POLICIES
FOR COMMUNITY USE OF FACILITIES
CONTRACTS
Application for use of St. Philip’s facilities shall be made in writing
on forms furnished by St. Philip’s In The Hills (SPITH). A LESSEE, by entering into a contract, shall
thereby waive any claim against and shall indemnify, save and hold harmless
SPITH and its agents and employees against claims of any and all persons for
injury to persons or damage to property arising out of LESSEE’s use of
facilities.
An application for a contract must be initiated at least one (1) week,
but not more than one (1) year prior to the date(s) requested. No contract will be acted upon for a
succeeding business year (September through August) until after the parish
calendar is set on July 1. SPITH
reserves the right to deny any application for use of its facilities.
INSURANCE
SPITH will require a certificate of insurance from the individuals or
organization requesting use of parish facilities showing that the individual or
organization has in force $1,000,000 of public liability and property damage
insurance. This policy must name SPITH
as an additional insured and must cover any and all use of parish property by
or under the sponsorship or control of the individual or organization.
Responsibility for obtaining such insurance coverage rests solely with
the individual or organization requesting use of SPITH facilities. LESSEE shall report to the Parish
Administrator any losses or damage to the parish property. LESSEE shall pay for any and all losses or
damage to parish property arising out of LESSEE’s use of the facilities.
USE OF BUILDINGS
AND GROUNDS
SPITH desires to make its facilities reasonably available for community
use. Parish functions, however, shall
have priority over community use. When a
community user has received approval to use parish facilities, SPITH will make
reasonable effort not to interfere with that use. Nevertheless, there are occasions when parish
events must supersede approved outside use.
SPITH will make a reasonable effort to relocate the LESSEE’s event to an
alternate location on the St. Philip’s campus, or will refund the rental fee
paid, if any. The Rector (or designee in
case of absence) is the final decision-maker on the question of the parish’s
superseding use, and by signing the contract, the LESSEE agrees that the
Rector’s decision is final and that refund of the rental fee is the only
recompense available to the LESSEE.
No decorations or other materials shall be attached to the interior or
exterior of the building unless approved in advance by the Parish
Administrator. Use of masking tape, tacks or nails is prohibited.
No signs or other advertising shall be displayed unless approved in
advance by the Parish Administrator.
SPITH will not be responsible for advertising any contracted use of
parish facilities.
Open flames (candles, lanterns, use of fireplaces, etc.) are prohibited
in all facilities.
Tobacco is prohibited in all indoor facilities. Reasonable courtesy is requested governing
use of tobacco products outdoors.
Profane language, possession or use of intoxicating beverages,
possession or use of any illegal drugs, boisterous conduct, any forms of
gambling and possession or use of any weapon shall not be permitted on parish
property.
Children must be supervised by a responsible adult at all times. Children and youth activities must be
overseen by supervisors trained in accordance with the Diocese of Arizona’s
Safeguarding God’s Children program or its equivalent.
The LESSEE will provide, at the LESSEE’s expense, proper police
protection where necessary.
LESSEE will leave chairs, tables, and other equipment in the same
position in which they were found.
SPITH’s musical instruments may not be used unless approved in advance
by the Director of Music. SPITH is not responsible
for tuning keyboard instruments (e.g., pianos) for any contracted event. In the event that the LESSEE wishes to have
an instrument tuned specifically for their event, LESSEE is responsible for
contracting such service with the parish’s technician, and for any associated
costs.
Sextons must not be asked to set up equipment or to provide
additional equipment not indicated on the Facility Use Agreement.
Food and beverage is not allowed in any indoor facilities, unless
approved in advance by the Parish Administrator. Water, coffee or soft drinks in a resealable
container, are permitted in all areas.
Caterers must contact the Parish Administrator at least two business
days prior to an event, so that they may be apprised of rules governing their conduct
while using SPITH’s facilities.
Failure to comply
with the facility use rules may result in cancellation of the contract.
WEDDINGS,
RECEPTIONS, BANQUETS, ETC.
Weddings at SPITH are not governed by these Policies for Community Use
of Facilities. To schedule a wedding,
renewal of vows, or quinceañera at SPITH, please contact the Wedding
Coordinator at 299-6421, ext. 21.
SPITH is not equipped to host banquets, weddings receptions, anniversary
parties, birthday parties or similar activities, and therefore does not rent
facilities for these events.
