Building & Room rental Policy

Application Procedures

Groups seeking to use space at Trinity must:

1. Read and keep a copy of the Building Use Policy.
2. Complete and sign the attached Use Agreement and Application.
3. Complete a tutorial on the kitchen use, if applicable.
4. Include Trinity on their liability policy, if possible.  

Approval for use of the space will be granted by the Rector, Rector’s Warden, or Buildings, Gardens, and Grounds Chair, and/or the Vestry, depending on the nature and frequency of use. 

A Trinity staff member, Vestry member, or clergy will need to be present during use.

Building users must comply with the terms of this Building Use Policy at all times.

Access to Building

Use of the building is restricted to the room(s) approved, access hallways, and restrooms on the dates and times specified. Guests are not allowed into other areas of the facility. Specifically, the kitchen is not to be used unless specified in the agreement.

All evening users must vacate the building before 8:30 PM unless other arrangements are made in advance.

User Groups

The facilities of Trinity Episcopal Church, including the rooms in the  Education Wing, the Great Hall, and the church proper, are made available to parishioners and groups affiliated with parishioners, not-for-profit and other groups for uses which are compatible with the mission and purposes of Trinity Episcopal Church as defined by the Rector and/or Vestry. 

We follow Federal and state tax laws, which place limitations on activities permitted on the premises.  

User Representatives and Contact Persons

The party signing the Use Agreement must have the authority to represent the group. As part of the application and approval process, groups must provide  information for primary and secondary contact persons. Except by prior written approval, one or both of these  group representatives must be in attendance during the activity and will be responsible for all matters pertaining to the facility use. User groups are expected  to immediately update the Parish Administrator in regard to any changes in representatives or their contact information.

Children Under the Age of 18

If minors are to be present at any event, Trinity must be informed at the time of application.  There are no exceptions.      

However, Trinity under no circumstances assumes any responsibility for the safety of minors in the building.  As the party using our space, you are completely responsible for their care and well-being while they are on our premises. 

Schedule Changes, Conflicts, Cancellations

Once an event has been scheduled, Trinity will work to ensure that it occurs as planned. However, occasions such as funerals, special services and parish events may arise which conflict with the previously scheduled event, and will be given priority. If and when such conflicts occur, Trinity will provide as much advance notice to the user group as possible, and will work with the group to identify other times or locations within the building that can accommodate the group’s needs. If no acceptable accommodation is possible, Trinity will refund any advance payment for the use of the space. 

If the event needs to be canceled, Trinity requests a minimum of one week’s notice.

In the case of inclement weather, the building will be closed if the main branch of the Monroe  County Public Library (303 E. Kirkwood Ave, 812-349-3050) is closed.  In this case all Trinity meetings will be canceled as well.  Check the Library website (http://mcpl.info/) or local radio stations.

Kitchen

First-time kitchen users are required to participate in a brief training  session prior to their event and should schedule this well in advance. Both the person cooking for  the event and the primary event contact person should attend the training session. If kitchen equipment and dinnerware (plates, glasses, utensils, etc.) are used, they must be cleaned in the dishwasher, dried and put away by the end of event.. The kitchen should be left clean and in the same condition as when you arrive, including removing all food and other items brought in for the event.

Storage of Articles

Storage of articles for non-parish groups is not available. 

Lost, Stolen, Damaged Property

Trinity Episcopal Church will not be responsible for lost, stolen or damaged property of user groups,  their members, and/or guests. The contact person is responsible for any lost, damaged or stolen property whether belonging to an attendee or to Trinity Episcopal Church.  Any Trinity losses will be deducted from the deposit; any excess costs will be the  responsibility of the user group.

Borrowing Church Property

Church property of any kind must remain on the premises.

Parking

Trinity has no general parking available. Visitors must use public parking.  Please tell your attendees not to use the spaces adjacent to the building which are designated for clergy and staff.

Keys

Keys must be checked out through the Parish Administrator and a key agreement signed. Unless prior arrangements are made and approved by the Rector, Senior Warden, or BG&G Chair, keys cannot be picked up more than 2 days prior to the event.  Except by prior written agreement,  keys should not  leave the possession of the person signing the Use Agreement or one of the contacts.  Return keys on the next business day to the Parish Administrator.

Condition of Facility

1. Please return the space used to the same condition and arrangement in which it was found unless other prior arrangements have been made.
2. The movement of furniture and equipment from one room to another is not permitted except by prior arrangement.
3. Affixing any item to a wall or door is prohibited.
4. Special items or equipment brought in by the user group must be approved by the Facilities Manager.
5. Turn off all lights and electrical appliances.
6. Clean all food or trash.  
7. Leave rooms in good and operable condition.  
8. Spills and debris should be cleaned up immediately.  
9. If a room that is to be used has a set up (e.g. chairs, tables, etc.) in place, the event organizers must leave the room with the same set up at the end of their event.  
10. We advise taking a picture with a phone before breaking down a room so that it may be returned to the original organization.
    

Safety Requirements

1. Fire extinguishers are located throughout the building in the hallways, at the inside entrance to the Great Hall, and in the kitchen. Groups should familiarize themselves with these locations.
2. A first aid kit is located in the kitchen and in most classrooms.
3. For safety reasons, children must be continually supervised. The Nursery is not available to outside user groups. Responsibility for the safety of children belongs to the user group.
4. Alcoholic beverages may not be served or consumed by any outside user group.
5. Non-prescription or non-over-the-counter mood-altering drugs may never be dispensed, used or held on the church premises.
6. Trinity is a tobacco-free campus. Smoking is not permitted in the building or anywhere on the church premises, which include all doorways, porches, stairways, ramps and lawn areas.
7. Only authorized law enforcement officers are permitted to wear or otherwise transport firearms while carrying out official duties at our facility.
8. In the event of fire or police needs, call 911.
9. In an emergency or mishap also call the Facility Manager Kevin Burdshaw at 812-545-9327. 

The Trinity representative on-site will answer questions and provide assistance. Please report any unusual incidents, breakage, or other problems immediately. 

Hours of Use

Contact the Parish Administrator at admin@trinitybloomington.org for information regarding the availability of space for your event.

Our spaces are often used by several groups in one day, so users are asked to abide by their scheduled departure times.

The building must be vacated before 8:30 PM unless other arrangements have been made.

Deposit

A refundable deposit of $100.00 may be required to reserve the Great Hall and Church Proper/Sanctuary.  Cancellation of a reservation without one week’s notice may result in the forfeiture of the deposit.

Usage Fees and Payment

Trinity’s fee schedule varies according to use—see below. Because of the high cost of utilities, maintenance and custodial service  required to open the building to outside use, groups are asked to help offset these expenses.

Fees must be paid at least two weeks in advance to confirm the reservation.

Checks should be made out to Trinity Episcopal Church with Room Use Fee and  group name written on the memo line.  (Note: Fees for continuous use are paid monthly and will be determined on a case-by-case basis.) 

Fees for one-time events occurring during regular business hours (9am to 8:30 pm, Mon-Thurs.):

*If occupancy is greater than suggested above there may be ways to provide for overflow. However, any additional space/overflow can only be obtained and opened by a Trinity staff member. Greater occupancy levels than noted here can impact both for the safety of your event and comfort of attendees.

ADDITIONAL FEES

• If an event in the Great Hall exceeds three hours, there is a charge of $30.00 per hour.
• A set-up fee of $20 will be charged to set-up A/V equipment in the Great Hall.
•  If the event is outside of regular business hours—Friday or Saturday after 12:00 pm—a $275 fee will be charged for someone to open doors and lock them after the event, if other provisions haven’t been made.