Third Party Building & Facility Use Agreement
As a member of the
Greater Kingwood community, and as stewards of the gifts God has made
available to us, Good Shepherd shares its facilities with educational,
civic, cultural, youth, community, and other non-profit, community-based
organizations (“you”, “your”, or “Group”) when those facilities are not
needed for church ministry or programs.
This Agreement, and
the accompanying Addendum “Facility Use Details”, covers use of the
church’s facilities by such groups. An executed original of this
Agreement and Addendum must be submitted to the church office before an
event will be scheduled, and at least 14 days prior to use. Your
Group’s original copy of this Agreement and Addendum, signed by the
church’s authorized representative, is your confirmation. Any change in
dates or arrangements must be made in writing.
Good Shepherd takes
care when scheduling its facilities to avoid potential conflicts with
church activities. Occasionally, unforeseen events may require a change
to this agreement. While Good Shepherd will reasonably endeavor to
notify the Group of any required scheduling changes or termination of
facility use by the Group, Good Shepherd specifically reserves the right
to terminate this agreement at any time, with or without cause or
notice. Good Shepherd further reserves the right to have the Group
reschedule its planned program or use of Good Shepherd’s facilities or
equipment when Good Shepherd needs the facilities or equipment for Good
Qualifying Organizations and Permitted Activities:
Good Shepherd is a registered non-profit religious organization.
Non-profit community-based organizations, whose purpose and activities
are not in conflict with the purposes of Good Shepherd, may use the
facilities for non-commercial purposes. The sale of tickets for a
performance, or sale of recordings of the performance are permitted,
provided all money is collected by,
and checks are made payable to,
the Group. Sale of other items supporting the
organization, such as clothing or other “spirit wear”, bake sales, other
fundraising activities, etc. are prohibited on church property.
No private or
publicly held business or commercial enterprise may use our facilities
for commercial purposes.
Terms and Conditions:
Depending on the size of the group, and the use requested, Good Shepherd
may furnish facility personnel and Ushers to assist you and help provide
for the care of the facility. However, you will need to provide the
resources for Set-up, Take-down, Clean up, and Supervision as provided
1. Respect for
Facilities and Church Activities. Good Shepherd is a Christian
Church and a community of faith. We expect you, your members and/or
participants, and your attendees to respect our facilities, and to
conduct yourselves in a manner befitting a church. Church activities
and other groups may be using other parts of our facilities and we ask
that you respect their needs as well.
2. Safety of
Children and Youth. Good Shepherd has a safe children policy which
requires that a minimum of two adults supervise all activities involving
children and youth. Groups using our facility agree to provide adequate
supervision of children and youth. By signing this agreement, you
specifically agree that no adult will be alone with any child or
children under the age of 18 at any time. In addition, you agree that
you will provide adequate adult supervision to maintain proper decorum
and keep your group within the areas provided to you. For purposes of
this agreement, you agree to furnish a minimum ratio of one adult per
every 30 youth.
3. Worship Space.
The Nave and Sanctuary (Worship Center) is our place of worship. We are
pleased to make it available to you, but we ask you and the members of
your group show particular respect for this space. This is a Holy space
that is set aside for a secular purpose during your use. It is not
simply another auditorium or concert hall.
playing, climbing on the furniture, disturbing the books and papers in
the pews, and similar behavior is not appropriate in this space.
No furniture or
furnishings may be moved without prior written approval as a part of
this Agreement. The pulpit is not moveable under any circumstances.
Moving the Altar and Baptismal Font may be done only with prior
instruction from a Good Shepherd representative. During the Advent
Season, the display of the Advent Wreath will be appropriately
maintained during your use.
No food or drink of
any kind whatsoever is to be brought into, or consumed in, this space.
1) If you rent a piano for your concert, it must be on a dolly
with rubber wheeled casters at least 3” in diameter to facilitate
movement and avoid damage to the tile floors. 2) Musical instrument
cases, etc must be stored in the Great Hall, Parish Hall, or other
reserved space, not under the pews, or in the aisles. 3) Note the Fire
& Safety Regulations under paragraph 7, below for risers.
Good Shepherd will
distribute a reusable laminated information card to those attending
events in this space. It includes a welcome from the parish, safety
information, the location of restrooms, concert etiquette, and a list of
our worship times.
Set-up. Except as otherwise provided, you are expected to set up
the space to your needs, and return it as you found it following your
5. Tape. If
you will be hanging items on the walls, or taping down cords on the
floors, the following tape is acceptable:
For walls: 3M
Painters Masking Tape (blue color)
For carpet and floors: Pro-Gaff
or similar professional grade gaffer tape.
These tapes are
specifically designed to protect paint and other finishes, and do not
leave adhesive residue on walls and floors, which creates a maintenance
Use of “Scotch” tape,
regular masking tape, strapping or other packaging tape, and duct tape
is specifically prohibited.
6. Alcohol and
Tobacco. Alcoholic beverages may not be served or consumed on
church property. Good Shepherd is a smoke-free facility.
7. Fire & Safety
Regulations. For your safety, all fire regulations must be
observed. Specifically, you may not block, or otherwise impede, any
hallway, entryway, room door, or emergency exit.
To assure access to
the emergency exits located in the corners at end of the communion rail,
a minimum 30” wide aisle must be maintained between the privacy walls in
front of the first row of the Transept pews (side seating areas) and any
risers or chairs placed on the floor in front of the communion rail.
No additional seating
may be added to the Worship Space without prior approval. Reserved
seating areas for those in wheel chairs are provided. Chairs (including
wheelchairs) may not be placed in the aisles. Photographers and/or
videographers may not block the aisles with a tripod. All cords and
cables must be taped down to avoid tripping (see paragraph 5).
