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Facility Procedures and Reservation

Facility Procedures and Reservation

Reservation Request:

Reservation requests can only be made by completing the space reservation request form by using this link REQUEST FORM & RESERVATION or by visiting the church Information desk in person.

  • All space reservation requests must be submitted 21 business days prior to the scheduled event and requests cannot be made more than 6 months in advance. All space reservation requests submitted before and after this time period will not be accepted.
  • Space reservation requests will be approved or denied via email by the board assignee or senior pastor within 7 business days (72 hours) of submission.
  • After the space reservation request has been approved, the name/organization must communicate all specific setup and outdoor lighting needs with the Church Facility Chief 7 business days prior to the event.
  • Any specific setup and outdoor lighting needs conveyed after this time period may not be accommodated. Grace Christian Worship Centre reserves the right to decline facility usage for any name/organization submitting a space reservation request.

Rental Fee and Payment:

  • Grace Christian Worship Centre provides space for any name/organization affiliated and non-affiliated with ministries. Your confirmation email also serves as your invoice. 
  • All approved space reservations will be associated with a rental fee indicated in writing with your email confirmation. 
  • It is the responsibility of the name/organization listed on the request form to pay all rental fees in full on the day of the event.
  • Rental fees can be paid with cash to our finance team on the day of the event or, check at the website for our church account.
  • In the event of inclement weather, Grace Christian Worship Centre may charge the name/organization for the amount of time used. The name/organization will have the opportunity to reschedule the event at a later date and time.

Deposit Fee:

  • All space reservations are subject to a 25% deposit fee if it is deemed necessary by the Facility chief. 
  • This deposit fee will be provided in writing with your email confirmation. The deposit fee must be paid by the date indicated or the name/organization will forfeit their space reservation. 
  • The deposit fee will be applied to the total cost of the space reservation.

Cancellation Fee:

  • All space reservation requests must be cancelled 14 business days before the scheduled event. 
  • Any cancellations after this time period are subject to a 25% penalty of the total space reservation rental fee.

Extra Staffing Fee:

  • If the space reservation require access to the church staffing people, the Facility chief will determine if extra staffing will be arranged. 
  • If extra staffing will be needed the name/organization will be responsible for the staffing fee and this will be indicated in writing in your email confirmation.
  • Extra staffing may include music team, ushering services or lifeguards.

Setup Fee:

Grace Christian Worship Centre offers access to full church (non - equipment)

Listed below is the standard setup for the church in the facility.

  • 300 Chairs
  • 4 tables
  • Male and Female toilets
  • Water Supply
  • Generator
  • Pulpit
  • Electricity Supply
  • Parking

Any space reservation requesting a setup other than the one listed on the confirmation or any event occurring outside of church operating hours is subject to a facility setup fee.

NB! The number of tables and chairs represent the maximum number of occupants allowed in a specific space according to fire code and safety regulations.

Cleaning Fee:

  • Immediately following the space reservation, the Grace Christian Worship Centre asks that the area is returned to its original arrangement by the name/organization listed on the space reservation. 
  • We also ask that any trash, litter, food, banners, decorations, etc. are placed in a receptacle and any personal belongings removed from the area. Failure to adhere to these policies is subject to a minimum R390 per hour cleaning fee.

Damage Fee:

  • It is the responsibility of the name/organization listed on the reservation request form to pay for all damages associated with the space reservation. 
  • Grace Christian Worship Centre prohibits the use of tacks, pushpins, nails, tape, and any other mounting device altering the appearance of the interior of the facility. 
  • It is also prohibited to hang any device from the doorways or ceiling tiles in the facilities and toilet spaces.

Audio/Visual Equipment:

The Grace Christian Worship Centre does not have on-site technical support for the audio/visual equipment. The church requests the name/organization to make alternate arrangements in the event of technical difficulties.

Food for Event/Catering:

  • We allow events to be catered by any third party organisation or company. 
  • It is the sole responsibility of the name/organization to provide these arrangements. 
  • You can bring your own food and drink. 
  • Food allowed inside the main facility at the tables, around the premises with the umbrellas. 
  • We do not allow any food or drink on the stage/pulpit area. 
  • All drinks in those areas must be in kick proof container with a lid.

Alcohol/Tobacco/Glass Containers:

  • Alcohol, tobacco, and glass beverages are PROHIBITED in and around Grace Christian Worship Centre and church property and toilets. 
  • It is the responsibility of the name/organization to have all patrons involved with a specific space reservation to abide by these policies.

Music:

  • All amplified music including but not limited to public address systems, boom boxes, bands, and disc jockeys must be kept at low levels inside and outdoors. 
  • We must be respectful of other patrons in the building, as well as, the residents and neighbourhoods surround the Grace Christian Worship Centre.

Personal Belongings:

Grace Christian Worship Centre will not be responsible for injuries, lost or stolen items while using the facility. Please take care to secure any valuables. We ask all guest and reservation participating to be vigilant all time.

It is the responsibility of the name/organization to actively enforce the policies listed below:

  • Electricity may prohibit activities being performed in a safe manner. Groups are strongly encouraged to make alternate site arrangements in case of electricity and Water outage.
  • Grace Christian Worship Centre has the authority to cancel use of the any power generator & Water pump.
  • A fee will be charged for any damage to the generator or water supply caused by use during the event.
  • Any damages or loss to the facility or its surroundings will be billed to your account.
  • This includes, but is not limited to the toilets, stage, fence, gates, padlocks, water system.
  • GCWC does not discriminate because of race, color, sex, national origin, marital status, age or disability. However, the church reserves the right to refuse the use of the facility.

 

Policy