GENERAL USE REGULATIONS

The Church of St. Peter makes its facilities available to its active registered members and to outside groups in a spirit of community service. Such use is at the discretion of the parish and is contingent on the priority use of facilities for parish ministry. The final authority shall be the Parish Administrator.

• Church of St. Peter sponsored events take precedence over outside groups. Parish member's personal events (such as weddings, anniversaries, parties, etc.) are considered the same as outside groups for liability insurance purposes.
  
  
• The use of all facility space is to be scheduled with the parish secretary/receptionist. This applies to parish groups and events as well as outside groups or events.
  
  
• The Building Coordinator must approve facility use. It is her responsibility to oversee the application process, grant approval and negotiate with the user. A 'Room Reservation Form, a Room Set-up Request Form and/or a Facility Rental Agreement' must accompany the use request. Fees are to be received 14 days prior to the event. In the event of a cancellation, please let the Secretary know as soon as possible. To receive a refund, we need your cancellation 48 hours in advance. (Contact church office).
  
  
• The appropriate staff member will supervise any building problems or use of equipment. A standard fee will be charged.
  
  
• Alcohol may be served for events. A single event liability policy must be purchased when the event is not parish sponsored. The cost will be $65 and shall accompany the rental agreement. Proof of single event liability coverage provided by personal or business insurance companies will be accepted in lieu of purchasing this policy. A Certificate of Insurance from the insurance carrier will then accompany the rental agreement. In the even that a renter declines to provide certificate of liability insurance or purchase a single event policy, the renter will sign a Facility Usage/Indemnity Agreement accepting all responsibility in the case of a loss or liability occurrence and agree to hold the Church of St. Peter and the Diocese of New Ulm harmless.
  
  
• All groups must vacate the building by 9:45 p.m. unless prior approval has been applied for and received.
  
  
• The facility has a no smoking and no weapons policy.
  
  
• There must be a supervising adult 21 years or older from the user group in charge and present at all times for liability reasons.
  
  
• The facility must be left in an orderly condition. All accidents, injuries and damages must be reported immediately to the staff member on duty.
  
  
• Use of rice and confetti are prohibited from use at weddings or other festive occasions anywhere on the church property.
  
  
• Use of posters and signs must have prior approval and approval of posting and location must be received from a representative of Building Services.
  
  
• No food or beverage may be taken into the worship spaces or gymnasium.
  
  
• No street shoes in the gymnasium for players using the gymnasium.
  
  
• The facilities of the Church of St. Peter shall not be available for commercial purposes.
  
  
• Fees for the facility are intended to cover operating costs and are not intended to generate revenue. (Contact church office)
  
  
• Permission granted does not constitute endorsement of the groups' policies or beliefs by the Church of St. Peter.
  
  
• Groups using the facility are responsible for care and will be charged for damage to any property or furnishings.
  
  
• Parish equipment of a specialized nature, (i.e. major kitchen appliances, video and sound equipment, etc.) will be made available with authorized personnel to supervise its operation. Kitchen use must comply with published regulations. (See attached.) Equipment may not be moved without permission.
  
  
• Church of St. Peter is not responsible for the loss or damage of personal items. User groups shall not hold the Church of St. Peter responsible in any way for temporary storage of equipment or supplies.
  
  
• No food that is brought in for an event shall be left on the premises.
  
  
• Outside groups must abide by the Harassment policy of the Church of St. Peter and the Diocese of New Ulm.
  
  

BUILDING AVAILABILITY

Normally, staff is not available on the following Holidays: New Year's Day, President's Day, Easter (Holy Thursday and Good Friday), Memorial Day, Independence Day, Labor Day, Thanksgiving Day and the Friday after, Christmas Eve and Christmas Day.

Available rooms can be scheduled from 7:00 a.m. to 9:45 p.m. Any meetings that are scheduled to continue beyond 9:45 p.m. must be pre-approved through the normal scheduling process as follows:

• Completion of a Room Reservation form indicating late closing need.
• Completion of a Room Set-up Request form indicating late closing need.
• Completion of Rental Agreement.
• Contact with Secretary/Receptionist and/or the Building Coordinator to ensure that late closing can be accommodated. (Contact church office.)

No meetings are to be scheduled that would conflict with major liturgical service (i.e. Holy Day Services, Holy Week Services, Advent and Lent Reconciliation Services, Confirmation, First Communion, Christmas, etc.) No meetings are to be scheduled that would conflict with major parish functions (i.e. Parish Fiesta, Art and Craft Fair, etc.) The administration office area is not available for use past 4:30 p.m. without a staff person's presence.

BUILDING PRIORITY

Use of the facility generally will take the following priority. If there is a scheduling priority conflict, it shall be resolved according to the pre-established policy.

1. Total Parish Education and Formation
2. Scheduled Parish Weddings
3. Parish Councils and Committee Meetings
4. Parish Programs and Events
5. Parish Societies
6. Parish Funerals
7. Parishioner parties for anniversaries, etc.
8. Non-Parishioner Weddings
9. Outside Groups and Events

RESERVING SPACE

Space is reserved through an annual planning process and on a space available basis thereafter. The parish secretary/receptionist will coordinate space through a master schedule.

