Facility Use Request

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Person Submitting Request

Please complete this form in its entirety to request use of our facilities.

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Are you the primary contact person for this event request? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Contact Person

Name {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Are you a member of Winter Park Baptist Church? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Is there a member of Winter Park Baptist Church who is a part of your group? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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If yes, this person will be assigned as the Event Host (see Terms for Facility Use on page 2).

Winter Park Member Name {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Event Details

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Room(s) Requested

Please indicate ALL of the rooms that will be needed for your event.

***COVID Update to Facilty Use***

Room availability and occupancy are currently limited to ensure safety and proper disinfecting procedures. Rooms available for meeting space include:

  • Room 223/225 (Max occupancy of 11)
  • Room 217/219 (Max occupancy of 12)
  • Room 220 (Max occupancy of 12)
  • Allen Hall (Max occupancy of 30)

The available rooms are subject to change based on health guidance from medical professionals. If you are requesting to use the facilty on a date many months in advance, please submit your request as desired, though with the understanding that available spaces are subject to change.

Additionally, cooking and/or food prep is not currently allowed on the premises. Any meals must be pre-packaged in advance of arriving at Winter Park Baptist Church.

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Event Needs

Please note ALL items that your event will need. Extra fees may be assesed for use of equipment and/or personnel. See Fee Chart on next page.

Will tables and chairs be needed for your event? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Will audio/visual equipment be needed for your event? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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***AV Equipment is only available in the Community Center, Sanctuary, and Allen Hall. AV Equipment in the Community Center and Sanctuary may only be operated by a designated Winter Park AV Technician.

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For example, do you have an audio track that needs to be played? Do you need microphones? Will you have guitars? Please be as specific as possible.

Will the kitchen in Allen Hall be needed for your event? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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***Due to COVID, cooking and/or food prep is not currently allowed on the premises. Any meals must be pre-packaged in advance of arriving at Winter Park.***

Will the kitchen in Community Center be needed for your event? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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***Due to COVID, cooking and/or food prep is not currently allowed on the premises. Any meals must be pre-packaged in advance of arriving at Winter Park.***

Will basketball goals be needed for your event? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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***Due to COVID, close contact recreational activities are currently not permitted on site at Winter Park.***

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Please note any other information here that may be useful as we consider your request.

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Terms for Facility Use

Please review the following rules, guidelines, & fee chart.

COVID Update to Facility Use:

Room availability and occupancy are currently limited to ensure safety and proper disinfecting procedures. Rooms available for meeting space include:

  • Room 223/225 (Max occupancy of 11)
  • Room 217/219 (Max occupancy of 12)
  • Room 220 (Max occupancy of 12)
  • Allen Hall (Max occupancy of 30, plus 4 per side room)

Safety and Disinfecting Guidelines:

  • Please have group enter through the assigned door
  • Anyone exposed to someone with COVID-19 in the last 14 days or demonstrating symptoms of COVID-19 is asked to remain home (ie. fever, coughing, sore throat, shortness of breath)
  • Masks and/or Face Shields are REQUIRED inside at all times
  • Please ask group to use designated restrooms
  • The preschool area is off-limits to all guests
  • The person making the reservation is responsible for ensuring that the room has been disinfected via approved disinfecting wipes which will be in the assigned room. These wipes are to be used on: door knobs, light switches, flat surfaces (tables, bookshelves, etc), chairs, and any other used surfaces

-----------

Scheduling & Event Host:

Use of Winter Park Baptist Church (Winter Park) facilities shall always be scheduled with the Administrative Assistant via our online request service. After all appropriate forms have been submitted & received, the request will be considered for approval by Winter Park Staff.

When an event is held outside regular Winter Park office hours, an event host will be designated for the event. The event host will be responsible for picking up a facility key fob from the Administrative Assistant the day prior to the event during Winter Park office hours and returning the key fob to the Administrative Assistant the day after the event concludes. The event host will also be responsible for unlocking/locking the facilities and turning on/off lights at the beginning and conclusion of the event.

