Building Use & Rental

BUILDING USE POLICIES AND GUIDELINES FOR CARBONDALE UNITARIAN FELLOWSHIP

The Carbondale Unitarian Fellowship encourages members, friends and community groups to use our fellowship space when it is not being used for regular fellowship activities. Any activities conducted on property under control of the Carbondale Unitarian Fellowship (herein after referred to as CUF) must be consistent with the Vision and Mission

Vison and Mission Statements of the Fellowship and the Unitarian Universalist Statement of Principles can be found at carbondaleuf.org or picked up at the Fellowship Office.

In keeping with the principles of our faith, the CUF facilities are not available to groups that restrict its membership, program or activities, as for example, by race, sex, etc., unless that group can show that restrictions are directly related to the purposes of the organization; and that these purposes do not include the exploitation of any persons or groups. The Fellowship facilities are not available to any outside group for commercial purposes; for example, activities by outside groups for fund raising (except groups that are verifiable charities), partisan political activity or any activity that violates the 501(c)3 fellowship status.

In order to coordinate scheduling and help ensure appropriate use of our facilities, we have established the following procedures, policies and guidelines:

SCHEDULING PROCEDURE

  1. Contact the Office Administrator, (618) 529-2439, or the fellowship Building Use Manager, (314) 375-6444, to discuss your planned event, your space needs, and fellowship space availability. If space is available, you will be able to make a verbal reservation at that time. Any questions or concerns regarding your event may be referred to the Minister or Board of Directors prior to confirming your reservation.
  2. Return your signed Use Agreement to the Fellowship office. To ensure a guaranteed booking date, the signed rental agreement must be received within five (5) business days of your verbal reservation. Once received, you will be provided with an executed copy of the agreement and your reservation will be complete.
  3. Fees are due at least seven (7) business days prior to your event. If you need a loaner Fellowship key, you may arrange with the assistant administrator to pick up the key when the key deposit of $50.00 is paid.
  4. Cancellation Policy: If you need to cancel an event, you must notify the fellowship Office Administrator at least one (1) week prior to the event to receive a refund of your deposits. If you cancel your event within the last seven (7) business days, the scheduling deposit of $50.00 (which will be deducted from the security deposit) will not be refunded. However, if the event is canceled due to inclement weather, you may choose to reschedule the event or receive a refund of your deposits, minus fees for any services already performed. Any further questions you may have regarding scheduling should be addressed to the fellowship assistant administrator.

BUILDING USE POLICIES/CONDITIONS

The following guidelines apply to the Fellowship property at 105 North Parrish Lane in Carbondale, Illinois.

  1. The Fellowship reserves the right to use of the facilities in rare cases of emergency. If your event is cancelled for this reason, your fees will be refunded in full.
  2. Scheduled events may take place between the hours of 7:00 am and 10:00 pm. The premises must be vacated by 11:00 pm.
  3. Selling alcohol on Fellowship property is strictly forbidden. Use of tobacco products is prohibited in and around the fellowship building.
  4. The facilities may not be used for events that may have a negative impact on the neighborhood (for example: loud concerts which can be heard outside of the fellowship), and all activities must comply with all federal, state, and local laws and regulations.
  5. Our Fellowship name cannot be used in any way as publicity or endorsement of a particular political candidate, party or platform.
  6. Activities cannot be conducted for financial gain except when the net proceeds raised are for the use of verifiable charities, to the fellowship or other nonprofit groups.
  7. Direct adult supervision is required at all times for lit candles. Use of any other fire, smoke or combustible material is strictly forbidden anywhere in the Fellowship building or on fellowship grounds.
  8. Use of the organ or piano is granted by permission of the Music Committee Chairperson only. Groups who are concerned with the tuning of the piano may have it tuned at their own expense and must use our recommended tuners (names provided by fellowship Music Committee Chairperson).
  9. Use of audio equipment belonging to the Fellowship is by special permission only. An additional fee of $50.00 will be charged.
  10. No equipment or materials may be stored on Fellowship property without prior approval.
  11. Event sponsors are responsible for the supervision of those attending their activity and for compliance with the policies and conditions of use. Any children in attendance at scheduled events must be properly supervised in accordance with the fellowship’s childcare policy. If any part of the building is used for childcare purposes, the children must be supervised by at least two caregivers, one of whom is an adult. In all such cases, there must be at least two adults in the building, at least one of whom is age 25 years or older.
  12. The Fellowship reserves the right to amend the building use and policies.

