Policy and rules for scheduling and renting the meetinghouse

The goal of renting out the meetinghouse is to give other groups a place to meet while giving us some extra income. The basic policy of setting priority when there is a scheduling conflict is that the group who scheduled first has priority. When payment is required, the time slot is not confirmed until paid for. In unusual circumstances, such as a death, we may have to ask a confirmed event to be rescheduled.

1. Who may use the meetinghouse

A. members of meeting, and regular attenders

B. organizations whose mission is in line with the meeting, or dance groups, or other religious groups, if those groups are approved by the business meeting (In cases where the scheduler feels it is an obvious approval, he or she can make the approval and report it to business meeting.)

2. Costs

• Meeting or committee sponsored functions pay nothing. A committee may offer the space for a reduced price or free to an outside organization that it wishes to sponsor. (If an organization wants a free space, they can contact a committee and seek sponsorship.)

• Cost schedule:

• The food/kitchen fee is charged for any use of the kitchen, and it is also charged for any event that serves food, even if you don't use the kitchen.

3. Scheduling

• For meeting/committee events, call or email the scheduler and get your event on the calendar. Try to plan ahead to avoid a scheduling conflict with an outside group.
• For personal events or outside groups, call the scheduler and then send in a rental contract with the payment. All non-meeting events are scheduled tentatively until payment is received, at which point they become firm.
• For events that occur weekly (or any kind of repetition), send in a rental contract listing ALL the dates, and send payment for all dates. You may want to do this every 2-3 months. Knowing that some small groups request donations at the time of the event and can't afford to send money in advance, we ask that they use the downstairs space (for free or a donation of your choice).

4. Overnight stays

• The basic rental policy and "care of the meetinghouse" handout applies to overnight stays, in addition to the following.
• Friends (and non-Friends with a sponsor who is a member) may use the meeting house for overnight stays. Staying at the meetinghouse is not meant to replace hospitality at Friends' homes.
• There are currently no beds, linens, or towels, so bring what you need. There is only one shower and limited hot water, so large groups should consider this. No smoking inside; no alcohol unless it is part of a meal and social function. Organizations with youth/children staying overnight will need one chaperone for each 5-8 guests.
• Suggested donation is $5 per person per night. As in "costs" above, a committee may offer the space for free to a group that it wishes to sponsor.
• Each person/organization will fill out a contract that includes the above.