Rules for All Events:

In addition to the below rules, Winter Park reserves the right to add additional rules/guidelines on a case by case basis.

  • Responsible adult supervision must be with groups at all times when Winter Park facilities are in use.
  • Children must be supervised at all times by at least two adults. Children's classrooms may only be used with the permission of the Associate Pastor for Children and Families and should be requested at the time of the initial event request. If such permission is granted, the group will adhere to the proper adult to child ratio provided by the Associate Pastor for Children and Families. At the conclusion of the event, children's classrooms must be cleaned according to instructions provided upon request approval.
  • Smoking and non-prescription drugs are prohibited inside Winter Park facilities.
  • Alcoholic beverages are not permitted on Winter Park premises.
  • No balloons or smoke machines are allowed in the Community Center.
  • Trash should be taken outside when the event concludes by those using the facilities.
  • If the kitchen is used during the event, it should be cleaned by those using the facilities before they leave the premises.
  • Any furniture or equipment used should be returned to it's original state/location at the conclusion of the event by those using the facilities.
  • Basketball goals must be set up by the church custodian or a qualified church member designated by the Associate Pastor of Youth and Recreation.
  • The Stage in the Community Center should not be used for any purposes unless permission has been expressly granted by the Associate Pastor of Worship and Music.
  • ONLY the space requested should be used by the group. Adjacent rooms, facilities, materials, etc, should not be disturbed.

Guidelines for Recurring Facility Rentals:

  • The group should fill out the request form as for a one-time event and note in the "Other Notes" section that they wish to schedule recurring usage of the facility. The Administrative Assistant will then contact the primary event contact for more information.
  • Space will be permitted for recurring rentals according to the schedule of Winter Park events. Any Winter Park function will take priority over the rental agreement. If a conflict arises, the Administrative Assistant will assist in finding another part of the Winter Park facilities for use by the group when possible.
  • Fees for recurring rentals will be assessed according to the fee chart. Ongoing payment will be arranged by the Administrator and Finance Manager.
  • If storage space is needed for a recurring rental, please contact the Administrative Assistant for potential options. If available, additional fees may be assessed for storage space according to the fee chart.
  • Recurring rentals will be under the supervision of the Administrator and Finance Manager, and recurring rental contracts must be renewed annually.
  • All aforementioned rules must also be followed for recurring rentals.

Reservation and Service Fees:

The current fee structure is undergoing updates and will be available soon.

Violation of Guidelines:

All who use Winter Park Facilities must abide by the above guidelines. Failure to abide by said guidelines may result in the cancellation and/or denial of future facility requests.

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Facility Use Request

Facility Use Request

Person Submitting Request

Name {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Phone {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Are you the primary contact person for this event request? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Contact Person

Name {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Email {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Phone {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Are you a member of Winter Park Baptist Church? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Is there a member of Winter Park Baptist Church who is a part of your group? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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If yes, this person will be assigned as the Event Host (see Terms for Facility Use on page 2).

Winter Park Member Name {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Email {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Phone {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Event Details

What is the name of your group/event? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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How many people will be participating in your event? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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What is the date of your event? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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What time will SET-UP begin for the event? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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What time will the event begin? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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What time will the event end? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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What time will TEAR-DOWN/CLEAN-UP be finished after the event? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Room(s) Requested

What room are you requesting? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Additional Room #1 {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Event Needs

Will tables and chairs be needed for your event? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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How many round tables (seats 7) will you need? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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How many rectangular tables (seats 8) will you need? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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How many chairs will you need? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Will audio/visual equipment be needed for your event? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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What are your specific audio/visual needs? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Will the kitchen in Allen Hall be needed for your event? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Will the kitchen in Community Center be needed for your event? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Will basketball goals be needed for your event? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Other Notes: {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Terms for Facility Use

COVID Update to Facility Use:

Room availability and occupancy are currently limited to ensure safety and proper disinfecting procedures. Rooms available for meeting space include:

