1. Definitions: (listed alphabetically)

FLC Coordinator: A member of the Parish office staff, designated by the pastor, to coordinate the scheduling and use of the FLC. The FLC coordinator is responsible for completing the Use Agreement Form (Appendix B) with the party requesting to use the FLC and is responsible for the receipt of deposits and fees.

FLC Custodian: The Custodian is responsible for the setup and takedown of tables, chairs, equipment, etc., clean up of the FLC (as set forth in the Use Agreement Form) and other duties as may be assigned. For certain meetings or events, the Custodian may function as the Monitor.

FLC Monitor: A registered member of the OLOH parish, designated by the Pastor, to be present (either full or part-time) at the FLC for certain events or meetings. The primary responsibility of the Monitor is the physical security of the FLC and is the person who unlocks/opens the FLC at the scheduled start of the meeting/event and locks/secures the FLC at the completion of the event/meeting. The Monitor will determine compliance with the terms and conditions of the Use Agreement and in general to protect the interest of OLOH parish. The Monitor will identify items of non-compliance to the Person-In-Charge (PIC) for corrective action. For certain meetings or events, the Monitor may function as the Custodian.

Kitchen Use: When the use of the main kitchen adjacent to the parish hall on the bottom floor is limited to the temporary storage of prepared food (e.g. covered dishes) or beverages on counter tops, in the warming oven, or in the refrigerator, it is considered "limited" kitchen use. The expectation is that minimal custodial cleanup will be required. When a meeting or event uses the services of an outside caterer or when the meeting or event involves food or beverage preparation, cooking, washing of dishware/utensils, it is considered "full" kitchen use requiring moderate custodial cleanup.

Non-Parishioner Sponsored Meeting/Event: A meeting or event for the personal use or benefit of an individual who is not a registered parishioner of OLOH or of an outside organization or group. Examples include seminars, lectures, sports competitions, instructional courses, etc.

Parish Sponsored Meeting/Event: A meeting or event held for the use or benefit of a recognized OLOH parish board, committee, ministry or activity, including any Diocese sponsored meeting or event. Examples include meetings for Pastoral/Finance Councils, KOC, & Disciples in Mission; Bake Sales, Garage Sales, Ministry Fairs, Welcome Sundays, dinners, church league sport competitions, retreats, practices or rehearsals, and bereavement gathering following a funeral held in the church, etc.

Parishioner Sponsored Meeting/Event: A meeting or event for the personal use or benefit of a registered member of OLOH parish such as anniversary/birthday/graduation celebrations or family reunions or a function that follows a Liturgical celebrations such as a wedding, baptism, or confirmation.

Person-In-Charge (PIC): An adult person (or persons) attending the meeting or event who is designated on the Use Agreement Form. The PIC must remain in the FLC to supervise the meeting or event and assume responsibility for the overall conduct of the group, including outside caterers if used. The PIC is also responsible to return all furniture, equipment, etc. to the "as found" location.

Use Agreement Form: (Appendix B) This form is required to be completed to secure the use of any space in the FLC and sets forth the terms and conditions under which the space(s) will be used.

2. General Rules: (listed alphabetically)

Alcohol: The intended use of alcoholic beverages must be stipulated on the agreement form. The sale of alcoholic beverages at meetings or events is prohibited.

Appropriate dress: Appropriate dress is expected at all times.

Clean Up: For Parish Sponsored meeting and events, parishioners are expected to perform a general cleanup of the space(s) used after the meeting or event using the clean up checklist (Appendix C). For Parishioner or Non-Parishioner meetings or events, the custodial staff will provide cleanup. Should large spills or accidents occur during a meeting/event, the PIC should ensure a cleanup is immediately performed to prevent damage to the flooring or create a safety hazard.

Curfew: All groups must clear the premises by the time stipulated in the agreement form.

Decorations: Use of decorations requires prior approval on the agreement form. Objects such as pins, tacks, nails or glue are not to be used where they will touch woodwork, walls, or carpet. No decorations containing water (such as bubbles) are allowed. No rice, confetti, birdseed or similar substance may be thrown anywhere inside or outside church or FLC property. Decorations must be removed immediately following the completion of the meeting or event.

Driving and Parking: Drive automobiles only on asphalted surfaces and park the same only in designated spaces. Overnight parking is prohibited.

FLC Property: Areas other than those specifically reserved will be considered "off limits" to the group. All equipment, materials and supplies are to remain in the FLC (including sports equipment). Those using FLC property will be responsible for such if damaged, lost, destroyed or stolen.

Food & Drink Preparation/Consumption: Preparation of food and drink shall be done in the 1st floor kitchenette or 2^nd floor main kitchen. Consumption of food and drink shall be limited to the space(s) of the FLC where the meeting or event is being held and is only permitted in the Activity Center if provided for in the use agreement form.

Supplies & Food: Cleaning supplies and equipment are the property OLOH and are for use of the Custodial Staff. Stocks of paper products, food, beverages, flatware, dishes, cups, etc. stored in the kitchenette, main kitchen or pantry are for use during parish sponsored meetings/events are not to be used/consumed during parishioner or non-parishioner meetings or events.

