Crossway Facility Use Policy
Philosophy Statement
The Lord has blessed Crossway of Pembroke Church (Crossway) with a wonderful facility. The hopes and prayers of our church family are that God will allow us to utilize the facility to reach our community and help all to become “fully devoted followers of Jesus Christ.” We are convinced the building itself is a tool to help us accomplish our mission and the people that comprise Crossway.
Our facility allows for much of our ministry to be possible, and therefore, the building must be handled with great care, diligence, and prayer. The primary purpose of our building is to encourage activities and ministry events that support any of the following five godly pursuits: ministry, evangelism, discipleship, fellowship, and worship. In addition to these pursuits, the building is available to celebrate the life of our church family, such as weddings and funerals. With this in mind, we encourage members to utilize this facility fully.
Our facilities are also available to approved non-members as a witness to our faith and as a means of demonstrating the Gospel of Jesus Christ in practice. Crossway will not permit the use of our facility to persons or groups holding, advancing, or advocating beliefs or practices that conflict with Scripture, the church’s moral teaching, or Statement of Faith. In addition, Crossway facilities will not be used for activities that contradict or are deemed inconsistent with the church’s faith or moral teachings. Crossway Elders and Deacons are the final decision-makers concerning the use of church facilities.
This restricted use policy is necessary for two important reasons. First, the church may not, in good conscience, materially cooperate in activities or beliefs that are contrary to its faith. Allowing its facilities to be used for purposes that contradict the church’s beliefs would be material cooperation with that activity and a grave violation of the church’s faith and religious practice (2 Cor. 6:14, 1 Thess. 5:22).
Second, it is very important that the church present a consistent message to the community. Allowing facilities to be used by groups or persons who express beliefs or engage in practices contrary to the church’s faith would have a negative impact on the message that the church strives to promote.
Therefore, in no event shall persons or groups who hold, advance, advocate, or engage in practices or beliefs that contradict the church’s faith use any church facility. This policy applies to all church facilities, regardless of whether the facilities are connected to the church’s sanctuary, because the church sees all of its property as holy and set apart to worship God. (Col 3:17)
Included in this statement are general guidelines that reflect our values as a church and do not supersede policies and practices as contained in Crossway’s Policy and Procedures and Statement of Faith. We ask that as you use this facility you treat it with great care and respect as you would your home. This facility is a resource that has been entrusted to us by God, and we seek to steward the resources He gives us for the purpose of glorifying Him and advancing His Kingdom.
POLICIES AND PROCEDURES
General
These procedures are not designed to make it more difficult to administer our programs and ministry, rather they will help us use our limited resources in the most efficient way possible to better support our congregation. In addition, we need to ensure that we have taken the necessary precautions to limit our liability in areas such as fire, safety, and security. It will be the responsibility of each staff member to communicate these policies of facility use to congregants of Crossway of Pembroke Church and our guests.
Facility Use
In general, the following priority schedule is followed when our facilities are requested for use:
Priority 1: Ministry activities of Crossway of Pembroke Church (those ministries directly overseen by CROSSWAY, i.e., Sunday morning services, Midweek Activities, children’s ministry events, and other CROSSWAY-sponsored events).
Priority 2: Crossway of Pembroke Church-related organizations (Care Groups, 222, CRU, etc.) and ministry partners.
Priority 3: Member events (activities such as weddings, anniversaries,( wedding and baby showers, etc.) and funerals.
Priority 4: Outside Organizations – groups not ministry partners with Crossway of Pembroke Church.
While the above hierarchy lists the general priority for resolving conflicts regarding requests for building use, CROSSWAY reserves the right to reject any individual or group should another event of higher priority arise. If an individual or organization has a special request hindered by this policy, they can make their request known to the Church Elders and Deacons.
Our Criteria to Determine Building Use are:
• Is the activity consistent with who we are and what we believe?
• Is the space available?
• How does the use impact our church programs/activities?
• Are there safety/legal issues?
• Does the person/group understand and respect the primary purpose of the property requested?
Building Use Guidelines
1. Upon notification of approval, the user should make arrangements to discuss any support details that are associated with event requirements. The user must ensure all requirements are made known and resolved at least 10 days before event commencement.
2. The conduct of all persons attending events is expected to be respectful of the property, maintaining noise levels that respect others in adjoining spaces.
3. Events, programs, and activities are limited to the space that is assigned only.
4. Smoking and the use of alcoholic beverages or illegal substances are not permitted in any church facilities or church grounds.