  • Room 223/225 (Max occupancy of 11)
  • Room 217/219 (Max occupancy of 12)
  • Room 220 (Max occupancy of 12)
  • Allen Hall (Max occupancy of 30, plus 4 per side room)

Safety and Disinfecting Guidelines:

  • Please have group enter through the assigned door
  • Anyone exposed to someone with COVID-19 in the last 14 days or demonstrating symptoms of COVID-19 is asked to remain home (ie. fever, coughing, sore throat, shortness of breath)
  • Masks and/or Face Shields are REQUIRED inside at all times
  • Please ask group to use designated restrooms
  • The preschool area is off-limits to all guests
  • The person making the reservation is responsible for ensuring that the room has been disinfected via approved disinfecting wipes which will be in the assigned room. These wipes are to be used on: door knobs, light switches, flat surfaces (tables, bookshelves, etc), chairs, and any other used surfaces

-----------

Scheduling & Event Host:

Use of Winter Park Baptist Church (Winter Park) facilities shall always be scheduled with the Administrative Assistant via our online request service. After all appropriate forms have been submitted & received, the request will be considered for approval by Winter Park Staff.

When an event is held outside regular Winter Park office hours, an event host will be designated for the event. The event host will be responsible for picking up a facility key fob from the Administrative Assistant the day prior to the event during Winter Park office hours and returning the key fob to the Administrative Assistant the day after the event concludes. The event host will also be responsible for unlocking/locking the facilities and turning on/off lights at the beginning and conclusion of the event.

Rules for All Events:

In addition to the below rules, Winter Park reserves the right to add additional rules/guidelines on a case by case basis.

  • Responsible adult supervision must be with groups at all times when Winter Park facilities are in use.
  • Children must be supervised at all times by at least two adults. Children's classrooms may only be used with the permission of the Associate Pastor for Children and Families and should be requested at the time of the initial event request. If such permission is granted, the group will adhere to the proper adult to child ratio provided by the Associate Pastor for Children and Families. At the conclusion of the event, children's classrooms must be cleaned according to instructions provided upon request approval.
  • Smoking and non-prescription drugs are prohibited inside Winter Park facilities.
  • Alcoholic beverages are not permitted on Winter Park premises.
  • No balloons or smoke machines are allowed in the Community Center.
  • Trash should be taken outside when the event concludes by those using the facilities.
  • If the kitchen is used during the event, it should be cleaned by those using the facilities before they leave the premises.
  • Any furniture or equipment used should be returned to it's original state/location at the conclusion of the event by those using the facilities.
  • Basketball goals must be set up by the church custodian or a qualified church member designated by the Associate Pastor of Youth and Recreation.
  • The Stage in the Community Center should not be used for any purposes unless permission has been expressly granted by the Associate Pastor of Worship and Music.
  • ONLY the space requested should be used by the group. Adjacent rooms, facilities, materials, etc, should not be disturbed.

Guidelines for Recurring Facility Rentals:

  • The group should fill out the request form as for a one-time event and note in the "Other Notes" section that they wish to schedule recurring usage of the facility. The Administrative Assistant will then contact the primary event contact for more information.
  • Space will be permitted for recurring rentals according to the schedule of Winter Park events. Any Winter Park function will take priority over the rental agreement. If a conflict arises, the Administrative Assistant will assist in finding another part of the Winter Park facilities for use by the group when possible.
  • Fees for recurring rentals will be assessed according to the fee chart. Ongoing payment will be arranged by the Administrator and Finance Manager.
  • If storage space is needed for a recurring rental, please contact the Administrative Assistant for potential options. If available, additional fees may be assessed for storage space according to the fee chart.
  • Recurring rentals will be under the supervision of the Administrator and Finance Manager, and recurring rental contracts must be renewed annually.
  • All aforementioned rules must also be followed for recurring rentals.

Reservation and Service Fees:

The current fee structure is undergoing updates and will be available soon.

Violation of Guidelines:

All who use Winter Park Facilities must abide by the above guidelines. Failure to abide by said guidelines may result in the cancellation and/or denial of future facility requests.

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