Heating/Air-conditioning: Thermostat controls are to be adjusted ONLY by the FLC Monitor or Custodian.

Loitering and behavior: Behavior inconsistent with the mission of Our Lady of the Hills Catholic Church, including abusive or profane language and violent behavior, will not be allowed at any time. Loitering is not permitted on church property, including the parking lots.

Lost & Found: Items not claimed within 4 weeks will be donated to appropriate community service agencies or discarded.

Music, Instruments, Sound & Lighting: Unless specified in the rental agreement form, assistance with music, instruments, sound or lighting is not included. Providing these items from outside sources requires prior approval.

Objects or instruments harmful to persons: These will be not allowed in the FLC or parking lots. This includes, but not limited to, skateboards, skates, roller blades, and fireworks.

Smoking & Chewing Products: The FLC is a smoke-free facility and smoking will not be permitted anywhere in the facility, including the restroom areas. There will be designated outdoor areas where smoking will be permitted. Please refrain from gum chewing and tobacco dipping/chewing in the facilities of the FLC. Anyone violating this rule will be asked to leave the premises.

Pets: Pets are not allowed in the FLC, with the exception of seeing-eye dogs.

Supervision: An adult must directly supervise all children/students.

Security: The top floor main entrance door is protected by a pass code, which will be changed periodically. For parishioner or non-parishioner events/meetings, the Monitor or Custodian will be given the current pass code to gain access to the FLC. For parish sponsored meetings or events, the pass code may be given to the PIC. Pass codes are not to be disclosed to unauthorized individuals. If a pass code has been compromised, notify the Church office immediately. Any other problems with building security (e.g. exterior door that will not lock, faulty exterior lighting) should also be reported to the Church office immediately.

Solicitation Policy: Solicitation of products or services at the FLC is prohibited.

Telephones: Telephones in the FLC are for local calls only and their use shall be limited to essential calls.

Spaces Available for Use/Rent: A floor plan of the FLC and general specifications is attached to these guidelines as Appendix A.

Priority of Use: The FLC is available for use to individuals, groups or organizations on a first come-first serve basis with priority given, as set forth below:

1. Worship and Liturgy
2. Parish religious education programs
3. Parish boards/committees/ministries
4. Other recognized parish groups (e.g. Sports Teams)
5. Requests from supporting parishioners
6. Requests from all other individuals or groups

Fees: A fee will be charged to off set the cost of utilities, maintenance, custodial services, security (opening & closing the FLC), inspection and cleanup following the meeting/event, and setup and take down of tables/chairs.

The Fee Schedule for the period January 1, 2004 through September 30, 2004 is set forth in the table below and represent not-to-exceed rates. Fees will be reduced or waived for supporting, registered parishioner of OLOH in consideration of one’s stewardship to the Parish in the form of time, talent and treasure. The Pastor will approve the total amount of fee to be charged.

• Parish organizations are exempt from all fees.
• If a Monitor is required, a $15.00 per hour fee will be charged.
• Table cloths, dishware, flatware etc. are not included but are available upon request.

Scheduling: All meetings and events must be scheduled with the FLC Coordinator. You may reserve space by calling the FLC Coordinator at the Parish Office, Monday – Friday, 9:00 AM – 5:00 PM. Meetings and events will not be scheduled as to interfere with the weekend Mass schedule.

Use Agreement Form: A Use Agreement Form (Appendix B) must be completed for all Parish sponsored meetings. Standing parish groups may use a "blanket" agreement form valid for an entire calendar year. These forms must also be completed for each Parishioner and Non-Parishioner meetings or event. For meeting or events being catered by an outside catering company, a Catering Agreement Form (Appendix D) must also be completed.

Reservation Deposit: A reservation deposit equal to ½ the "First 2 Hours" rate must be paid before the reservation is confirmed. The balance is due at least 14 days prior to the meeting or event. The reservation deposit is refundable until 30 days prior to the meeting or event.

Security Deposit: A security deposit must be paid before the reservation is confirmed. The security deposit is $75.00 for any top floor space and $150.00 for any bottom floor space. The deposit will be returned within 10 days following the event/meeting provided no property damage or property loss has occurred. For catered events, the catering company will be required to maintain a security deposit with the Church, as specified in the Catering Agreement Form.

Insurance: The Diocese of Charleston requires that an insurance policy be taken out for any non-Church events, i.e., wedding receptions, anniversary, etc. The cost for this special event policy is $105.00. Forms are obtainable through the Parish Office. Funeral receptions are considered by the Diocese to be an extension of a church function and do not require insurance coverage. Deposits will not be accepted until the special event policy is in place. In lieu of purchasing a special event policy, the individual, group or organization sponsoring the event may provide their own insurance coverage, with approval of the Diocese.

Cancellations: If your event is cancelled after you have reserved space, call the Parish Office, (803) 772-7400 to have it removed from the calendar.

