​UPPER ROOM FELLOWSHIP

Community Building Use Agreement
CONTACT INFORMATION
  • Church Office: (330) 482-9058
  • Email: [email protected]
  • Office Hours: Monday-Friday, 9:00 AM - 4:00 PM
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RESERVATION PROCESS
  1. Check Availability: Contact the church office to verify your date is available
  2. Submit Form: Complete this form at least two weeks before your event
  3. Approval: Church leadership will respond within 3 business days
  4. Secure Date: Submit the form with your $50 refundable deposit to secure your reservation
  5. Final Payment: All fees due one week before event (separate check from deposit)
  6. Cancellation Policy: Cancellations less than 7 days before event may forfeit deposit

DEFINITIONS
  • Half Day: Up to 4 hours of event time (plus 2 hours before for setup and 2 hours after for cleanup)
  • Full Day: Up to 8 hours of event time (plus 2 hours before for setup and 2 hours after for cleanup)
  • Base Fee: Non-refundable administrative fee applied to all rental
    CONTACT INFORMATION FOR RESERVATION
    EVENT INFORMATION
    RENTAL RATES
    Base Fee: $100 (Includes Rental Coordinator services and restroom access)​
    ADDITIONAL SERVICES
    RENTAL COORDINATOR SERVICES
    Every community event includes a Rental Coordinator who will:
    • Serve as your primary contact before and during your event
    • Provide facility orientation
    • Be available by phone during your event
    • Conduct pre/post event inspections
    • Ensure proper security and facility usage
    • Assist with basic building system troubleshooting

    WI-FI ACCESS
    • Complimentary Wi-Fi access is available to all renters
    • Network name and password will be provided by your Rental Coordinator
    • Please note that bandwidth is limited and intended for basic use only

    BUILDING USE GUIDELINES
    • Prohibited: Alcohol, smoking indoors, helium balloons indoors, open flames
    • Decorations: Only Command Strips on walls (must be removed after event)
    • Food & Drink: Not permitted in sanctuary without approval
    • Furniture: You are responsible for setup, takedown, and returning to original positions
    • Supplies: Please bring your own tablecloths, paper goods, and drinks
    • Cleanup: Sweep/mop floors, remove trash, clean kitchen surfaces, remove decorations
    • Security: Turn off lights/HVAC, lock doors upon leaving

    LIABILITY & RESPONSIBILITY
    • The person signing this agreement must be present during the entire event
    • Renter is responsible for all guests, activities, and any property damage
    • Proof of liability insurance may be required for events with 50+ attendees
    • By signing, you agree to hold Upper Room Fellowship harmless from any claims

    IMPORTANT REMINDERS
    • Events must end by 10:00 PM unless special permission granted
    • Children must be supervised at all times
    • Capacity limits must be observed for each space
    • Emergency exits must remain clear

    PAYMENT INFORMATION
    • Deposit: $50 (separate check) due with submission of this form
    • Make all checks payable to "Upper Room Fellowship"
    • Final payment due one week before event
    • Payments may be submitted in person during office hours or mailed to:
      Upper Room Fellowship
      500 Sponseller Road
      Columbiana, Ohio 44408
    • Please write the event date and your name in the memo line of all checks
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    DEPOSIT RETURN
    • A $50 refundable deposit is required with this form
    • "Original condition" means:
      • All furniture returned to its original position
      • All surfaces clean and free of food/debris
      • No decorations or signage remaining
      • No damage to walls, floors, furniture, or equipment
      • All trash removed to outside dumpsters
    • Facility will be inspected after your event
    • If all conditions are met, deposit returned within 14 days
    • Cleaning, damages, or extended use costs will be deducted from deposit
    • Additional charges apply if damages exceed deposit amount

    WEATHER & EMERGENCY POLICY
    • In case of severe weather or emergency situations that affect the use of the facility, Upper Room Fellowship will make every effort to contact you as soon as possible
    • If the church must cancel your event due to weather or unforeseen circumstances, you will receive a full refund of your deposit and any payments made
    • If you need to cancel due to severe weather conditions, please contact the church office immediately
    • Rescheduling options will be offered based on availability
    By signing below, I confirm that:
    • I have read and understand this entire agreement
    • I accept responsibility for my guests and any damage that may occur
    • I acknowledge that failure to properly clean or restore the facility may result in loss of my deposit
    • I agree to all terms and conditions outlined in this document