5. No weapons are allowed on church property unless approved by the church security team.
6. No open flames are permitted (unless pre-approved) at any event. Candles with globes may be used with prior authorization from the Deacons.
7. The user is expected to leave the building in the same condition before the event and must remove all items associated with the event upon conclusion.
8. Any new or pre-existing damage to facilities, equipment, or furnishings should be reported to the Deacons.
9. The user will ensure the area is clean, all trash is removed, and all items associated with the event have been removed (signs/posters/items/approved tape/decorations/etc.).
NOTE: *** cleaning list will be provided***
10. If furniture or equipment is to be moved, it must be pre-arranged and approved in writing with the permission of the Deacons to maintain its quality and prevent damage.
11. All decorations, signs, or posters in the facility and on the grounds of CROSSWAY must be approved by the Deacons.
• NO items may be affixed to any surface without written consent.
• NOTHING may be tacked or nailed/screwed into any surface including walls, ceilings, woodwork, or fixtures.
• Scotch/Duct Tape is NOT to be used on walls, ceilings, or any other area that may leave unwanted marks. See Deacons for approved adhesive for hanging items on any surface. Ceiling clips and monofilament may only be used for hanging items from the ceiling.
• Signs on the exterior doors or grounds are not permitted without prior approval.
• Any decorations or signs deemed inappropriate for any reason can be removed at the discretion of the Deacons and/or any church staff employee.
12. Events in any area that require the use of audio-visual equipment must have one of the church’s designated AV Technicians on duty. The cost for an AV Technician is listed in the fee section of this Building Use Guidelines.
13. When children are in attendance at any event, they must be supervised by their parent or a designated adult at all times and are not permitted to roam freely on church property.
14. All children’s or youth activities must be supervised by a minimum of two (2) adults over the age of 21 at all times.
15. Food consumption is only allowed in designated areas. Exceptions must be approved prior to the event.
16. No church furnishings/equipment/supplies (F/E/S) may be removed from the facility unless it is a church sponsored event and only with approval from the Deacons. Personal use of any church F/E/S must be approved by the Deacons.
17. Each event group is responsible for their own supplies unless otherwise arranged.
18. Any storage of materials for an event will need prior authorization and approval by the Deacons.
19. No group or individual engaging in business for personal or company profit may use the church facility/equipment without giving adequate notice and gaining prior approval from church elders and deacons.
20. Selling merchandise or charging admission to an event must be approved in advance and consistent with the law that establishes the church as non-profit.
22. Non-CROSSWAY advertising materials may not be displayed or distributed without authorization from the Deacons.
23. No activities inconsistent with Christian principles are allowed.
24. The user assumes liability for injuries to persons attending the event and for damages or loss of user’s property. A damage loss insurance waiver must be provided prior to use and for certain events, a certificate of liability insurance may be required.
Willful violation of any guidelines or regulations could lead to the loss of eligibility to use the church facility.
Application Process
Individuals or groups desiring to use our facilities must complete a “Facility Use Form.” All requests are forwarded to the appropriate church staff, therefore it is important to allow at least 4 weeks for your request to be processed. Note: Depending on the nature of the event and the group, a group may be asked to provide a certificate of liability insurance. The calendar coordinator will notify the applicant upon approval or denial of the request.
Most requests can and will be reviewed by the Deacons and Calendar Coordinator (Facilities Request Team); however, there are certain events that extend beyond the authorizing purview of the Facilities Request Team. They are as follows but not exhaustive:
• The Elders must approve of all worship and music-related activities and visiting speakers
• The Elders must approve all weddings prior to them being entered on the church calendar.
Please note: ALL events must be sponsored by a Crossway Elder. This will require that the individual or group make contact with, discuss and have their approval from the Elder, for a particular event, PRIOR TO submitting an event request. The request form will require you to include the elder’s name. Any events not sponsored by an elder will be denied.
By filling out a facility request form you are affirming that:
1. You understand that the church does not allow its facilities to be used in a way that contradicts its faith or by persons or groups holding beliefs that contradict the church’s faith.
2. To the best of your knowledge the purpose for which you are requesting use of church facilities will not contradict the church’s faith, and you commit to promptly disclose any potential conflict of which you are aware or become aware to church staff.
3. You are not aware of any beliefs that are professed by you or the organization you represent and which is requesting use of the church’s facilities that contradict the beliefs of the church. You agree to promptly disclose any potential conflicts to the church staff.