HOURS OF
OPERATION
St. Philip’s facilities are generally available for rent during the
following hours:
Monday–Friday 8:30am–9:00pm
Saturday 9:00am–3:00pm
Sunday not
available
USER GROUPS
CLASS I: PARISH
AFFILIATED GROUPS
Groups affiliated with the parish are those generally considered to be
directly associated with, or which have entered into a special relationship
with, SPITH. Class I affiliations are
subject to annual review at the September meeting of the St. Philip’s Vestry.
New affiliations may only be formed by petition to the Vestry at the
time of the annual review period. New
Class I rental designation will be limited to those organizations whose
activities promote the mission of SPITH, and whose membership is at least 50%
parishioners of SPITH.
CLASS II:
NON-PROFIT GROUPS
This category of users is comprised of officially recognized 501(c)(3)
non-profit organizations, homeowners associations, and civic or social clubs
whose purpose is consistent with the mission of SPITH. Proof of non-profit status must be supplied
by the LESSEE upon request.
CLASS III: OTHER
This category is any individual who, or organization which, does not
meet the requirements of categories I or II. Although SPITH does not
discriminate against any person or organization, the final determination of
whether to rent to any group or individual will be made by the Rector or Parish
Administrator, in their sole discretion and that decision shall be final.
PAYMENTS
A deposit of $25.00 or 25% of the total rental fees (whichever is
greater) must be paid upon approval of the application, before the reservation
will be added to the calendar. This
deposit is non-refundable.
The balance of all charges is due two (2) weeks prior to the date(s)
requested.
Late cancellations may be made up to two (2) business days prior to the
date of the event. If such notice is not
given, the permit holder shall be responsible for all charges.
SCHEDULE OF FEES
Standard
Rental Fees (maximum four-hour occupancy) Fees for Additional Occupancy (per
hour)
|
ROOM
|
CLASS I
|
CLASS II
|
CLASS III
|
|
ROOM
|
CLASS I
|
CLASS II
|
CLASS III
|
|
Church
|
0
|
$325
|
$500
|
|
Church
|
0
|
$50
|
$75
|
|
Chapel of
the Nativity
|
0
|
$125
|
$200
|
|
Chapel of
the Nativity
|
0
|
$20
|
$30
|
|
Full
Murphey Gallery
|
0
|
$225
|
$350
|
|
Full
Murphey Gallery
|
0
|
$40
|
$60
|
|
East Gallery
|
0
|
$150
|
$200
|
|
East Gallery
|
0
|
$25
|
$40
|
|
West Gallery
|
0
|
$125
|
$200
|
|
West Gallery
|
0
|
$20
|
$40
|
|
Recital
Hall
|
0
|
$225
|
$350
|
|
Recital
Hall
|
0
|
$35
|
$50
|
|
Children's
Chapel
|
0
|
$125
|
$200
|
|
Children's
Chapel
|
0
|
$20
|
$30
|
|
La Paz
|
0
|
$70
|
$95
|
|
La Paz
|
0
|
$15
|
$25
|
|
Mesquite
|
0
|
$70
|
$95
|
|
Mesquite
|
0
|
$15
|
$25
|
|
Palo
Verde
|
0
|
$70
|
$95
|
|
Palo
Verde
|
0
|
$15
|
$25
|
|
Room 9
|
0
|
$60
|
$80
|
|
Room 9
|
0
|
$10
|
$20
|
|
Room 10
|
0
|
$60
|
$80
|
|
Room 10
|
0
|
$10
|
$20
|
|
Bride's
Room
|
0
|
$50
|
$75
|
|
Bride's
Room
|
0
|
$10
|
$20
|
|
Ferguson
Room
|
0
|
$50
|
$75
|
|
Ferguson
Room
|
0
|
$10
|
$20
|
|
Salvia
|
0
|
$50
|
$75
|
|
Salvia
|
0
|
$10
|
$20
|
|
Children's
Courtyard
|
0
|
$75
|
$100
|
|
Children's
Courtyard
|
0
|
$15
|
$25
|
|
Perry
Garden
|
0
|
$100
|
$150
|
|
Perry
Garden
|
0
|
$20
|
$35
|
|
Plaza
|
0
|
$300
|
$500
|
|
Plaza
|
0
|
$40
|
$50
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|