“Do not neglect to show hospitality to strangers, for by doing that some have entertained angels without knowing it.”                                                                             Hebrews 13:2

 

In the spirit of God’s extravagant hospitality, the First Congregational Church, United Church of Christ (FCC Bristol) makes its church facilities available for shared use.  The following information is offered in that spirit of hospitality and welcome.

Welcoming the community to use our facility is a ministry of the church and not a business.  These guidelines have been thoughtfully and prayerfully created.  As good caretakers of our church property and in fairness to others who use our facility, we are committed to the following rules and procedures so please carefully read them and abide by them.

When you have read the following Facility Rules & Procedures, please complete a Scheduling Request Form & Agreement for Use of Facilities and return it to FCC’s Church Office.  Once your event is approved, a copy of the approved form will be returned to you.

The First Congregational Church, United Church of Christ, is an Open and Affirming congregation, which means that we affirm the dignity and worth of every person and welcome all persons without regard to race, ethnic or socio-economic background, sexual orientation, gender expression, marital status, physical or mental challenges, or age. No activities or advocacy may take place within the congregation, its buildings or grounds that conflict with the practices and beliefs of this congregation and the United Church of Christ.

 

FACILITY RULES AND PROCEDURES

RESERVATION TIME - The reserved room/space may only be used during the approved time period, even if there are no other reservations before or after your reserved time. Only reserved rooms may be used.  If a group/individual is found to have exceeded their reserved time or reserved space, the additional shared use fees will be taken out of the security deposit.  If a group/individual cancels an event for any reason, it must give 24 hour written notice by email or letter to the church office or forfeit the shared use fee.

FACILITY USE FEE & SECURITY DEPOSIT – A check for the full amount of the facility use fee and a separate check for the security deposit shall be provided to the Church Office at least five business days before the event.  Access to the building for the event will not be granted without full payment and security deposit.  Facility Use Fees are approved by FCC’s Leadership Board.  They are fair, reasonable, and non-negotiable.

INSURANCE - All groups/individuals must furnish a valid Certificate of Liability Insurance (COI) or a one day event policy naming the First Congregational Church Bristol, CT as additional insured with minimum per occurrence limit of $1,000,000, providing coverage for bodily injury and property damage.  This may be obtained by speaking with your insurance agent or by purchasing event-liability insurance. You may also purchase event insurance through FCC Bristol’s property insurer, the Insurance Board.  Please use the link below.  Access to the building for the event will not be granted without a valid Certificate of Liability.

https://www.insuranceboard.org/tenants-users-liability/tulip-application/

“HOST” RESPONSIBILITY- The “host” is the person who signs the Facility Use agreement.  They must remain onsite for the duration of the event.  The host may not assign its rights and responsibilities under this agreement to anyone else.  The “host” is responsible for ensuring that all event participants comply with FCC Bristol’s Facility Use Rules and Procedures, ensuring that all event participants leave the building after the event, and that the FCC Bristol facility is returned to how the host found it (Lights are off; windows closed; doors locked; furniture returned to its original location).  The host also agrees to conduct a visual inspection of the facilities being used (parking lot, entrances, and room) prior to use and agrees that the facilities will only be used if they are in a safe condition.  The host understands and agrees that FCC Bristol and its leadership and community provide no supervision or control over the facilities when being used by the host.

ACCESS TO THE FACILITY – After the Church Office has received a completed Use of Facilities Agreement, Certificate of Liability, and checks for the Shared Facility Fee and Security Deposit, the host will be issued a four digit code for the key pad by the Accessible Door to the side of the Main Entrance.  Please type in all four numbers and press the arrow button on the bottom right corner.  The code will open the Accessible Door for the duration of your reservation.  Please station someone by the doors to open them for attendees or share the door code with your attendees.  The host is responsible for making sure the doors are locked at the completion of the event.  All spaces available for Facility Use are handicap accessible with accessible bathrooms located close by.

STAFF ASSISTANCE - Welcoming the community to use FCC Bristol’s facility is a ministry of the church and not a business.  There is a limit to the amount of assistance FCC Bristol’s small staff can provide.  If you wish for a twenty minute tour and orientation to FCC Bristol’s facility, please call the Church Office (860) 589-4700.

