Room Reservation Request

1. Facility is left clean and orderly.  Any tables and chairs rearranged by the group are put back in the original room arrangement.
2. Making sure that smoking or alcoholic beverages are not allowed on the premises.
3. Repairing or replacing any damage to the facility or equipment.

1. There is a $50.00 refundable security deposit for events and a $250.00 damage deposit for any overnight groups.  This deposit is required in advance and will be refunded within one week pending a full assessment of facilities used.
2. Additional janitor fees will be charged after normal work hours at $20.00 per hour.  A janitor must be on duty to close and lock the facility unless prior arrangements have been made with the church Director of Facilities.
3. Normal Gate Hours:                             Open at 7:00 AM Daily
   1. Monday Through Friday               Close at 10:00 PM
   2. Saturday                                      Close at 6:00 PM
   3. Sunday                                        Close at 9:00 PM
4. The one time cost of kitchen includes use of all kitchen equipment but not food stuffs or paper products (cups, plastic flatware, paper plates, napkins, etc.)
5. There is a fee of $2.00 per person per night for youth groups/mission teams spending the night at Coker.  This fee will not exceed $100.00/night for church-related activities.
6. Security officer fee is $30.00 per hour, minimum of 3 hours.  When required, applicant will be responsible for arranging the security and the security officer will remain on duty until all guests have departed and the building is secured.
7. Multi-media Operator fee is $25.00 per hour, minimum of two (2) hours.
8. Once your reservation request has been processed and fees (if applicable) are assessed, you will be emailed a confirmation and an invoice.

1. Purpose
   The purpose of this policy is to outline the requirements, procedures and fees (where applicable) for using church-owned facilities and grounds for appropriate church-related,  private and community activities.  For-profit activities will be considered on a case by case basis.
    
2. Responsibility
   The Board of Trustees is responsible for adoption of this policy and designates the church Director of Facilities as being responsible for enforcement and day-to-day compliance with this policy.
    
3. Scope
      This policy pertains to the Coker UMC campus, including the sanctuary, educational buildings and classrooms, Coker Chapel, gym, Scout Lodge, adjacent grounds, and parking areas.
      This policy applies to Coker UMC members, staff and authorized users of Coker’s campus.
      It does not pertain to Coker Park, Coker Early Learning Center, or to weddings and receptions which are covered by separate policies and fees, respectively.
    
4. Use of Facilities
   The use of the church facilities and grounds is restricted to the following activities:
   1. Church Activities (No Fee), with the exception of Church Ministry/member fundraising activities.
      1. Christian Worship and related education activities.
      2. Charge Conference-established decision-making bodies and established committees of the church, i.e., Church Council, Board of Trustees and various committees and activities/events.
      3. Activities organized or programmed by various committees or departments, i.e., mission trips, athletic activities, choir/drama events, craft fairs, interfaith group events.
      4. Scouting activities for Troop 285
      5. Activities of the San Antonio Church Athletic Association.
   2. Church member Activities (No Fees)
         Activities that are majority member-organized and attended such as birthdays, anniversaries, recognition, celebratory gatherings.
   3. Church Ministry/member Fundraising activities (Reduced Fees).  Fee is 50% of normally charged rate.
   4. Community/Commercial Activities (Applicable Fee)
          Activities not primarily for members use that benefit the community of which Coker is a part.  These can include, but are not limited to: community service organizations, recreation, sporting and fellowship activities (not part of SACAA), election polling precincts, neighborhood associations, school activities and recitals, concerts, town hall forums, and scouting activities other than Troop 285.
       
5. Applicant’s Requirements
      In order to use any portion of the campus, all applicants must complete a Reservation Request Form (and a Release of Liability Form where applicable) for approval, and meet the following requirements:
   1. Reservations must be made through the church Director of Facilities or authorized staff member.
   2. Reservations are accepted on a first-come, first-serve basis with priority being given to Coker UMC programs, organizations, and members.  Unforeseen scheduling conflicts will result in room reassignments.  The church Director of Facilities is the final authority on scheduling issues.
   3. The activity must be appropriate to a church environment.
   4. Applicants must be at least 21 years of age or provide an adult co-signer.
   5. The user must comply with all fire and safety regulations, and the policies and procedures of Coker UMC including the two (2) adult rule.
       