4. You understand that upon approval of your facilities request, you will need to provide payment, a certificate of insurance (if applicable), and any other fees required by the church.
5. You understand that your use of these facilities is subject to the Leadership Team approval, which is conditioned in part on your agreement to the requirements in this policy, which you have read and understood.
6. You understand that you will be responsible for any damages to the church facilities resulting from this proposed use of facilities.
7. The church believes disputes are to be worked out between parties without recourse to the courts. See, generally, Matthew Chapter 18 and 1 Corinthians Chapter 6. Accordingly, users of the facility agree to attempt resolution of any disputes through Christian mediation.
Available Facilities
1. Auditorium/Main Foyer
2. Fellowship Hall
3. Main Kitchen
4. Large and Small Classrooms (Within the Main Building)
5. Church Grounds
6. Parking Lot
7. Bathrooms
Security
Crossway of Pembroke Church works to maintain a secure environment within the facilities and on the church property. However, maintaining the physical security of the facility is the responsibility of all building users. It is important that all building users are vigilant in doing their part to keep the building secure and ensure compliance with all current and approved policies and safeguards.
Access codes and keys can be issued via the incumbent security guidelines.
Safety
Crossway of Pembroke Church works to maintain a safe environment within the facilities and on the church property. Fire extinguishers, First Aid Kits, and an AED are located in the building. All users of the building for events should make themselves aware of where these safety devices are located in case of an emergency. Any exterior use of open flames or heating devices must be pre-approved by the Deacons.
Parking
Crossway has numerous designated parking slots, including handicapped parking located in and around the building. Directional signs, and restricted parking/no parking signage are clearly displayed. The understood speed limit is 10 mph on church property. Event users are invited to use the parking most convenient to their activity. All users are urged not to park along curbs (no parking), and to observe special signage. You are encouraged to please refrain from parking in the Fuller’s Restaurant back parking lot.
Entering/Exiting the Facilities
Facility access should be discussed prior to your event. Please contact one of the elders or deacons for access. The main entry door under the canopy is the primary enter/exit door. This door is camera-monitored. All other exterior doors should be locked under normal conditions.
The church has keyed access with an electronic alarm key pad, which must deactivated upon entry. The door key is maintained in a manual numbered key box. Elders, Deacons and other approved individuals have access to the manual key box and alarm code. Access may be assigned to an event user if approved through current policies and procedures.
Most external entry/exit doors are designed to prevent entry when locked but will allow exiting. Each user traveling in/out of the church facilities has a responsibility to ensure the door closes/locks after exiting. At no time should a door be opened and left unattended by an adult/or designated individual. Propping doors open and leaving unattended is a compromise of our security policies and is strictly prohibited.
Checklist for Closing the Building
1. Leave the facilities in as good, if not better shape, as found.
2. Put all furniture and equipment back in its original location.
3. Take away or throw away all items you brought with you to the event. (A trash receptacle is located beside the building)
4. Make sure all lights are off, including in the bathrooms and hallways. (Bathroom lights are on a sensor).
5. All toilets should be flushed and not running.
6. Make sure coffee makers and other heating units are turned off and unplugged.
7. Close and lock all windows and doors before leaving the premises. Any damage, breakage or malfunction of equipment should be reported to the church office.
Disclaimers
1. Either party may cancel at least five (5) days prior to the date of the event. Crossway of Pembroke Church will allow cancellation only under extenuating circumstances with a full refund of all money paid for usage. However, the church is not responsible for tickets or sales done prior to the date of the event on the part of an individual or organization.
2. The church reserves the right to pre-empt any facility use for its own in case of emergencies, such as funerals with a full refund of all money paid for usage. Notice will be provided as early as possible. Again, the church is not responsible sales done prior to the date of the event on the part of an individual or organization.
3. Regularly occurring and occasional CROSSWAY events, activities and programs take precedence in scheduling use of the facilities. Otherwise, uses of the facilities are on a first come first serve basis.
4. All needs for an event must be listed in the initial event request. If your needs change unexpectedly, please contact the Deacons, although we cannot guarantee that the additional requests will be fulfilled.
5. All requests must be discussed and approved to proceed by elders prior to submission of an event request. The requestor is to attend the pre-event meeting and the actual event as they will be responsible to ensure the observance or the rules applicable to the use of the building, grounds and equipment. The requestor and any designees listed in the event request information will be responsible for clean-up, lights out, lock up and security.