FACILITY CARE - The reserved room/space and all entrances and exits must be left clean and orderly with church furniture and property returned to its designated place. Floors should be swept or vacuumed; Tables wiped clean; Lights/air conditioners turned off; signs taken down; and windows and doors closed and locked.  Failure to comply may result in forfeiture of the security deposit.

KITCHEN – FCC’s Kitchen has a commercial refrigerator, freezer, and electric stove that are available for use.  Kitchen use must be requested on the Scheduling Request Form and authorized prior to your event. The Kitchen must also be left clean and orderly after use. Trash must be bagged and disposed of in the trash dumpster in the church parking lot.  There is a key for the trash dumpster located by exit doors (on a red spatula key chain).  Recycling should be placed in the large blue container by the Church library or outside the Dining Room. Church supplies are to be used only for church sponsored activities.  Failure to comply may result in forfeiture of the security deposit.

FOOD AND DRINK - Food and drink are permitted in the Auditorium, Dining Room, Kitchen, Century Room, and Library.  All trash and recycling must be removed by the “host” and placed in the appropriate places (trash in parking lot dumpster, recycling by Church Library/Dining Room). Please double check bathrooms, hallways, and stairwells for items that may be left behind from your event. If a catering service is used for the event, the caterer must furnish all equipment (e.g. dishes, silver, table cloths, etc.) and remove immediately after the event. Storage of catering equipment is not permitted.

DECORATIONS - Decorations may not be attached to the walls or doors with anything that will damage the surface.  All decorations must be removed immediately and completely following the event. Failure to comply may result in forfeiture of the security deposit.

NO SMOKING/ VAPING/ THC PRODUCTS (MARIJUANA) AND NO ALCOHOL USE ALLOWED – There is no smoking, vaping, or use of THC products of any kind on FCC’s property at any time.  This includes corridors, restrooms, and parking lots. Alcohol consumption is not allowed on FCC’s property, including all buildings and outdoor areas, unless special arrangements have been made and appropriate insurance provided.

HEALTH AND SAFETY GUIDELINES – FCC requires that all individuals/groups using FCC Bristol’s building comply with CDC, State of Connecticut, City of Bristol, and Bristol-Burlington Health District safety and health guidelines.

WEAPONS & DANGEROUS MATERIALS – The following items are prohibited from being brought onto FCC Bristol’s property or into FCC Bristol’s facilities:

  • Guns, Knives, & Firearms
  • Martial Arts & Self Defense Items
  • Bows & Arrows
  • Explosive & Flammable Materials, Disabling Chemicals & Other Dangerous Items

 

SECURITY - FCC Bristol works to maintain a safe and secure environment within the facility; however, no systems are foolproof. We ask that all users pay close attention to personal property and valuables and not leave them unattended.   The host is responsible FCC is not responsible for theft or damage to personal property.

SUPERVISION OF CHILDREN AND YOUTH - FCC Bristol is committed to providing a safe environment for all people and especially children and youth.  All users of the facility are expected to follow the guidelines of FCC Bristol’s safe conduct policy including the following:

  • No fewer than two adults should be present at all times during any program or event involving children and youth.
  • Adult supervision of children and youth is required at all times both inside and outside of the church property, including the parking lot.
  • Children and/or siblings of group members must stay with the group or under the care of additional adult supervisors

TABLES & CHAIRS – Church property such as chairs and tables may be used when using the facility.  Other Church equipment and supplies, such as easels, dishes, coffee pots, etc. may only be used for church sponsored activities.

DAMAGE - All persons or groups using FCC Bristol’s facilities are expected to exercise reasonable care and judgment to prevent defacement, damage or breakage.  In the event the church facility has been carelessly or irresponsibly subjected to more than normal wear and tear by the individuals(s) or group(s) involved, part or all of the security deposit will be kept to pay for repairs or replacement.  In the event the damage exceeds the security deposit, a claim will be made against the host’s insurance.  The host will be provided the opportunity to inspect the damage.

PIANO AND ORGAN USE - Permission to use, play, touch, or move the piano, organ, hand bells, or other church owned instruments must be granted by FCC Bristol’s Music Director.

STORAGE - All organizations using the facility will be responsible for storing supplies and materials offsite unless prior arrangements have been made through the Church Office.

LAWFUL PURPOSES - All individials or groups agree that they will not use the church’s facilities for any unlawful purpose, and will obey all laws, rules, and regulations of all governmental authorities while using the church’s facilities.

