DEFINITION OF TERMS
Church: The people, facilities, staff, and governing authorities of St. James Parish, Bozeman, MT
Church Facilities: The buildings and grounds of the Church
External Group: One or more members of a social service, charitable, civic, educational, and other non-profit group
Event(s): A single use or a series of uses of Church Facilities.
Event Organizer: An authorized representative of an External Group responsible for an Event at the Church
Guest(s): One or more members of a social service, charitable, civic, educational, and other non-profit group
Rector: The on-site liturgical, administrative, and operational leader of the Church.
INTRODUCTION
St. James’s Episcopal Church (herein “Church”) makes its Facilities available to External Groups. The Facilities may be used by groups and individuals as outlined in this policy. Use of Church Facilities by External Groups for single events requires the submission of a Rental Request Form and will be approved at the discretion of the Rector. Multiple events that take place on a regular basis (more than one event) by the same organization for the same purpose must receive the approval of the parish’s governing body, the Vestry, in addition to the approval of the Rector.
The Church and its Facilities are sacred spaces. St James expects that Church Facilities will always be treated with reverence and respect. Any use of Church Facilities must be consonant with the doctrine, discipline, and worship of The Episcopal Church, and with federal, state, and local law. Church Facilities will not be used for any purpose unbecoming of a house of worship or disrespectful of the dignity of any human being. St James reserves the right to deny requests for use of its Facilities if it feels the purpose of the event(s) is not consistent with Church theology, doctrine, and witness. Church activities take priority over all other uses. Furthermore, if an activity negatively reflects on the Church’s testimony to the community, the Rector, in their sole discretion, may direct the denial of a request for Facility use or cancel a calendared activity.
The Church may also deny a request for use or cancel a calendared event if it determines that there is an unreasonable level of risk of injury to persons or property. The Rector has the inherent authority to stop an event in progress if, in their opinion, such action is necessary to protect the life and health of an individual(s) or to prevent the facility from undue damage.
INSURANCE
Users shall provide proof of insurance for the use of the facilities in an amount determined by the Church. The Church must receive a certificate of insurance with St. James Parish listed as additionally insured prior to the event(s). For recurring events, this certificate must be renewed annually.
*YOU WILL BE REQUIRED TO SUBMIT PROOF OF INSURANCE BEFORE YOU ARE ABLE TO RESERVE THE SPACE*
CANCELLATION OF AN EVENT
If the Rector determines that a calendared event must be cancelled or stopped, the Church shall refund the money to the user.
Exception: The Rector may decline to refund money due to a false statement on the application or concealment of a material fact.
FACILITY USE FEES
The Church may charge a use fee to cover the provision of things such as staff, security, utilities, supplies, cleaning, wear and tear, damage deposits, etc. In keeping with its mission to support community events from external groups, fees will be held below market value and will reflect the size and operability of the space being requested. The charge of a use fee does not convert the use of Church facilities into a for-profit commercial transaction. For further details such as costs and available spaces, please refer to the Fee Schedule below.
CARE OF THE FACILITY
All rented space should be left in the same condition it is found. St James reserves the right to charge additional fees or hold and use a deposit if any costs need to be incurred from not properly caring for the facility. The cost to repair any damage that occurs as a direct result of the event will be charged to the event organization directly.
In each space there is a laminated list of all the cleaning/maintenance items that we ask you to address before you leave.
You may take the trash out through the door that is next to the kitchen (up the stairs through the garage) or the door at the end of the upstairs hallway. Please note that these outside doors will lock behind you if they are shut all the way.
ALCOHOL POLICY
No alcohol (other than Communion wine) is permitted on the premises.
RECOVERY GROUPS
St. James Parish sees hosting recovery groups (AA, NA, Al-Anon, etc.) as part of its community ministry. Rental fees for these groups will be negotiated outside of the bounds of this agreement’s fee schedule. Generally, St. James Parish will accept payment quarterly for use of Church space by a recovery group.
GETTING STARTED
Event Organizers wishing to use the Church Facilities for an Event or series of Events should start by contact the Office Administrator at 406-586-9093 or by completing the Rental Request application found on the Church’s website at https://www.stjamesbozeman.org/rent. Worship events, including weddings, funerals, Confirmations, and Baptisms are not subject to this document. Please contact the Rector directly to schedule worship events at the Church.
The Church will designate a Primary Contact to assist you in completing a Rental Request Application, and that person will continue as your Primary Contact through the Event. Once your application is approved, fees and a deposit will be required. Liability insurance must be carried by all external groups.
Payment of all fees must be received by your Primary Contact no later than one week prior to the Event. Because most of our staff do not work standard M-F, 9-5 hours, Event Organizers should make sure that they are aware of their Primary Contact’s availability and work schedule. Event Organizers will be invoiced for any remaining costs or other applicable fees after the Event. Checks should be made payable to St. James’s Parish with the name of your group or event in the memo line.
For your reference, a current copy of all Facilities Use Policies and Documents is available online at stjamesbozeman.org/rent.
CHURCH REPRESENTATIVES
If 50 or more people are expected at an Event, one or more Church Representatives will be appointed by the Rector and must be present at all times during the Event; additional fees will apply. The Church Representative(s)’s role is to ensure the proper functioning of the facility, the safety of the occupants, and the security of the facility. They will unlock doors as needed; turn on lights and sound system as needed; address electrical, plumbing, and HVAC issues; represent the Church to law enforcement officers or emergency response teams as needed; and enforce the terms of this document.
Church staff, including the Church Representative(s), are unable to assist Event Organizers as ushers, greeters, hosts, lighting or sound operators, door monitors, emergency medical care, room setup or take-down, dishwashing, or clean-up. The Church does not have sufficient staffing to manage these functions for your Event and they remain the responsibility of the Event Organizer. The Rector (or person appointed by the Rector) reserves the privilege of making a public welcome of guests at the event if appropriate and desired by the Event Organizer. The Event Organizer must contact the Rector in advance of the event to make these arrangements.
If less than 50 people are expected at an Event, your Primary Contact will make sure that you are guided through facility access and on-site expectations for securing and maintaining the space during your event.