Unitarian Universalists of Gettysburg

136 South Stratton St, Gettysburg PA 17325

It is the policy of the Unitarian Universalists of Gettysburg that its facilities be available for meetings and programs that are compatible with the ministry and purpose of the Congregation as expressed in the Seven Unitarian/Universalist Principles.  This policy will also ensure that use of the building does not unduly interfere with the regular programs of the Congregation, its committees and members and promote good stewardship of the facilities and guard against damages. 

All requests for building use must fill out the Building Use Application. Ongoing events should fill out the Building Use Application each year in January to insure current information. 

1. The Congregation reserves priority for use of the building for its own services, ceremonies, meetings, and programs. Decisions concerning the use of the Unitarian Universalists of Gettysburg (UUG) building are made by and at the discretion of the Board of Directors (the Board). 

2. Each UUG group using the sanctuary or other room(s) will identify a member of the Congregation to be the liaison responsible for opening and closing the building, and turning off all lighting fixtures before closing. For UUG committee meetings, the committee chair shall be deemed responsible for opening and closing the building and turning off all lighting fixtures. In the instance of an individual congregation member using the building for an event or ceremony, it is assumed that person shall be responsible. 

3. The character and purpose of individuals or groups using the building for other than the Congregation’s own services, ceremonies, meetings, and programs—whether  such use is given gratis or for fee—should not be inappropriate compared with, or in conflict with UUG’s principles and mission statement. Such individuals or groups must be nonpartisan as defined by the Unitarian Universalist Association (UUA) guidelines on advocacy, lobbying, and elections. They will be held accountable for damages or cleaning or both above and beyond customary wear and depreciation. Individuals arranging for use of the building on behalf of outside groups must be at least 18 years of age. 

4. Such outside groups also will have a Congregation member identified as “sponsor,” responsible for opening and closing the building, and turning off all lighting fixtures before closing. 

5. There shall be no charge to UUG members, groups, or committees for use of the building for UUG business or personal events such as weddings or birthday parties. 

6. Fees for building use by others shall be as follows: 

a) Sanctuary: $100 for 2 hours. 

b) Rectangular meeting tables (10 tables each seating 6-8 persons.) No charge 

c) 95 upholstered stacking chairs: No charge. 

d) Single room: $20 per hour 

      Fees may be waived at the discretion of the Board of Directors. 

7. Food preparation on the premises is prohibited. Food catered or otherwise prepared off premises and brought in may incur additional fees for cleaning.  The on-site event manager or event sponsor from among the Congregation may be allowed to prepare coffee and light snacks or the equivalent. 

8. Individuals or groups using the facility may occupy only the room(s) they have contracted to use. 

9. Decoration of the sanctuary may be allowed at the discretion of Facilities. No decoration may be permanent or damage, disfigure, deface, or scar the premises. The use of bird seed, rice, soap bubbles, and the like inside the building is prohibited. 

10. Smoking inside the building or within 15 feet of the entry doors is prohibited. Do not discard tobacco products on building grounds. 

11. The latest hour at which the event must conclude will be decided on a case-by-case basis, but also in accordance with borough ordinances, and be specified in the space use agreement. 

12. Space use agreements will include an indemnification statement that holds UUG harmless from liability that may be imposed as a result of an individual’s or group’s use of the building. 

13. Two emergency contact numbers for the building will be provided to each user. 

14. Animals are not permitted in the building. Any misuse of the facility will result in prohibition of any further use. 

15. UUG reserves the right to cancel any building use without liability should the physical condition of the building make it unusable. 

16. Payment schedule for uses: Each BUA will show the total use fee. That sum plus a $100 security deposit is due at the time the agreement is signed. Payment shall require separate checks for the use fee and the security deposit to facilitate refund of the latter. The security deposit will be forfeited if the reservation is cancelled in fewer than 1.0 days prior to the event, or to compensate for damages or cleaning or both above and beyond customary wear and depreciation. If there are no claims against the security deposit, UUG will return the security check. 

17. The UUG Board of Directors will review this policy every November. 

18. Any monies collected   during use of building whether through donation, admission, ticketing, fee charged must be accounted to the Board of Directors. 

PRIORITIES AND RENTAL FEES

First Priority Use 

Congregational committees and groups recognized by the Board, as well as Affiliate Organizations, including Joseph Priestly District, UUA, Trinity United Church of Christ and others as may be identified by the Board. A security deposit may be required as determined on a ease by ease basis. 

Second Priority Use 

Congregation members and pledging friends may use the building without charge for rites of passage provided that they have been members for six months prior to request for space use, or pledging supporters or regular contributing supporters for the previous year. Some of the above uses may require an on-site event manager fee and/or security deposit. 

Third Priority Use 

Groups not affiliated with the Congregation, whose purpose is compatible with the purpose of the Congregation, may arrange for use of building space on a regular or single event basis with the approval of Facilities. Requires Space Use Agreement. Building Use Fees apply. 

Fourth Priority Use 

Forth priority shall be given to non-profit groups, organizations and individuals whose purposes, although they do not promote the values or purposes of the Congregation, are compatible with the purpose of the Congregation. These groups or individuals may arrange of use of space on a regular or single event basis with the approval of the Board of Directors provided their use does not interfere with the regular Congregation programs. Requires Space Use Agreement. Building Use Fees apply. 

Other Groups 

It is not the policy to allow a partisan political group to use the building space unless the purpose of the group is clearly within the stated purpose of the Congregation. However, the building may be used for free and open, non- partisan discussions of political issues. If it is advisable, fourth priority groups may be asked to seek sponsorship of an appropriate committee, for example, a political issue discussion group may be referred to the Social Justice Committee. 

Fees 

a) Sanctuary: $100 for 2 hours. 

b) Rectangular meeting tables (10 tables each seating 6-8 persons): No charge 

e) 95 upholstered stacking chairs: No charge. 

d) Single room: $20 per hour. 

Fees may be waived at the discretion of the Board of Directors 

Long Term Use Requests 

Groups wishing to use building space on a continuing long-term basis must receive prior approval from the Board. Every effort should be made to ensure that this use of building space does not have a negative impact on the regular programs of the Congregation. Cooperation of congregation member groups with community needs is an expressed value of UUG. Building Use Application should be filled out each January to insure updated and current information is on file. 

Conflicts 

The above priorities notwithstanding, once an event has been scheduled, it is “on the calendar” and will not be canceled to accommodate a program with a higher priority. If a scheduling conflict inadvertently occurs, Facilities should notify both groups promptly and involve both parties in efforts of collaboration so that, if at all possible, both groups can be accommodated.