Event space use/rentals

We welcome your special events at Holy Trinity. Our space rental guidelines are below. After you have read them, please call us with your questions.

To schedule use of our building or grounds spaces:

Complete the Space Use Request form and email to us with any attachments that will be helpful to us.
Once we receive your form, our Vestry, which is our management team, must approve all requests. Our office manager manages building use and will contact you if we need more information, and to let you know if your request has been approved.
No commitment for building use is finalized until you have completed the Release and Indemnity Form and received a confirmation call and/or an email from our office manager.
Fees are due immediately when the Release and Indemnity Form is approved.
You must follow the Space Use Guidelines below.

Ongoing use (usually weekly)

Holy Trinity Episcopal Church has a relationship with one other congregation and several community organizations for use of our spaces during the week. If you are looking for ongoing use, please understand that availability is limited but can be considered. Contact the office for more information.

Priorities for consideration

Our first priority is to the programs and membership needs of Holy Trinity church. Priority is then to non-profit groups that our church supports, and finally to other individuals and non-profit organizations.

Fees

All fees are due upon scheduling an event. In the event a function is cancelled, all fees will be refunded within two weeks of cancellation, less any expenses incurred by Holy Trinity Episcopal Church.

See rental fees for members of Holy Trinity and the Episcopal Diocese of Western Michigan

See rental fees for non-members/groups

Space use guidelines

Be careful not to imply your event is affiliated with Holy Trinity

Approval of the use of the grounds and facilities does not constitute or imply endorsement of a group, their mission, or their position. Groups approved to use facilities must not advertise the event in such a way as to imply endorsement by the congregation. We do not allow activities or advocacy that conflicts with the bylaws and practices of our congregation and the denomination.

Music

Any parties not using the Holy Trinity organist must confer with the Holy Trinity organist regarding proper use of equipment. If you choose to use the Holy Trinity organist, you must pay him directly. Call us for his contact information.

All music for services must be approved by our Priest.

To use our piano or other instruments, you need permission from our Priest. If you want to have instruments tuned, we will have them tuned at your expense by a craftsman approved by our Priest. The piano cannot be moved except with permission from the office, and may require the assistance of professional movers. If professional movers are required, you must pay for the moving and for tuning the piano after moving.

Emergency scheduling conflicts

In the case of church-related emergencies such as funerals, we reserve the right to preempt any facility uses. We will make every effort not to require you to reschedule, and we’ll give you notice as early as possible.

Final decision on these requirements

In case of doubt or uncertainty by any outside person or group about how to interpret and apply these regulations, or how to respect our customary practices not specifically mentioned here, the Priest or Senior Warden shall decide and all individuals and groups shall abide by their direction or forfeit immediately the use of any part of the facility.

Breakage and cleaning

We expect everyone and every group using our facilities to exercise reasonable care and judgment to prevent defacement, damage, or breakage.

The building must be left ready for use in a reasonable state of cleanliness. If church staff must spend extra time cleaning after you have used our space(s), or if we find damage to our facilities or equipment, the person signing the application for use shall be responsible for paying costs incurred by the church in cleaning, repairing, or replacing any part of the building, its furnishings and equipment, which in the judgment of the Priest or office manager has been subjected to more than normal wear and tear by the group involved.

Smoking policy

Holy Trinity Episcopal Church is a non-smoking facility. This ban includes our corridors and restrooms. Violation of this rule is sufficient grounds for us to withdraw immediately any group’s use of the facilities and/or to deny use in the future.

Alcohol policy

Wine and beer are permitted at approved functions. Spirits, marijuana or narcotics are not permitted at any time on church property, including the outdoor courts, yards and parking lots.

Supervision of children, youth, and adults in need of special care

No fewer than two adults must be present at all times during any program or event involving children, youth, or adults in need of special care. The supervising adults must be 18 or older and must be at least 5 years older than any minors with whom they are working. Direct any questions regarding this policy to our Priest or office manager.

Food and drink

No food and no drinks other than coffee or water are allowed in the Sanctuary or Chapel. All other food and drink require approval in advance as noted in the Space Use Agreement.

If you need a caterer, we can provide you with a list of names, phone numbers and email addresses.

Groups using our kitchen may use our washable dishes, utensils, glasses and cooking equipment. You may not use our coffee, creamers/sweeteners, paper plates, or napkins.

Follow the health department’s instructions for washing any church dishes and insure that all dishes and utensils used are returned to their proper places.

Garbage and recycling

Please take all garbage with you.

Recycling is a policy of our church. As part of that policy no plastic or styrofoam cups, bowls, plates, utensils or other articles are to be used by anyone at the church. A receptacle for recycling glass, aluminum, plastic and paper is available for your use.

Decorations

You may attach decorations to the non-glass surfaces of the walls, doors, and light fixtures with masking tape or poster putty. Non-adhesive methods of attachment, such as fishing line, are also acceptable upon approval of the office manager or Priest. All such decorations must be removed immediately and completely following the event.

Candles, lanterns and open flames are not allowed.

Storage space/use of other rooms

There is no storage available for organizations other than church groups and, as such, all organizations using the facility will be responsible for storing props and accessories offsite. Only the space scheduled and reserved is to be used: refrain from using other rooms without prior arrangements.

Bicycles and skateboards

No bicycles or skateboards are allowed inside the church facility.

Parking

Parking is available only during the period of time that a group has contracted to use the facility. Please pay close attention to personal property and valuables, not leaving them unattended. Holy Trinity is not responsible for theft or damage to personal property.

Closing and locking the building

Turn off all lights (except security lights) before leaving the building and all doors and check all windows to ensure they are closed and locked.

A church staff member or Open/Close person will unlock and lock up the facility. With approval, one of the persons identified in the usage request form can pick up a key from the church office by prior arrangement and must return it promptly after the event. Do not duplicate keys, and report any missing keys to the church office immediately.