BUILDING EMERGENCY – In the event there is an emergency with the building during your event (over flowing toilet, broken pipe, etc.), please call 860-589-4700 x301 to contact the Lead Minister.

EMERGENCY SCHEDULING CONFLICTS - FCC Bristol reserves the right to pre-empt any facility use agreement in cases of emergencies.  Notice will be provided as early as possible.

FUTURE USE - Individuals and groups that do not comply with these rules and regulations will forfeit their future use of FCC Bristol’s facilities.

HOLD HARMLESS – The host, and on behalf of the host’s heirs, estate, executor, administrator, and assignees, agrees to the maximum extent permitted by law, indemnify and hold harmless and defend FCC Bristol (including FCC Bristol’s officers, leadership, members, employees, representatives, volunteers, and agents, as well as its successors and assigns) against and from all costs, expenses, liabilities, losses, damages, injunctions, suits, actions, fines, penalties, claims, and demands of every kind or nature whatsoever arising out of:

  • Any failure by Host or FCC Bristol (including FCC Bristol’s officers, leadership, members, employees, representatives, volunteers, and agents, as well as its successors and assigns) to perform any of the agreements, terms, covenants, or conditions of this Agreement for Use of Facilities,
  • Any accident, injury, loss, or damage, including, but not limited to, bodily injury, personal injury, emotional injury, to persons and/or damage to property, which shall happen in or about the FCC Bristol Church facilities or appurtenances, however occurring, that may result from any person, including Host’s employees, using the above described facilities, its’ entrances, and exits, and surrounding areas for Host’s purposes, regardless of negligence of FCC Bristol (including FCC Bristol’s agents, employees, or representatives) or otherwise,
  • Any failure to comply with any laws, ordinances, requirements, orders, directions, rules, or regulations of any federal, state, county, or city governmental authority,
  • Any materials used in the construction or alteration of any building(s), fixtures, or improvements thereon on behalf of Host, or
  • Host’s possession and use of FCC Bristol’s facilities and/or the operation of its business on FCC Bristol’s facilities, whether or not such use is an Authorized Use.

Host agrees to assume all risks and liabilities of any nature, whether physically injurious, financial, or otherwise, relating to Host’s use of FCC Bristol’s facilities.

Host agrees, and on behalf of the host’s heirs, estate, executor, administrator, and assignees, to waive all rights against, and release and discharge, FCC Bristol (including FCC Bristol’s officers, leadership, members, employees, representatives, volunteers, and agents, as well as its successors and assigns) from and against any and all liability, responsibility, causes of action, claims, demands, damages, costs, debts, expenses, compensation, and/or suits at law or in equity, of any kind and nature whatsoever, for injuries or damages suffered by Host or Host’s guests that arise, directly or indirectly, by or in connection with Host’s use of FCC Bristol’s premises and facilities on account of or relating to any act or omission by FCC Bristol, its leadership, members, employees, representatives, volunteers, and agents, as well as its successors and assigns, without limitation.

FCC Shared Facility Use Fees

 

Welcoming the community to use FCC’s facility is a ministry of the First Congregational Church, United Church of Christ and not a business.  Facility Use Fees are fair, reasonable, and non-negotiable.  All facilities are accessible with accessible bathrooms close by.

 

 

Auditorium & Guild Room

Located on the second floor, a two story elegant gathering room that seats 182; 85 with tables and chairs; has a small stage; access to a serving area & sink in the Guild Room

$100 for 4 hours (including set up and clean-up time)

 

$25 for each additional hour

Dining Room

Located on the basement floor, a gathering room that seats 214; 100 with tables and chairs; attached to Kitchen

$75 for 4 hours (including set up and clean-up time)

 

$25 for each additional hour

Library

Meeting space with chairs for 18-20

$25 for 4 hours (including set up and clean-up time)

$10 for each additional hour

Century Room

Meeting space with chairs and tables for 10-15

$25 for 4 hours (including set up and clean-up time)

$10 for each additional hour

Kitchen

Attached to Dining Room; required if desiring to cook items with electric stove, use refrigerator and/or freezer

$50 for 4 hours (including set up and clean-up time)

$10 for each additional hour

 

A security deposit of $150 is required to reserve and use all FCC facilities.  Following your event, when the used space is determined to be in good condition, you may pick up your security deposit check or have it shredded.

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