Tables & Chairs: Plans for table/chair arrangement should be stipulated on the Use Agreement Form.

Deliveries: Any items being delivered prior to the event must be scheduled with the FLC Coordinator.

Removal of items: Any items brought into the building must be removed at the end of the meeting or event unless prior arrangement has been made. This includes foods, personal items, equipment, decorations, etc.

• 40-foot glass wall overlooking Activity Center/Gym.
• Kitchenette w/ refrigerator, microwave, dishwasher, serving counters, coffee pot.
• (2) ADA compliant restrooms

• (6) Teak Benches w/ back
• (5) Teak Benches w/out back
• (6) Teak Coffee tables
• Tables & chairs added as needed

Conference Room Size: 600 ft ² Capacity: 50 Standing/25 Seated

Tables & chairs added as needed

Activity Center/Gym Size: 7,280 ft ² Capacity: 960 Standing/500 Seated

• Portable stage
• Basketball goals/volley ball court equipment
• Cement floor
• Speaker System
• 2 levels of lighting

Parish Hall: Size: 2,000 ft ² Capacity: 250 Standing/130 Seated

Features:

• Tiled floor
• Tray Ceilings
• Accent Lighting

Commercial Kitchen: Size: 483 ft ²

Features:

• (6) burner/grill stove with (2) gas ovens
• (1) Side by Refrigerators & (1) Freezer
• Top/bottom convection gas oven
• Commercial food warmer
• 400 lb capacity ice make
• Serving counter with portable deep wells
• Dry prep. area/Wet prep. area
• Commercial Hobart A-14 dishwasher, wash down, & drop off area

Showers: Men’s & Women’s showers 2 each standard & 1 Handicap

Chairs & Seating: (25) 60" round tables and numerous rectangular tables

(400) heavy duty poly form folding chairs

Name:____________________________________________

Address:__________________________________________

City/State/Zip Code:_________________________________

Phone (day & evening):______________________________

Type: ™ Meeting ™ Event

Sponsorship: ÿ Parishioner Sponsored  Non-Parishioner Sponsored

Sponsor Name:

Date to be held: Time: From____________ to ______________

Purpose of Meeting/Event:

Expected no. of attendees/guests:

Space(s) to be rented: ™ Atrium ™ Conference Rm ™ Hall ™ Kitchen ™ Act. Center

Monitor Required ™ Yes ™ No

Kitchen Use: ™ Limited ™ Full ™ NA

Showers: ™ Yes ™ No

Insurance: ™ Purchase special event policy ™ Provide evidence of insurance coverage

Outside Catering Service: ™ Yes ™ No If yes, complete Catering Agreement

3.0 Fee Schedule:

3.1 Reservation Deposit: (1/2 the "First 2 Hours" rate) =$__________________

3.2 Security Deposit: ($75 or $150.00) =$___________________

Total Deposit to Confirm Reservation =$___________________

3. Use Fee:

First 2 Hours =$___________________

3.4 Monitor Fee: (if applicable):

3.5 Special Event Insurance (if applicable) =$_______________________

6. Balance Due:

Amount: $ Due date:

4.1 Person-in-Charge: Name/Phone no.

4.2 Monitor: Name/Phone no. _____________________________________________________

4.5 Rules and Guidelines:

Name-Print Signature Date

(for Parish Groups)

Date of Event:_________________________ Group Name_______________________

Person In Charge:______________________ Phone:_________________

Pre-Use Post-Use

Floors Swept

Floors Spot-mopped (water only)

Tables

Chairs

Setup as requested restored

Appliances wiped down & off

Counters

Trash to Dumpsters

Outside trash picked up & to dumpster

Returned moved items

Remove food and drink brought in

Decorations

Lights

HVAC Settings

Exterior Doors secured

Pre-use cleanliness agreed upon:

_____________________________ ______________________________

(person in charge) (OLOH Representative)

Post-use cleanliness agreed upon:

_____________________________ ______________________________

EVENT: ____________________________ DATE: ___________

TIME: From _________________ To ______________

CATERER: __________________________________________________

1. A copy of your catering license must be submitted the first time you use the facility; it will be kept on file for future use.

2. Proof of $1 million liability insurance must be submitted.

3. A security deposit of $150 must be received five (5) days prior to the event. This will be returned if, in the opinion of the FLC Custodian, everything is in good condition.

4. USAGE FEE: Fees for use of the FLC Kitchen are included in the rates specified in Section 3 of the FLC Guidelines.

5. All caterers’ equipment must be removed the day of the event. Our Lady of the Hills Parish is not responsible for lost, stolen or damaged caterer property.

6. Caterer will supply dishes, silverware, cooking utensils, and linens.

7. CLEAN UP: Leave kitchen as was found; wipe counters

   Clean sinks; remove all food

8. Smoking is not allowed in the building.

DATE: _________________ SIGNATURE: __________________________

For: _________________________________

Caterer

Please sign both copies and return one to:

Our Lady of the Hills Church

120 Marydale Lane

Columbia, SC 29210