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Property Use Policy

Contact: Madison Square Church Office 616.245.7791 or email.

For an electronic (PDF) version, click here: Property Use Policy revised 1-19-2017.

I. Definitions:

Level #1 – Madison Square Ministry: a ministry or group that is directly associated with Madison Square Church and supervised by a Director, Support Staff person, or Ministry Leader.

Level #2 – Partner Ministry: a group or organization that is affiliated with and supported by Madison Square Church (no fees will apply).

Level #3 – Attendee / Non-Partner: a person who is actively involved in the life of Madison Square Church or a non-profit, educational, or faith-based organization that is not affiliated with or supported by Madison Square Church.

Level #4 – Non-Member / Business: an individual or group who desires to use or rent Madison’s facility for a non-church function or event.

 

Who may use Madison’s facilities (All uses are subject to approval and must  be scheduled and confirmed by the Madison Square Church Office.  Use of Church property is allowed within the guidelines of this Policy):    

Madison Square Church Ministries have first priority of use in all areas and at all times. Other requests shall not interfere with regular ministry without the prior consent of the Director or Ministry Leader whose scheduled use must be adjusted to allow for other activity.  Madison Square Church reserves the right to discontinue any ongoing reservations by any party that is not considered a Madison Square Church ministry if it conflicts with a ministry.

In order to accommodate Madison Square Church ministries first, outside bookings will be on hold prior to the following seasons until the following dates:

  • For Summer (June, July, and August), outside groups will be open to book after April 1.
  • For Fall (September – May) outside groups will be open to reserve after July 15.

Members may use the Multipurpose Room, Madison Place or other room, subject to availability, free of charge for a reception after the service in which a family member has been baptized or professed their faith publicly.

Only prepared food may be brought in and persons may not use Madison supplies.

Non-Partner Ministry organizations and Non-members may request the building for activities or personal uses.  A Property Use form must be filled out and submitted and approved, and deposit received, before use can be scheduled.

II. Accountability:

  1. The Director, Ministry Leader, or representative of the renting party reserving use is responsible for the conduct of all persons attending their event.
  2. Misconduct or damage to church property may result in loss of deposits and/or use privileges for future events.
  3. All damage must be reported to the Facilities Manager immediately.
  4. If requested use is by a Partner Ministry Attendee, Non-Partner, Non-member, a representative from the party requesting use must meet with Madison’s Facilities Manager or Office Staff to agree upon conditions of use, areas and service needed, and sign the use request.

III. Times of availability:

Madison Square Church Ministries and activities have priority of use in all areas at all times.

Monday – Friday: 8:00 am – 10:00 pm, with no exceptions to these times.

Saturday: 8:00 am – 5:00 pm for 1441 / 8am – 9pm for 1401 – Madison Place only.

Sunday: 1:30 pm –9:00 pm, with no exceptions

The times agreed upon must include setup, takedown, and cleanup of events. All scheduled events must end, personal property be removed, and the building vacated by the time the church is secured.

 

IV. Available services (fees may apply):

A. Weddings and Funerals 

Weddings and Funerals are a service provided by Madison Square Church’s Pastoral Care department. All decisions regarding hosting a funeral or a wedding will be subject to availability and approval by our Lead Pastor or Campus Pastor.

Wedding Policy – Our denomination has a policy that marriage is between one man and one woman. We follow our denomination’s policy.

B. Audio-visual Systems (see Audio Visual use policy for specific details):

  • sound system** (Sanctuary, Madison Place, and Multipurpose room) includes microphones, CD’s, or instrument amplification; a Madison technician is required.
  •  PowerPoint or video projection in Sanctuary, classroom(s), or Multipurpose room, a  Madison technician is required.

C. Room setups, furniture, and fixtures:

  • Room setup or takedown: performed by Madison Building Services Staff unless other arrangements have been made. Equipment, furniture, or fixtures may not be moved without supervision or written permission from Madison staff.
  • – Equipment, furniture or fixtures may NOT be moved or removed from any rooms or areas without supervision or the express permission of the Facilities Manager. (see Wedding Guidelines for conditions that apply to the Sanctuary).

D. Kitchen use (see Kitchen use Policy for specific details):

  • Kitchen: on-site food preparation by cooking requires that a Madison Square Church-trained PIC (person-in-charge) is present  in the kitchen to supervise and maintain standards complying with County Health Department codes and licensing requirements.
  • – Use of the kitchen for temporary storage or preparation for serving of catered or food prepared off-site will not require a PIC. See Kitchen Use Policy for specific details.

E. Van (see Van Use Policy for specific details):

  • Van use is restricted to Church events only and drivers must be approved by the church in all instances and on our approved driver list on file.