USE OF FACILITIES

  1. We expect each group to exercise care and respect in the use of Fellowship property.
  2. If requested in your Use Agreement, members of your group can set up the chairs and tables as needed.
  3. The Fellowship encourages the recycling of appropriate materials and the composting of appropriate food scraps. If possible, please take these items with you.
  4. Extra fees will be charged to you or deducted from your security deposit for extra cleanup required or any damage noted upon post-event inspection. Affixing items to fellowship walls is prohibited.

USE OF KITCHEN

  1. Dishes, pots, silverware and tablecloths are available for use by groups which have reserved the kitchen area. Groups may not use the fellowship’s disposable materials or other provisions located in the kitchen.
  2. Each group using the kitchen must leave it clean and orderly. You must remove all leftover food, beverages, and food preparation equipment. All Fellowship items used, except tablecloths, dish towels and cloths, must be cleaned and returned to their proper places before your group leaves. Soiled tablecloths should be left in a neat bundle on the counter. Fellowship members and friends are expected to take soiled linens home for laundering and return them to the Fellowship within seven (7) business days after their event.

FEE POLICIES

  1. Security Deposit – a security deposit must be submitted for one-time events that are not scheduled by active members or friends. It is due with the balance of the use fees, at least seven (7) business days before the event. This fee will be used to cover any damage that may occur to Fellowship property or any cleanup not completed by your group. Refund of the security deposit will be made after inspection of the Fellowship property following the event. Your group will be responsible for any cost in excess of the deposit and may not be permitted to use Fellowship facilities in the future.
  2. Audio Equipment Fee – Use of the audio equipment is by special arrangement only.

FEE POLICIES

  1. Security Deposit – a security deposit must be submitted for one-time events that are not scheduled by active members or friends. It is due with the balance of the use fees, at least seven (7) business days before the event. This fee will be used to cover any damage that may occur to Fellowship property or any cleanup not completed by your group. Refund of the security deposit will be made after inspection of the Fellowship property following the event. Your group will be responsible for any cost in excess of the deposit and may not be permitted to use Fellowship facilities in the future.
  2. Audio Equipment Fee – Use of the audio equipment is by special arrangement only.

FEE STRUCTURE

Fellowship use fees are subject to change on 60 days’ notice.EXCEPT for WEDDINGS AND MEMORIALS WHICH WILL BE A FIVE HOUR TIME BLOCK TO ALLOW FOR SET-UP/TAKE-DOWN TIME. HOUR OVERAGE WILL BE PRORATED ACCORDING TO THE ABOVE FEE SCHEDULE. THE SECURITY DEPOSIT SHALL BE EQUAL TO TOTAL FEE.

DETAILED FEE SCHEDULE

Wedding/Large Event Packages

Wedding & Reception (5hrs. Incl. use of entire facility) 550.00
Wedding OR Reception (4hrs. Incl. Hall, Commons, & Kitchen) 300.00

Other Parties, Events & Meetings

Sun-Thurs

3hrs.

Fri – Sat

3hrs.

Fellowship Hall, Commons and Kitchen 150.00 250.00
Fellowship Hall 100.00 200.00
Fellowship Commons & Kitchen 75.00 150.00
RE Commons 50.00 100.00
RE Classroom 35.00 50.00

Each of these prices are for a three hour block of time except for Memorial Services and Weddings which are five hour blocks of time. If any event goes over their allotted time the additional fee will be prorated by the hour.

The deposit for each of these prices to receive a temporary key is the same charge as the charge for whatever type of event they are having.   For example, a combined wedding and reception at a cost of $550, would also pay a $550 deposit up front to receive a temporary key.   The fee for the event is to be paid in full prior to the event.

SPECIAL FEE PROVISIONS

Members – Room fees are not required for members to reserve Fellowship space for Life Passage events (defined as weddings, funerals, memorial services), but a donation to the Minister’s Discretionary Fund is always appreciated. For other private events (e.g., family parties, baby showers, etc), room fees may be discounted at the weekday rate (see fee structure), depending upon availability. For all events, the SECURITY deposit will be applied (with possible exceptions for funerals and memorial services).

Nonprofit and Support Groups – The Minister or the Board of Directors may approve discounted fees for some groups in this category on a case by case basis. For all events, the security deposit and key fees will be applied.

Frequent Users – Groups who use the fellowship on a regular basis (for at least 8 weeks of the fellowship fiscal year) may receive a “frequent use” discount of 10% off the listed room rates if paid at least quarterly. Discounts apply only to groups paying full fees. Please make all checks payable to: Carbondale Unitarian Fellowship