Free Church Facility Use Agreement Format

I. Introduction

This Church Facility Use Agreement is entered into by [Your Company Name] and [Second Party] to outline the terms and conditions for using the church facilities for the specified event. This agreement ensures both parties have a clear understanding of their rights and responsibilities regarding the use of the facility, including access, payment, and compliance with church policies. By signing this document, both parties agree to adhere to the stipulations set forth and work collaboratively to ensure a successful event.

II. Purpose of Agreement

A. Description of Facility

The facility includes the main hall, kitchen, and parking lot at [Your Company Name], equipped with basic amenities for hosting events. Additional features include audio-visual equipment and Wi-Fi access, which can be utilized as needed.

B. Intended Use of Facility

The facility will be used for a community fundraising event organized by [Second Party], aimed at supporting local charities. The event will involve activities such as guest speakers, silent auctions, and entertainment.

C. Scope of Use

The use is restricted to the areas specified in this agreement, including setup, event duration, and cleanup. Access to other areas of the church or use of equipment not mentioned will require prior approval.

III. Term of Agreement

A. Start Date

The agreement commences on [Date], at 8:00 AM, when the facility will be made available for setup. Early access may be granted upon request and approval.

B. End Date

The agreement ends on [Date], at 11:00 PM, by which time all activities must cease and the facility must be vacated. Extensions beyond this time will incur additional charges.

C. Specific Times and Dates

The facility will be available from 8:00 AM for setup, with the event running from 10:00 AM to 9:00 PM. Cleanup and departure must be completed by 11:00 PM on the same day.

IV. Fees and Payment

A. Rental Fee

The total rental fee for the use of the facility is $[00], covering all agreed-upon areas and services. This fee includes basic utilities but excludes additional services.

B. Payment Schedule

The full payment of $[00] is required upon signing this agreement to secure the booking. Payment can be made via check, credit card, or bank transfer.

C. Deposit Requirements

A refundable security deposit of $[00] is required to cover any potential damages or additional cleaning needs. The deposit will be returned within 14 days after the event, provided no issues are reported.

D. Additional Charges (if any)

Any extra hours beyond the agreed rental time will be charged at a rate of $[00] per hour. Additional charges may also apply for extra equipment or services requested on the day of the event.

V. Responsibilities of the User

A. Maintenance and Clean-Up

The user is responsible for cleaning the facility after the event and ensuring that all waste is properly disposed of.

B. Compliance with Church Policies

The user must adhere to all church policies, including those related to noise levels, decorations, and use of church property.

C. Supervision of Event

The user must provide sufficient supervision during the event to ensure compliance with this agreement and church rules.

D. Restrictions and Prohibited Activities

Smoking, alcohol consumption, and the use of open flames are strictly prohibited on church property.

VI. Responsibilities of the Church

A. Facility Preparation

The church will ensure that the facility is clean and set up as agreed upon before the event starts.

B. Access to Facilities

The church will provide access to all areas specified in this agreement, including any necessary keys or access codes.

C. Provision of Equipment (if applicable)

The church will provide tables and chairs as requested by the user. Additional equipment requests should be made at least two weeks prior to the event.

VII. Insurance and Liability

A. Insurance Requirements

The user is required to obtain and maintain general liability insurance with a minimum coverage of $[00] to cover potential damages or injuries during the event. Proof of insurance must be provided to [Your Company Name] at least two weeks prior to the event date.

B. Liability for Damages

The user will be held financially responsible for any damage to the facility or its equipment that occurs during the event. Costs for repairs or replacements will be deducted from the security deposit or billed separately if the deposit is insufficient.

C. Indemnification Clause

The user agrees to indemnify, defend, and hold harmless [Your Company Name] and its employees, agents, and representatives from any claims, liabilities, or expenses arising from the event. This includes, but is not limited to, any legal fees incurred as a result of damages or accidents related to the event.

VIII. Cancellation Policy

A. Notice Requirements

To cancel the event, the user must provide written notice to [Your Company Name] at least 30 days prior to the scheduled event date. Cancellations made within 30 days of the event are subject to additional fees.

B. Cancellation Fees

If the user cancels the event within 30 days of the scheduled date, a cancellation fee of 50% of the rental fee will apply. This fee is intended to cover administrative costs and potential loss of rental income.

C. Refund Policy

The security deposit will be fully refunded if the cancellation notice is provided more than 30 days before the event. If the cancellation is made less than 30 days before the event, the security deposit will be retained as part of the cancellation fee.

IX. Rules and Regulations

A. Facility Use Guidelines

All facility use must comply with the guidelines provided by [Your Company Name] which will be provided to the user upon signing this agreement.

B. Noise and Conduct Policies

Users must adhere to noise level restrictions and maintain respectful conduct throughout the event.

C. Emergency Procedures

Emergency procedures will be explained to the user upon arrival, including exit routes and contact information for emergency services.

X. Amendments and Termination

A. Amendment Procedure

Any amendments to this agreement must be made in writing and signed by both parties.

B. Termination Clause

Either party may terminate this agreement with written notice if the other party breaches any terms of this agreement.

XI. Dispute Resolution

A. Method of Resolution

Disputes arising from this agreement will be resolved through mediation before seeking any legal remedies.

B. Jurisdiction and Governing Law

This agreement will be governed by the laws of the State of [Your State].

XII. Contact Information

A. Church Representative

• [Your Name]

• [Your Job Title]

• Contact Information: [Your Number], [Your Email]

B. User/Organization Representative

• [Representative's Name]

• [Representative's Job Title]

• Contact Information: [Representative's Number], [Representative's Email]

XIII. Signatures

This section confirms the agreement and acceptance of all terms outlined above. By signing, both parties acknowledge their understanding and commitment to adhere to the stipulations of this agreement.

[Your Name]

[Your Company Name]

[Date]

[Representative's Name]

[Second Party]

[Date]

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