V. Restrictions:

  1. ONLY those rooms or areas agreed upon in the use application are available to ministries or non-church uses. All other areas are considered closed to use.  Youth Ministry rooms are off limits unless use is approved by Madison Square Youth Director or Executive Director.
  2. NO RED, ORANGE, OR GRAPE PUNCH, JUICE, OR SODA IS ALLOWED IN THE BUILDING. Damages resulting from use of these will be deducted in part or whole from deposit(s). Approved beverages are any clear juice or soda such as lemonade, apple juice, or citrus-type sodas.
  1. NO DUCT TAPE, PACKING TAPE, OR CLEAR ‘SCOTCH’ TAPE may be used on any walls, glass, tables, or other surfaces for any reason; Only masking tape is If used, removal of these products by Staff will affect deposit status.
  2. NO USE OF LADDERS will be allowed, at any time, due to liability requirements;
  3. NO GLITTER is allowed in Madison’s buildings; use of this material and excessive cleaning requirement will affect deposit status
  4. Decorations, banners, etc. may not be hung, mounted, or otherwise attached to: projection screens, pipes, or other; only those areas or surfaces accessible from standing at floor level may be used
  1. NO ALCOHOL IS ALLOWED ON CHURCH PROPERTY, POSSESSION OR  CONSUMPTION OF ALCOHOL BY ATTENDEES OF AN EVENT WILL RESULT IN AUTOMATIC FORFEITURE OF ALL DEPOSITS AND ANY FUTURE USE OF BUILDING.
  2. NO SMOKING is allowed on church property.
  3. Entrance doors may not be propped open unless a Madison staff member is present and approves this; if an entry door is locked by staff for security reasons it must be supervised by an attendee of the event to allow access.     
  4. Madison will have discretion to cancel any outside event due to inclement weather or circumstances beyond Madison Square Church’s control (power outage, tornado watch, etc.) in keeping with our weather cancellation policy.
  5. “The renting party shall save and hold harmless Madison Square Church from any and all liabilities and/or responsibilities arising incidental to the occupancy of the church and its related area and/or adjacent parking areas, and not responsible for theft, damage, or loss in any manner.” Ministry Leader or signer of use application will be responsible for enforcement of this restriction.

“Madison Square Church reserves the right to decline use of the building to groups or individuals whose beliefs or actions are contrary to those of Madison Square Church or to its  values and mission”.

Madison Square Church Rental Fees

Revised 10-30-2014

ROOM/AREA             DEPOSIT RENT
    Partner Ministry Member / Attendee / Non-Partner Non-Attendee / Business
 

Classroom

 

$30.00

 

$0

 

$25.00 / hour

 

 

$35.00 / hour

 

 

 

 

Multi-purpose / Community room

Madison Place

 

 

 

$60.00

 

$0 for up to 4 hours

(after 4 hrs. member rate will apply) 2X per year

 

 

 

 

$35.00 /  hour

 

 

 

 

$60.00 / hour

 

 

 

Kitchen*

 

 

$75.00

 

$0

 

$15.00 / hour

 

$25.00 / hour

 

 

 

 

Sanctuary**

 

 

 

 

 

$75.00

 

$0 for up to 4 hours

(after 4 hrs. member rate will apply) 2X per year

 

 

 

 

 

$50.00 / hour

 

 

 

 

 

$150.00 / hour

 

Sound Tech**

 

(up to 4 hrs.)

 

Video Tech

$85.00

 

 

 

$85 or more

$85

 

 

 

$85 or more

$50.00 / hour

 

 

 

$85 or more


Refundable deposits(checks only) are required for confirmation of rental date.  All events are tentative until confirmed with a deposit.  The date will be removed from our reservation list one week after reservation unless deposit is paid.  Any rental fees are due 10 days before the event.

*Kitchen use involving food preparation using the stove or oven requires a PIC, a Madison-trained Person-In-Charge to comply with County Health Department code and licensing requirements.

**Sound System or Video/Power Point projection requires Madison sound technician.  Any use of tech in Sanctuary or Madison Place require a Madison Square approved tech.

Nursery staff fee: (an approved Madison Square Nursery Supervisor is required for operation) – $10.00 per person per hour. Madison’s Child Protection Policy applies in all uses.  

Listing of Partner Ministry Organizations – a group or activity that is affiliated with and supported by Madison Square Church (no fees up to 4 hours will apply).  After 4 hours member rate will apply. Contact the office to see if your organization is a partner ministry.

 

WEDDINGS: Fees and areas available

Note that fee for Wedding covers room(s) indicated, attendance by 1) Building Services staff for opening building, setup, cleanup, and closing; and 2) a Madison-trained sound technician.

Compensation for a Pastor or other Madison Square Church pastors to perform the ceremony is to be arranged by the wedding party directly with that person. 

Wedding only: the Sanctuary, lobby, and three classrooms for changing will be available.