6. Fee, Deposits, and Related Costs
      There are typically no fees for (A) Church Activities and (B) Church Member Activities.
   
       Fee, deposits, and related costs for (D) Community/Commercial activities are shown on the attached Fee Schedule and will be updated annually by the church Director of Facilities in consult with the Board of Trustees.
   
       Reducing or waiving fees will not be entertained since doing so places our Coker membership in the position of funding facility expenses for NON-members.  However, extenuating circumstances can exist.  In these instances a written request to the Director of Facilities must be submitted prior to the event.  A request received after an event will not be considered.
   
       Community activities/groups using the facility on a continuing basis must re-submit their request annually.  Fees not paid within 10 days of the due date are subject to a $25 late payment fee.  Any check returned for non-payment, for whatever reason, will be subject to an additional $25 handling fee.
   
       Deposits:  Will consist of a refundable security fee of $50 for events and $250 for groups staying overnight.  Deposits are to be paid in advance.
    
7. Maintenance
       If the Applicant moves furniture or rearranges a room, Applicant will be responsible for returning the room to its previous set up.  NOTE: No food or drink shall be allowed in the sleeping areas or the sanctuary or chapel, with exception of the quiet room and the choir room.
    
8. Security
       The use of a uniformed, commissioned law enforcement officer of the State of Texas will be required by the church Director of Facilities at the expense of the Applicant for events such as dances, private parties, or other events with large attendance.  When required, the security officer will remain on duty until all guests have departed and the building is secure.
   
       The church Director of Facilities or authorized staff member will be present at all functions/events, absent other arrangements, and see that:
   1. Rooms used are cleaned and returned to original set-up.
   2. Equipment used is returned to the room from which it was obtained.
   3. Lights, heating, and air conditioning are turned off or adjusted.
   4. All doors and windows are secured, and property gates are locked.
       
9. Tobacco Products, Alcohol or Controlled Substances
       The use of any tobacco products, alcoholic beverages, or controlled substances in any church-owned facility or on church owned grounds is strictly prohibited.
    
10. Weapons and Concealed Handguns
        Carrying weapons and/or concealed handguns in any church-owned facility or on church-owned grounds is strictly prohibited.
     
11. Insurance
        The Applicant will be required to sign a release fully absolving Coker UMC and its employees and agents for any damages, losses or injuries that may occur during an Applicant’s use of this facility.  In some cases, proof of additional insurance coverage and a hold harmless agreement may be required.
    
        Following an emergency, immediate notification will be provided to the church Director of Facilities.  Written notification must be submitted to the church within 48 hours following any emergency.
     
12. Damage from Misuse and/or Neglect
        The church Director of Facilities shall be the sole judge as to whether damage has occurred from Applicant’s use of any facility.  If misuse and/or neglect have occurred, the deposit will be forfeit and the Applicant will be billed for the excessive clean-up and/or repair costs.
     
13. Right of Refusal
        Coker UMC, its Director of Facilities, or staff reserves the right to refuse the use of the facilities to any person, organization, or others and to evict any person for misconduct or other reasons in the best interest of the church.
     
14. Decorations
        No decorations of any kind may be attached, tied, glued, or stapled to any wall, ceiling, door, or door frame of church facilities without the prior consent of the church Director of Facilities.
     
15. Hours of usage
        Facilities will not be occupied by the Applicant earlier than stated on the Reservation Request Form and will be vacated on the date and at the stated termination time.  An additional charge will be billed for early arrival or late departure, in accordance with the attached schedule.
        
        When the facilities are used by youth groups for “sleepovers,” groups will not be permitted to leave church facilities between the hours of 12 midnight and 5:00 am.

• Forms
• Room Reservation Request
• Submit a Prayer Request
• Meeting Minutes