Parking in the shopping center across the street is limited to evenings
and weekends at the car owner’s sole risk. No parking is permitted in
front of businesses that are open, such as the convenience store.
Violators will be towed. We recommend you advise your members and
guests of these restrictions.
If the timing of your
event provides the opportunity for use of the shopping center, we
recommend that those arriving early, such as staff, performers,
chaperones, etc. park in the shopping center – utilizing the parking
spaces on the exterior, i.e. those that face
away from the businesses – and save the church
parking lot for your guests.
9. Care of
Furnishings. If furnishings or equipment are damaged, or become
inoperable during your use, you are expected to notify the church.
10. Take Down and
Clean Up. At the end of your use, the space you occupy should be
returned to the way you found it.
- Remove, re-rack, and
return chairs to the appropriate closet in the Great Hall.
- Risers, music
stands, props, instruments, etc are to be removed from the
unless other arrangements are provided for in this
- Check all pews:
Remove papers, programs, etc. from pews and bookracks
Return any pencils to the spaces provided in the pew racks
Straighten all Prayer Books, Hymnals, and Bibles (upright, cover facing
Check thoroughly for items left behind by your members or audience
Assure all kneelers are raised
Reset Chapel (if rearranged for overflow and handicapped seating)
Return all Altar furniture to its proper place. Moving the Altar
requires four adults.
- Straighten the
kneeler cushions at the Altar Rail, if present.
- Remove all paper,
programs, and other trash from the floor.
- Turn out all lights:
Switches are located: near each emergency exit, in the chapel,
by Vestry Door, and on the control panel at the back of the Nave.
The panel is
turned off only with the black on/off button on the upper left corner of
not use the faders (sliders) to turn off the main lights in the church.
Parish Hall and Great Hall:
- Re-rack all tables and chairs. See instructions on
racks for proper storage.
- Pick up trash on floor
- Check for any personal or group items left behind
- Any trash that doesn’t fit in provided receptacles is
to be taken to the dumpster in the SW
corner of the parking lot.
Mission Center Classrooms:
Tables and chairs in classrooms should be reset as you found them.
food trash – plates, cups, cans, containers should be bagged and removed
dumpster in the SW corner of the parking lot.
Disposal. If your capacity for trash exceeds the receptacles in
your area of use, remove the excess trash to the dumpster in the SW
corner of the parking lot.
12. Proof of
Insurance. Not less than five (5) business days prior to your use,
you must furnish proof of liability insurance covering your Group, with
a minimum coverage of $500,000 per occurrence. Fax the Certificate of
Insurance from your carrier to Good Shepherd, Attn: Junior Warden, at
Indemnification. The undersigned Responsible Party, on behalf of
the Group, its officers, members, and invitees recognizes and agrees
that the Episcopal Church Council of the Diocese of Texas (“Church
Corporation”), the Office of the Bishop of the Episcopal Diocese of
Texas, The Episcopal Church of the Good Shepherd of Kingwood, Texas, the
Good Shepherd Episcopal School, and the clergy, bishops, officers,
directors, vestry persons, employees, volunteers, and insurers of any
and all of them (collectively referred to as “Releasees”), shall not be
liable nor responsible for any damage or loss to person or property
arising out of or in any manner related to use of Good Shepherd’s
facilities or equipment by the Group, or in the presence of the Group,
on Good Shepherd’s premises. The undersigned further agrees on behalf
of the Group, its officers, and members, to defend, indemnify, and hold
harmless Releasees from any and all demands, claims, causes of action,
and suits of any nature for any damage or loss to persons or property,
of whatever cause, and even if due to the sole or concurrent negligence
or strict liability of any or all of the Releasees, including payment of
all costs and attorney fees incurred by Releasees, arising out of or in
any manner related to use of Good Shepherd facilities or equipment by
the Group, its officers, members, or invitees; and further agrees
promptly to indemnify and reimburse Good Shepherd on a replacement cost
basis for any loss or damage to Good Shepherd’s facilities or equipment
in any manner caused by the group, its officers, members, or invitees,
and to indemnify and reimburse Releasees for any and all costs and
attorney fees incurred by any of the Releasees related in any manner to
enforcement of the terms of this agreement.
14. Damage and
Security Deposit. Not less than five (5) business days prior to
your use, you must deliver a check in the amount of three hundred
($300.00) dollars, payable to Good Shepherd Episcopal Church. This
check will serve as a damage and security deposit. Following your use,
if there is no damage to the church (over and above normal wear and
tear), and the space you used was properly restored per the terms of
this agreement, the check will be returned to you.
Groups that use the
facility on a regular basis may make a deposit to the church. The
church will provide a receipt for
the funds on deposit, and the deposit will be returned at the end of
your use, assuming no claims have been made.
Acknowledgement and Acceptance:
By signing below, you acknowledge that you have read this agreement,
accept the Terms and Conditions outlined herein, and agree to be the
Responsible Party to assure your members and guests comply with this
constitutes the entire understanding of the parties, and may not be
modified by any oral representations or understandings, but only by
written agreement signed by both parties.
_______ day of __________________, 2_____ by its Authorized
Signature of Responsible Party & Authorized
Title of Responsible Party
Name of Organization
______________________________________ ___________________, TX
Street Address or P.O.
Principal purpose/mission of this organization
The signature below, and on the attached Addendum confirms that your
request has been accepted by Good Shepherd and the space requested has
been reserved for your use.
(Policy Approved by
Vestry on March 8, 2005)