 

ROOM/AREA             DEPOSIT RENT
    One Rate

Member / non-member

 

 
1 Event (Wedding only)

Sanctuary, lobby,

3 classrooms, tech, and rehearsal

 

$100.00

 

$300.00

2 Events

(Wedding with either rehearsal dinner or reception)

 

$100.00

 

$400.00

3 Events

(Wedding with rehearsal dinner and reception)

 

$100.00

 

$500.00

 
 

Individual Rooms

 

 

Multi-Purpose Room, Kitchen

 

 

$100.00

 

$85.00

 

Multi-purpose only

 

 

$50.00

 

$35.00

 

Kitchen only

 

 

$75.00

 

$50.00

Deposit checks must be made out separately and in advance of rental fee, this amount will be held at the church office and returned in whole or in part based upon condition of room(s) used at end-of-use. Over-and-above cleaning needs such as deliberate or excessive scuffing of hard floors or extensive cleaning of rooms or the Sanctuary may result in partial forfeiture of deposit.  A detailed list of damages or additional cleaning will be given to the renting party.

Rehearsal dinner and/or reception, for each use add deposits and fees for kitchen and/or Multi-purpose room to above. For catered event or if food is prepared offsite and stored/setup for serving only, the kitchen use fee will not apply, deposit only is required.

Notes regarding internal systems to handle reservations:

  1. Any outside uses need a Building Service staff member to agree to stafg before the reservation can be confirmed.
  2. Building Service staff members will be solicited in a rotating manner. If the BS staff member who is “up” for the next reservation does not respond to a request within 48 hour, it will rotate to the next BS staff member on the list.

Agreement

I have read and accept these conditions of use, and understand that reserving room(s) at Madison Square Church may not guarantee availability of all services requested if staff or requested resources cannot be provided or due to extenuating circumstances, although the church will make every reasonable effort to meet these needs.

PERSON RESERVING AND SIGNING THIS AGREEMENT MUST BE PRESENT AND HAVE POSSESSION OF RENTAL AGREEMENT DURING TIME OF USE.

The group, individual, or renting party shall save and hold harmless Madison Square Church from any and all liabilities and/or responsibilities arising incidental to the occupancy of the church and/or its related areas or adjacent parking areas, and are not responsible for theft, damage, or loss.

Signed _______________________________________________ date _____________

(for rental party or Ministry user)

Signed _______________________________________________ date ______________

(for Madison Square Church)

Madison Square Church reserves the right to decline use of the building to groups or individuals whose beliefs or actions are contrary to those of the Kingdom of God or to the church and its values and mission.

rev.7.18.2012

Madison Square Church Property Use Summary

Updated 1-19-2017

Electronic Version (PDF): 17.01.19 Property Use Summary

Note: this is a condensed summary of the requirements, restrictions, and conditions as noted in the full Building Use Policy. This is simply a checklist to review the major items of the Policy. Please refer to the complete Policy for specific information.

Please check each item after reading to indicate you agree to comply with:

__ The person signing the Use Agreement MUST attend the Event had have a signed copy of the Use Form in their possession; this person is responsible for the behavior and conduct of all attendees of the event and compliance with the requirements noted below

__ The times of availability are: Monday through Friday, 8:00 am-10:00 pm, all; Saturday 8:00 am- 5:00 pm/Madison Place until 9:00 pm; Sunday, 1:00-9:00 pm all; no exceptions will apply

__ Uses that exceed the time-out requirement will be subject to 25% of deposit withheld for each 15 minutes beyond that time

__ Damage or excessive cleaning requirements may affect deposit; if damage is noted or extra cleaning is required details will be provided to the rental party

__ NO furnishings, banners, or decorations may be moved or removed; doing so may affect deposit status

__ ONLY those areas or rooms agreed-upon in the Rental Use will be made available; all other areas or rooms are off limits or reserved for other uses with no exceptions being made

__ Tables, chairs, etc. will be set up and taken down by Madison Staff

__ NO USE OF LADDERS will be allowed, at any time, due to liability requirements; NO EXCEPTIONS made

__ Decorations, banners, etc. may not be hung, mounted, or otherwise attached to: projection screens, pipes, or other; only those areas or surfaces accessible from standing at floor level may be used

__ NO ALCOHOL is allowed on Church property, at any time, for any reason; NO EXCEPTIONS will be made in this.

__ NO SMOKING is allowed within 50 feet of any church building, per State Law

__ NO red or grape punch, juice, soda or drink is allowed in Madison’s buildings, no exceptions being made

__ NO DUCT TAPE, PACKING TAPE, OR CLEAR ‘SCOTCH’ TAPE may be used on any walls, glass, tables, or other surfaces for any reason; masking tape is approved for this use. If used, removal of these products by Staff will affect deposit status

__ NO GLITTER is allowed in Madison’s buildings; use of this material and excessive cleaning requirement will affect deposit status

__ All decorations, personal property, food, and other must be removed and building vacated by the required time as noted in Use Policy with no exceptions being made

__ The kitchen (church) and kitchenette (Madison Place) facilities will be used only under the conditions noted in the Building Use Policy, Kitchen Use section; no exceptions will be made

__ Doors will be opened, and secured, by Madison Staff

__ Deposit will guarantee reservation; all rooms or areas will be considered tentatively reserved until deposit is paid

I have read, understand, and agree to comply with these requirements and restrictions

Signature __________________________________________________ date _____________

 

 

Contact: Madison Square Church Office 616.245.7791 or e-mail.

 

 

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