Facilities Use Application-Part 1 – Trinity United Church

Fee Schedule Sept. 2023

Facility Use Application - Part 1

Instructions: Prior to approval of this application, all sections must be completed up to the end of Section 3. Your form will be forwarded to our Board who will assess the application. If your application is approved or denied, you will be notified. If your application is approved, you will be given access to Facility Use Application - Part 2. Part 2 must be completed and conditions met (such as providing 3rd party insurance) before orientation and access to the facility is given.

Section #1 - Applicant Information

Name: (Please provide full legal name of organization or individual applying for facility use)(Required)

Address:(Required)

Contact Person:(Required)

Phone #(Required)

Email:(Required)

Name of person responsible for & in authority during facility use: (if different than above) Please include phone # and email.

Applicant's Organization's Affiliation

Name of Affiliated Organization:

Type of Event/Meeting:(Required)

Name of Event/Meeting:(Required)

Purpose & Description of the Event/Meeting:(Required)

Participants Demographics:(Required)

Organization Members

General Public

Invited Guests

Other

Number of Seniors:

Number of Adults:

Number of Event leaders:

Number of Children:

Number of Youth:

Number of Infants:

Number of Persons Requiring Mobility Assistance:

Adult to Infant/Child Youth ratio: (eg. 1 adult to 5 infants/children/youth)

Method of Financing "Use of Space" Fees and Services:(Required)

Trinity Ministry Team Support (if applicable):

How does this activity or event support the work of the identified Trinity Team identified above? (if applicable)

Section #2 - Facility, Equipment & Services Requirements

Requested Period of Use:(Required)

If a one time event(s), please indicate date(s):

For all other events, please indicate day(s) of the week:

Time of day (including set up and clean up as well as the actual start and finish times of the event):(Required)

For monthly ongoing events, please indicate which day of the month (eg. 2nd Tuesday, 3rd Friday, etc.)

Facility requested:(Required)

Please see fee schedule at top and/or bottom of application for capacity limits.

Furniture and Equipment Requested

Tables #

Chairs #

Table Settings # (includes plates, cutlery, glasses, cups, etc.)

Other

Please note that if you need to use the sound system or projection system, an operator will be provided by the Church who is familiar with our systems. Costs for these services are on the fee schedule in Section 3.

Catering/Food Services (Provided by United Church Women)

If catering by the United Church Women (UCW) is desired, the applicable costs for the kitchen and Fellowship Hall will be part of the catering costs. At the time of application your rquest for catering will be forwarded to the UCW, and you will be contacted. In order to assist the UCW in making a decision, please provide the following information.

Meal Time/Snack

To serve #

Property / Custodial

(for larger events such as weddings, funerals or dinners)

Setup

Yes

Clean-up

Yes

Elevator

Do you need a lift operator?

Yes

Security

Do you need someone to do security for your event(s)?

Yes

Section #3 - Fees and Insurance

Location(Required)

Please indicate below the location you wish to rent.

Category(Required)

Please indicate below the category you are applying for based on the category descriptions. Category 1 - Not-for-profit organizations, Charitable organizations / outreach (AA, Big Brothers & Sisters, etc.) Note: In some cases a donation will be acceptable and will be discussed upon receipt of the application. Category 2 – Commercial or profit-making uses, and general public use (clubs, classes, receptions (such as birthdays and other celebrations), businesses, polling stations, etc.) Category 3 – Church sponsored events – There is no fee associated with church sponsored events such as UCW, Church fundraisers, meetings and programs, etc.) Please contact the Church office at 613-283-4444, if you are unsure if your event falls within Category 3. Choose "donation, if you are not-for-profit or Charitable, and you would like to be considered for "pay by donation". Indicate your reason in "Comments related to Fee Schedule".

Block of time(Required)

Please indicate below the block of time you wish to reserve.

Comments related to Fee Schedule(Required)

Please indicate below your reason for requesting a particular category and associated fee (Please see fee schedule at bottom or top of application). Also note any other equipment or services you would like to include along with associated fees.

Third Party Liability Insurance Requirements(Required)

I agree to provide a certificate of insurance naming Trinity United Church, Smiths Falls as an additional insured, not later than 14 days prior to the start of the event.

Please note: Do not start the process of obtaining third party insurance, until after you have received notification that your application has been approved.

Consent(Required)

Applicant has read, understood and upon approval of this application, will abide by all requirements as listed in the Facility Use Application and the attached agreement.

To view agreement, please click on link at bottom of application.

Fee Schedule Sept. 2023

Facility Use Agreement – Terms and Conditions