The Vine Usage Policy
The
PURPOSE of this Facility Usage Policy is to ensure that Winchester Methodist Church’s (WMC) The Vine is used in a manner consistent with the mission, values, and beliefs of the Church. This policy provides guidelines for scheduling, use, care, and security of all facilities. Use of ‘Church” in this document refers to WMC
Eligibility for Facility Use - The Church facilities may be used by the following groups, in order of priority. 1. Church-sponsored ministries and events, 2. Members of the church
for personal events, 3. Partner ministries or Christian organizations, 4. Outside groups whose activities do not conflict with this policy. The church reserves the right to approve or deny any request at its discretion. The Church may cancel or reschedule events in cases of emergency or emergency/priority Church functions.
Application & Scheduling -
A Facility Use Request Form must be attached, completed, approved, and have written confirmation by Church leadership or the designated facility coordinator prior to event space will be confirmed.
Conduct -
Activities must be respectful and consistent with WMC Christian Values and Missions. No profane, violent, or disruptive behavior. Children must always be supervised. Appropriate behavior of all people is required.
A. Prohibited Items/Activities
Alcohol, illegal drugs, and tobacco use are strictly prohibited on The Vine property.
No activities that contradict the Church’s theological beliefs.
No deep frying with portable fryers.
No open flames except approved candles. Sterno cans must be used safely.
No removal of Church equipment from the premises.
Parking lot adjacent to The Vine Office is strictly paid parking. No other use or activities are allowed.
B. General Care of Facilities
Nails, staples, or damaging adhesives are not allowed.
Use only supplies and equipment approved for your event.
Church-owned food ingredients (spices, condiments, paper goods) may not be used unless staff gives permission.
All trash must be bagged and placed in designated containers and removed from premises after event.
Any damage, malfunctioning or broken equipment must be reported immediately; users may be responsible for repair costs. Users are liable for covering the replacement costs associated with lost or damaged items.
A fire extinguisher is located on the wall to the seated side of the serving bar and must remain easily accessible
Rooms must be returned to their original setup, unless instructed otherwise.
Check that all kitchen equipment is turned OFF before leaving, except the ice maker which always stays ON.
Sweep and mop floors in all areas used, including the seated area.
Wipe all counters, tables, and prep surfaces.
Check the bathrooms, empty trash, and clean any debris
C. Kitchen Use Requirements and Responsibilities
Kitchen use must be pre-approved
Kitchen setup and cleanup is the responsibility of User
Children are not allowed in the kitchen unless directly supervised by an adult.
Water heater capacity is limited so use accordingly
Food - Users must bring their own food, supplies, and paper goods unless specified. Remove all food and beverages brought in, including leftovers from refrigerators, cabinets, and the premises. Place used dishcloths or towels in the designated container.
Safety & Food Handling -
Wash hands frequently and use gloves when needed. Keep raw foods separate from cooked foods. Monitor cooking appliances to prevent fires or burns. Ensure proper food temperatures for serving and storage.
Users must leave the kitchen as clean as, or cleaner, than found; otherwise, a cleaning fee may apply.
Surfaces -
Wipe counters, tables, and prep surfaces. Clean all stovetop, ovens, microwaves, sink, appliances used. Sweep and mop all kitchen floors after use. Broom/mop are located in the closet opposite the bathrooms.
Utensils -
Wash, rinse, and dry all utensils used. Put all cleaned items back in their properly marked places
Trash -
All trash generated by the event must be bagged and carried off the premises.
D. Security
Users must follow all building security procedures.
Keys will be issued only if necessary and must be returned immediately after use.
All doors must be securely locked and lights turned off before leaving.
HVAC should be set on 72 degrees.
I have read, understand and agree to comply with the above policy: Name: ________________________ Date:_________
***************************************
Applicant Information
Name of Responsible Party/Organization:
__________________________________________Primary Contact Person: _________________________________________________
Phone: ___________________________Email:________________________________
Address: _______________________________________________________________
Event sponsor Type: (indicate one below)
1. Church-sponsored ministries and events
2. Members of the church
for personal events
3. Partner ministries or Christian organizations
4. Outside groups (consistent with policy)
The church reserves the right to approve or deny any request at its discretion.
2. Event Information
Event Name/Type: _____________________________ Purpose of Event: ________________________________
Event Date(s): _________________________ Event Time: From ____________ To ____________
Set-Up Time Needed: ____________ Expected Attendance: _________ Is the event open to the public? ______
3. Facilities/ Requested -
Indicate all areas you plan to use:
Kitchen (Kitchen use must be pre-approved)
Nursery
Large front room w/tables chairs
Equipment___________________________
Other: _______________________________
4. Insurance & Liability
Some events may require proof of liability insurance. Certificate of insurance? Yes _____ No_____ NA _____
USER agrees to indemnify, defend, and hold harmless WMC and its agents from and against any claims, liabilities, damages, losses, and expenses arising from this agreement, unless such liability or loss is the result of WMC’s sole negligence or willful misconduct.
5. Inspection & Deposit
Church staff or the facility coordinator may conduct a post-event inspection. The deposit may be withheld for any unclean or damaged property. Additional cleaning and damage charges may be assessed if needed.
6. Policies & Agreement
By signing below, the applicant/responsible party agrees to abide by the attached WMC The VINE Usage Policy.
I have read, understand, and agree to comply with The Vine Facility Usage Policy. I accept responsibility for the event, attendees, and any damage or violations that may occur.
Applicant Signature:
____________________________________ Date: _______________________
Approval (Church Office Use Only)
Facility
Request Approved: (Circle One) Yes No Kitchen Request Approved: (Circle One) Yes No
Approved By: __________________________Title/Role:_____________________ Date Approved: ____________
Notes/Special Conditions:________________________________________________________________________
Designated Facility Coordinator/Contact
______________________________________
Fees & Deposits (Office Use Only)
Security Deposit:
Donation: ____________Received by: ______________________________________
Payment received? YES _____ DATE ___________ NO_____ N/A_____
Notes/Special Conditions:________________________________________________________________________
