Policies

Building Rental - All non-Bella Vista Church Ministry activities must pay a mandatory

$100 deposit (or 50% of total fees. Whichever is less) Reservations are confirmed upon receipt of

these fees and approval of form, which must be received at least two (2) weeks prior to your date.


Custodial Meeting - You must meet with the Facilities Manager at least 2 weeks before your event.

It is your responsibility to call and make an appointment with him.


Building Key – If you need a building key, you must make arrangements with the events coordinator.


Equipment Reservation - Requests to reserve equipment needed should be made during your meeting

with the events coordinator. You will be responsible for set up of your space and returning it to prior

set up after your event.


Cancellations - Only if the event is cancelled by Bella Vista Church, will the deposit be refunded.


Responsibility - The person or organization receiving approval for use of the building or grounds shall

be responsible for all damage to or loss of property, including that belonging to staff and ministry

organizations during the time the building is in use. The applicant is also responsible to see that all

conditions are met, including making sure the building is locked.


Alcoholic Beverages – prohibited anywhere on the Bella Vista Church properties.


Smoking – Bella Vista Church & property is a smoke-free environment. (This includes e- cigarettes and vaping)


Decorations – Time for decoration must be scheduled on the application form under “Time of

arrival for setup.” Putty or hanging devices that are not permanent or do not cause damage may be

used, if prior arrangements are made with the Facilities Manager. Tacks, nails, or tape may not be

used. Use of candles is restricted and requires approval; please check with the Facilities Manager. All

decorations and hanging devices must be removed immediately after event by applicant. Any

exceptions must be approved personally by the Facilities Manager.


Facilities Questions – If any questions arise during your event, contact the Special Events

Coordinator or Facilities Manager.

Gym Use for Non-Ministry Event

Facility use form must be completed and signed by the person accepting responsibility for the event.


A certificate of insurance from the user’s home owners insurance must be provided.


The user’s homeowners policy will be the primary source of recovery for any insurance claims, in the

event of injury. (You should probably check with your insurance company to make sure it knows you

are assuming this risk. It basically means you are acting as if this event is happening at your home)


The certificate of insurance must be attached to the reservation form and turned in to the church

office a minimum of 5 days before the event.


EVERY PERSON using the gym for recreational activities (not just sitting at a table and eating)

needs to sign a liability waiver. (available from the church office) Anyone under 18 must have a

waiver signed by a parent on their behalf. These forms also must be turned in 5 days before the

event.

Janitorial Expectations for Facility Use

Classrooms:

  • All chairs, tables and other furniture are put back exactly how you found them, unless specified otherwise by a staff member
  • All garbage cans must be emptied and bags put in outside dumpster (fresh liners can be found in the left hand kitchen drawer under the coffee maker)
  • Lights must be turned off


Kitchen:

  • All dishes must be washed and put away
  • Garbage cans must be emptied and bags put in outside dumpster (fresh liners can be found in the left hand kitchen drawer under the coffee maker)
  • Counters wiped down
  • Floor swept and mopped (mop and broom can be found in the closet to the right of the kitchen off the gym)
  • All food from event must be removed from church refrigerator
  • Make sure lights and coffee maker are off


Auditorium:

  • Floor must be completely vacuumed and chairs put back in place (vacuum can be found in the closet to the right of the kitchen off the gym)
  • Garbage cans must be emptied and bags put in outside dumpster (fresh liners can be found in the left hand kitchen drawer under the coffee maker)
  • Stage needs to look exactly as you found it and equipment is not to be used unless permission has been given by our Worship Arts Pastor or Technology Director
  • Tech booth area is off limits and equipment may only be operated by approved BVC technicians
  • Turn off all lights


Gym:


  • No sporting equipment may be used unless given permission by staff AND anyone using it needs to fill out a waiver.
  • Floor must be swept and mopped if necessary (mop & broom can be found in the closet to the right of the kitchen off the gym)
  • Garbage cans must be emptied and bags put in outside dumpster (fresh liners can be found in the left hand kitchen drawer under the coffee maker)
  • Turn off all lights


Student Center:


  • Floor must be completely vacuumed (vacuum can be found in the closet to the right of the kitchen off the gym)
  • All chairs, tables and other furniture are put back exactly how you found them, unless specified otherwise by a staff member
  • All garbage cans must be emptied and bags put in outside dumpster (fresh liners can be found in the left hand kitchen drawer under the coffee maker)
  • Stage needs to look exactly as you found it and equipment is not to be used unless permission has been given by Family Ministry Director.
  • Tech booth area is off limits and equipment may only be operated by approved BVC technicians.
  • Lights must be turned off


Before leaving after any and all building use:


  • Make sure all building lights are off
  • Make sure all doors are securely shut & locked
  • If anyone used the coffee makers make sure the pots are clean and maker and all burners are turned off