How to Reserve the Church for Your Event
If you are a member or regular attendee of Lebanon Bible Fellowship, you can sponsor an event at the church! Here are the required steps to reserve and host an event at the church.
Know
Know Lebanon BFC’s Facility Reservation Policy to make sure your event is one that we can accommodate and that you are willing and able to fulfill the responsibilities of an event sponsor.
Check
Check Church Availability.
Submit
Submit a Church Reservation Request and receive acceptance of reservation request.
Documents
If accepted, fill out and submit the (a) event contract, (b) registration with payment, (c) and the Certificate of Liability Insurance (COI) showing at least $300,000 of coverage.
Plan
Make a plan for set up and tear down. You will be able to contact relevant staff and committee volunteers for training on equipment, A/V needs, room set-up, etc.
Event
Have a great event!
Clean Up
Clean-up after your event. Don’t forget to include this step in your plan, especially for weddings or large events. A checklist is available to help ensure you don’t miss anything that is requested.
Need Help?
If you are in need of any assistance throughout this process, reach out to info@lebanonbfc.org. We are here to help!
Let's Begin
Step 1. Know Lebanon BFC's Facility Reservation Policy
Before requesting a date on the church calendar or use of the church facility, please make sure you download and read our Facility Usage Policy.
In this document you’ll find:
- Policies concerning types of uses and events that are permitted
- Description of the facilities that are available
- Latest fee schedules
- PDFs relevant documents including reservation form, contract and clean-up checklist
Step 2. Check Church Availability
First, check the church calendar below to make sure there are no church sponsored events at the church property. Only weekends can be reserved, specifically Friday evening, anytime Saturday, and Fellowship Sunday afternoons.
Second, check if there are other non-church events that month. They will show as “Facility Reserved (Non-Church Event).” Why does this matter? We only make the church available for non-church reservations on one weekend per month OR Fellowship Sunday afternoon.
This means that:
- If no one has booked a non-church event that month, you may choose any open Friday, Saturday or Fellowship Sunday.
- If you are the second person to book a non-church event, you MUST book either the non-reserved day of that weekend or Fellowship Sunday.
- If you are the third person to book that month, there may only be one day available.
Step 3: Submit a Church Reservation Request
Once you have your date, fill out the following form to let us know you are interested. We will respond as soon as possible, however, please feel free to reach out to the Executive Secretary for further information.
Reservations are considered in the order by which they are received, so if you have filled out and submitted this form, your date will not be taken by other non-church reservations.
Your date is not officially reserved until you receive confirmation it is accepted.
Once you have made your request, we will contact you as soon as we are able to review it. If you have any additional questions, contact the Executive Secretary or Pastor Herb. Thanks!
Step 4: Complete Necessary Paperwork
You will receive an email that your reservation has been accepted. Congratulations! We’re only halfway there, though.
You will need to complete the following:
- Submit payment for the reservation. This can be accomplished electronically or with cash or check. This is accomplished through an electronic form – yes, you will have already given us much of the information on the form – this will reserve your spot and provide you with a receipt.
- Sign Contract for Your Event. This is a physical, printed form that you can sign and scan to send back, mail or hand deliver to the church.
- Submit a Certificate of Liability Insurance for at least $300,000. This is usually accomplished through home or renter insurance agencies. If this is for an organization, there may be business or professional liability policies that you can added this to as well.
Step 5: Plan Your Event
Phew! Paperwork is done. We will provide you with a list of contacts for planning your event. Please coordinate with the contacts listed to make sure your event goes off without a hitch. In some cases, you’ll need to be proactive and make yourself available for training e.g. if you plan to use kitchen appliances or need A/V help. Ultimately, it is up to you to make sure you have a workable plan for any special aspects of your event. And make sure you have requested any needed assistance to clean up after your event.
Step 6: Have a great event!
We’re happy to make what God has provided us available as a blessing to our church family!
Step 7: Clean Up
Checklists are available on what is expected. Generally, it is simply wiping down surfaces, disposing of trash, and making sure the space is ready for the next event.