6. Full payment of fees for the event is required at least ten (10) days prior to the date of the event.
Approved Users and Priority of Use
The Leadership team must approve all uses of church facilities. Priority shall generally be
given to members of the church, their immediate families, and organized groups that are part of the ministry, organization, or sponsored activities of the church. Church facilities and equipment will be made available to non-members or outside groups meeting the following qualifications:
- Groups or persons requesting facility use must affirm that their beliefs and practices and planned uses of the facilities are in harmony with the church’s faith and practice.
- The group or person seeking facility use must submit a signed “Crossway Facility Use Form.
- The group or person seeking facility use must be willing to take responsibility for the facilities and equipment used and must agree to abide by the church’s rules of conduct for facility use, as stated below and as described in any additional instructions by church staff.
Facility Use Hours
Facilities are available between the hours of 8 a.m. and 10 p.m. Use outside these hours may be approved by the Leadership Team.
Scheduling Events
Requests for facility use may be made to Deacons and Calendar coordinator by submitting the Crossway Facility Use Form. The event will be reserved and placed on the church calendar only when the Leadership Team approves the use.
For all non-church-sponsored events, the group or person using the facilities must obtain liability insurance coverage unless pre approved.
**Fee Schedule and Request Form On the Following Pages**
FEE SCHEDULE
At Crossway of Pembroke Church, we are grateful for the opportunity to share our facilities with you. To maintain the space and provide excellent support for your event, the following fees are designated to help defray the costs of maintenance, utilities, and custodial services.
General Information
- Members and Ministry Partners: No facility fees will be charged, except for audio/visual technician support and services, if needed (see fees below).
- Non-Church Affiliated Groups: The following fee schedule applies.
Checks for facility fees should be made payable to Crossway of Pembroke Church and submitted no less than two weeks prior to the event.
Fee Schedule for Facility Use
| Facility/Room | Fee |
| Auditorium/Main Foyer | $100 |
| Fellowship Area | $100 |
| Main Kitchen | $75 |
| Classroom Area | $50 |
Additional Fees
Audio/Visual Technician Services Fee
If your event requires audio/visual support, an honorarium of $20 per hour per technician is required.
- This honorarium covers all time spent in preparation for and execution of your event, including setup, rehearsals, and the event itself.
- Payments for audio/visual services must be made directly to the technician(s).
Stage Clearing Fee
- If the auditorium stage must be cleared of worship band instruments and equipment, a $250 fee applies.
- This fee covers the time and effort required to clear and reset the stage.
- Payment should be made to Crossway of Pembroke Church no less than two weeks prior to the event. Crossway will ensure this fee is paid to the technicians involved in clearing and resetting the stage.
Audio/Visual and Stage Use Requests and Approvals
- All requests for audio/visual technicians, equipment, and stage services must be provided to and approved by the Worship Ministry Leader.
- Please ensure requests are made in a timely manner to allow for proper scheduling and preparation.
CROSSWAY FACILITY USE REQUEST FORM
Applicant Information
Name of person or organization requesting use of facilities:
______________________________________________________________________________
Please indicate your type of user (check one):
☐ Church Member
☐ Church-Sponsored Ministry
☐ Non-Member
☐ Non-Member Group/Organization
Contact Information:
– Address:
______________________________________________________________________________
– Phone Number:
________________________________
– Email Address:
________________________________
—
**For Organizations Not Affiliated with the Church **
Purpose and mission of the organization:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Organization’s website (if any):
______________________________________________________________________________
Names of the organization’s officeholders and/or leaders:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
—
Facility Use Details
Facilities requested and intended purpose for use:
______________________________________________________________________________
______________________________________________________________________________
Date(s) and time(s) requested:
______________________________________________________________________________
Note: Usage approved for continual use will be evaluated quarterly.
—
For Wedding Events Only
Bride:
– Name: ____________________________________
– Contact Information: ____________________________________
– Religious Affiliation: ____________________________________
Groom:
– Name: ____________________________________
– Contact Information: ____________________________________
– Religious Affiliation: ____________________________________
Person officiating the wedding:
– Name: ____________________________________
– Contact Information: ____________________________________
– Religious Affiliation: ____________________________________
Marriage preparation counseling or training undertaken by the bride and groom:
______________________________________________________________________________
______________________________________________________________________________
*****Hold harmless clause****^