00 a.m. – 2:00 p.m.) or checking the online calendar through the church website.  All scheduling will be done through the Church Secretary.
Scheduling of the facilities of Fluvanna Community Church shall follow the priorities of the congregation for doing ministry and for providing a hospitable presence for its members, attendees, groups, and the surrounding community and is based on available space and time.  These priorities include, in order of priority:

• Church Programming
• Church Activities
• District and Conference Events
• Family events of church members and regular attendees
• Hosting organizations of the community, in keeping with the biblical social principles of Fluvanna Community Church.

Regular activities and groups of the church shall have priority for the scheduling of their time and space for their ministry.  Requests from other groups for that time and space must be negotiated with the regular groups, with appropriate people involved in the negotiations.  The Facility Use Team reserves the right to make changes to the scheduling in the case of emergencies or unforeseen conflicts.

The use of any of the facilities shall be consistent with the guidelines established by the official board of the Fluvanna Community Church stated as follows:  No organization, person or group shall be permitted to use any church facilities if their beliefs, practices, policies, or actions are contrary to the biblical beliefs of the Fluvanna Community Church.  These biblical beliefs include but are not limited to 1. Any practice considered to be an abomination to the Lord and following the Bible, 2. The Ten Commandments, 3. Marriage is between one man and one woman and 4. Biblical beliefs are stated in the Fluvanna Community Church Constitution, Statement of Faith, or Church Covenant.

GENERAL REGULATIONS

• No on-premises storage will be permitted for non-church groups.  Storage immediately before a reserved event must be arranged with the Facility Use Team and is not guaranteed.
• Alcoholic beverages and all illegal substances are not permitted on church property.  Smoking is prohibited inside the church building and prohibited near entrances and exits. Waste material from any tobacco products shall be disposed of in vessels provided for such.
• Fireworks, firearms (except as worn by duly authorized peace offices), concealed weapons, and other hazardous things to life and health are prohibited on church grounds.
• The use of church materials and supplies (hymnals, paper products, coffee, etc.) is by permission only from the Facility Use Team.
• Groups are expected to stay in the areas of the church that they have reserved and are to be respectful of other groups that may be meeting in other parts of the facilities or will be meeting later.  The use of a particular room or area does not grant access to the rest of the church facilities unless otherwise scheduled.  Entrances and restrooms near the reserved area should be utilized when possible.
• The use of the equipment in the office (copier, fax, etc.) shall require prior permission from the Facility Use Team.
• Parking for events is to be on the paved parking lots and never on the church lawn.  Handicap parking spots are available and are to be used accordingly.
• The rental fee includes the setup of the room including tables, chairs, and other equipment.  Groups are expected to leave the room as they find it.
• If the kitchen is used, please refer to the “Clean-up Procedures” manual located in the kitchen and complete the checklist.
• Space and time in a church facility are reserved only after any fair share expenses that may be due have been paid.  Some events or activities might require a deposit.  Reserved use takes precedence over walk-in or last-minute schedule requests.  Emergency use may take precedence over a scheduled event, as determined by the Facility Use Team.  An alternate time and/or space will be negotiated.  Walk-in use might be limited.  If another walk-in group arrives to use a particular space the walk-in users are expected to cooperate with each other.
• Dinners, receptions, and other meetings may be set up early with permission if another group has not reserved the space for the time prior.  Walk-ins will not be permitted to use any facility that has already been set up.
• Groups that are not part of the direct ministry of Fluvanna Community Church, meeting at the church regularly, are expected to have adequate insurance for their injuries and liabilities and may be asked to show a certificate of insurance before using the facilities.
• All accidents, involving either the injury of people or the damaging of property taking place on the property must be reported to the Facility Use Team immediately and an accident report must be completed. 
• Any group that uses the facilities will be held financially responsible for all damage to the physical property or equipment used, except for the consideration of normal wear and tear.  The person responsible for the group should contact the Facility Use Team as soon as reasonably possible when there is breakage or damage.  The Facility Use Team is responsible for deciding what are appropriate repairs and replacements, to maintain the safety of groups using the facilities, as well as protecting the security of the building and its contents.  Failure to make timely contact will leave the person or group financially responsible also for any subsequent breakage, loss, injury, or theft that may occur due to the damage to the physical property or equipment used.
• Any group using the facilities should immediately become familiar with the fire exits and escapes, as well as the location of the fire control apparatus.  The Facility Use Team will be available to help groups familiarize themselves with the facility and these features.
• The use of candles or other flames, apart from their regular use in worship services, shall require prior permission from the Facility Use Team.
• It is the expectation that the sponsor or person in charge of the group will be responsible for the oversight and behavior of the group attending and practicing appropriate supervision.
• Fluvanna Community Church shall not be liable for any damage to the property of the renter, nor shall Fluvanna Community Church be liable for any loss of property from or on the premises unless the loss results from the negligent act or omission of the church.  The renter agrees to indemnify and save Fluvanna Community Church harmless as against all claims for damages to persons or premises arising out of the negligent acts or omissions of the renter and their attendees.
• Groups must read and agree to practice the Safe Sanctuary policies of Fluvanna Community Church, particularly its rules concerning having at least two adults present when there are children or youth involved, and that children must always be within sight or sound of at least two adults.
• Catering is not provided by Fluvanna Community Church.
• No pets will be permitted within the church building except as an approved exhibit, activity, or performance and previously approved by the Facility Use Team.  Service animals are exempt.

SPECIFIC REGULATIONS FOR PARTICULAR FACILITIES

FAMILY CENTER

• No street shoes or dark-soled shoes are to be worn while participating in basketball, volleyball, or other athletic activities.  Intentionally kicking balls against the walls or ceiling may result in damage to the facilities and is prohibited.

SANCTUARY

• Groups or people using the piano or organ in the sanctuary must first receive permission for its use and then go through an orientation with an appropriate member of the church staff.  Damages and tuning expenses will be the responsibility of the group or person using the equipment.
• Food and beverages, other than the elements for the sacrament of communion, are not permitted in the sanctuary.

WEDDINGS
Weddings are scheduled in consultation with the pastor.  An application to reserve the requested rooms (sanctuary, fellowship hall, family center, changing rooms, etc.) is part of the planning for that wedding.  All the above information applies to weddings and the wedding party will be responsible for sharing this information with their guests.

• In addition, it is the responsibility of the pastor to decide when and if a wedding will take place at Fluvanna Community Church.  All decisions concerning the wedding ceremony rest finally with the pastor and/or the Facility Use Team.  At least one meeting with the pastor will be concerning what decorations, music, and other arrangements are allowed.  The pastor may require counseling and other meetings before performing the service.  If another pastor is desired to be part of the ceremony, the invitation to participate must come from the Fluvanna Community Church pastor, after talking with the couple.
• The wedding party can hire church staff to play the organ and/or piano and negotiate with them concerning their performance of solos, processionals, recessionals, and other music.  If non-church people are to provide music (either live or recorded), these people must meet first with the appropriate church staff for an orientation of the equipment.  The hiring of a sound person is available.

COSTS
Through faithful stewardship, the members and regular attendees of Fluvanna Community Church have provided for these facilities and their use for ministries.  There are ongoing costs and expenses involved with maintaining and providing these facilities and it is reasonable to expect the sharing of these expenses with non-church groups in a manner that benefits both the church and the serving group.  Fair share assessments may be negotiated with the Facility Use Team in exceptional circumstances, but will typically follow the pricing schedule.