Prior to the beginning of each new fiscal year (July 1),each committee and council chairperson will fill out a Space Reservation form for the coming year's meetings or for special meetings at any time throughout the year. All Space Reservation forms have a June 1 deadline. All events after June 1 will be scheduled on a space available basis. Reservations for such events should be made at least two weeks prior to the event. (Contact church office.)

Parish programs have precedence in scheduling over outside groups. Everyone is encouraged to enter into collaborative dialogue when looking at the limited resource of space.

The parish reserves the right to cancel events not consistent with Christian morals and teachings.

ROOM SETUP REQUEST FORM

A Room Setup Request must accompany the Room Reservations and/or the Facility Rental Agreement form. This allows the order of equipment needed and insures the room will be set up to meet the requirements of the meeting. (Contact church office).

One setup form will suffice for a year of regularly scheduled meetings. Special meetings require an additional setup form.

LOSS OR DAMAGE OF PERSONAL ITEMS

The parish is not responsible for the loss or damage of personal items. Members and guests shall not hold the Church of St. Peter and the Diocese of New Ulm responsible in any way for temporary storage or loss of personal equipment or supplies.

LIABILITY INSURANCE

A Single Event Liability Insurance policy must be obtained for all non-parish events. Alcohol may be served. State law forbids the serving of alcohol during hours the school is in session. The only time a single event policy is not required is for parish sponsored events. Cost is $65 and may be obtained from the Business Manager. You may provide proof of liability insurance through your personal or business insurance company. A certificate of insurance will be required naming the Church of St. Peter and the Diocese of New Ulm as an additional insured. If you decline liability coverage, you will be asked to sign a facility usage/indemnity agreement in which you accept all responsibility in case of a loss or liability occurrence and indemnify and hold harmless the Church of St. Peter and the Diocese of New Ulm.

KITCHEN USE

When coffee is requested for your meeting, indicate this on your reservation form. Soft drink machine is available in the East Entrance.

GENERAL KITCHEN GUIDELINES

A copy of the Nicollet County food service regulations will be posted in the kitchen.

The kitchen is maintained for the use of members and staff of Church of St. Peter. Its primary purpose is to facilitate food and beverage preparation in support of parish and education activities. Any user of the kitchen facilities is responsible to become familiar with the use of equipment. Employees of a catering service shall follow the directives of the kitchen coordinator.

The kitchen must be reserved along with meeting rooms by using the Space Reservation forms. (Contact church office)

AVAILABLE TO ALL GROUPS

• Plates, cups, glasses, silverware
• Thermos servers, water pitchers
• Microwave, ovens, stove, refrigerator, freezer, coffee maker, limited cooking utensils
• Pots, pans, serving carts, serving trays
• Please check supply of cooking utensils needed before you begin preparing any food to assure there is an adequate supply.
• In regard to the environment, we ask that you try to use biodegradable products, (i.e. Styrofoam cups, plates, etc.) if at all possible.
• Take all leftover food with you. Do not leave in the kitchen or refrigerator. You must provide containers to transport food.
• Blown fuses: If your group trips a breaker, do not attempt to fix it. Contact the maintenance personnel or person on call.
• The kitchen sink, countertops, tables, etc. must be cleaned before leaving.
• All Church of St. Peter pots, pans, and cooking utensils must be handwashed in the sink.
• Garbage and recycling shall be disposed of in the proper receptacles outside the building.

The following items are available for general use in support of parish activities, meetings and events. If a supply is depleted, please notify Building Services to reorder. These are not available for outside events or groups.

• Paper towels and paper napkins.
• Coffee, tea, salt, pepper, creamer, sugar, sweetener.

Please designate a contact person from your group responsible for the following:

• Fill thermos servers with coffee (The staff person on duty will prepare coffee when it is requested on the Room Setup Form (Contact church office)
• Wheel coffee and supply cart to the site of the meeting.
• After meeting, wipe off tables and return cart with all used items to the kitchen. Place trash and recycle items in respective containers available in the kitchen.
• At sink designated, rinse all dishes and place in appropriate washing rack. Rinse thermos pots and place on counter.
• Wipe up spills, counter tops and table.

GUIDELINES FOR GYM USE

We welcome you to use our facility and expect that the utmost precautions will be taken to ensure the safety and well being of the athletes and visitors that use this facility. Therefore it is asked that the following responsibilities be adhered to:

• Adults who use the gym are to assume responsibility for the area used and are to be accountable for supervision of the area as well as any practice sessions.
• The designated adult supervisor must monitor all areas until all student leave the premises.
• The designated adult supervisor/s are responsible for student behavior the entire time the students are in the area, especially at games and practices.
• Problems and difficulties with the building relating to a sport need to be reported to the Building Services Coordinator.
• The designated adult supervisor/s will complete and sign required forms.
• All participants are asked to enter and leave the building via the West End by the gym and park in the South parking lot.
• If costs should be accrued due to damages while using the facility, the offending parties will pay the damages.
• The Church of St. Peter is not responsible for storing visitor's equipment.
• Equipment and/or uniforms are to be taken.
• Participants must wear non-marking shoes.
• The gym is to be left as tidy as it was found.
• No food or drink in the gymnasium.
• Outside groups must abide by the Harassment Policy of the Church of St. Peter and the Diocese of New Ulm.