Epiphany Space Use Reservation Form

Before filling out this form please check with Epiphany's Parish Administrator regarding availability of church space for your particular dates and times. Email [email protected] or phone the parish office at 202-347-2635 ext. 403.

Group or Person Wishing to Use Church Space

Name of Organization(Required)

Organization Address(Required)

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code Country

Name of Primary Contact:(Required)

First Last

Primary Contact Email(Required)

Primary Contact Main Phone

Primary Contact Mobile Phone

Other Contacts (Check box if different from Primary)

Day-of-Event/On-Site Contact

Billing Contact

On-Site / Day-of-Event Contact Name - different from Primary:(Required)

First Last

On-Site Contact Email:

On-Site Contact Mobile Phone:(Required)

Billing Contact Name - Different from Primary:

First Last

Billing Contact Email:

Billing Contact Main Phone:

Billing Contact Mobile Phone:

Billing Address - Different from Primary:

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code Country

Church Space / Resources Requested

Church/Sanctuary Use ~ $300 first hour, $175/hr thereafter

Please indicate "Yes" if this space is requested.

NOTE: When the Church/Sanctuary is being used for an event, the Parish Community Hall may be used as a staging/green room with no extra charge.

Purpose of Church/Sanctuary Use:(Required)

Please check all that apply.

Rehearsal

Concert/Performance

Recording/Streaming

Large Group Meeting/Rally

Worship Service

Other (Please Specify)

Please Specify Other Purpose for Church/Sanctuary Use:

Epiphany Instruments:

The piano and organ may only be used by professionals proficient in their use. Epiphany's Music Director has final say regarding permission for their use.

Use of Steinway Grand Piano ~ $150

Use of Aeolian-Skinner Organ ~ $200

Instrument Tuning

Note: The 9-foot Steinway concert grand piano and the Aeolian-Skinner four register pipe organ (64 registers, 3467 pipes) are regularly tuned by the church. However, if you desire tuning of the piano for a particular event, you may arrange for your own qualified technician. Tuners must schedule access time with the parish office well before the event to ensure availability. Epiphany's Director of Music may request to review the tuner's qualifications before allowing the work to proceed.

Reception After Church/Sanctuary Event?

Select "Yes" if you plan to hold a reception in the Community Hall AFTER your church event. Food and drink are not allowed in the Church/Sanctuary. Use of the Parish Community Hall for this purpose is charged at the Community Hall subsequent hour rate (see below) except for any portion which falls within the minimum (1 hour) Church use.

Other Resources/Special Instructions for Church Setup:

Please indicate how many chairs or music stands you require, or list other resources needed, such as conductor's platform, folding table, etc. Epiphany has a limited number of stands, so please confirm the quantity ahead of time. Kindly indicate chair arrangement or other setup details that would be helpful. If you plan to rent choral risers from an outside source, please let us know here. Epiphany's Event Sexton can assist your group in setting up and breaking down.

Parish Community Hall Use for Primary Event ~ $175 first hour, $125/hr thereafter

Please indicate "Yes" if this space is requested for your main event. (Do not enter "Yes" if the Parish Hall will only be used for a reception after your main event in the Church/Sanctuary.)

Purpose of Community Hall Use:(Required)

Please check all that apply.

Reception/Banquet

Meeting

Presentation

Use of Overhead Projector/Movie Screen

Other (Please Specify)

Please Specify Other Purpose for Community Hall Use:

Special Instructions for Community Hall Setup:

Please indicate any setup instructions or other details that would be helpful. For example: tables with chairs, or theater style chair arrangement, number of guests expected, or any other church resources you might require, such as a speaker's podium. Epiphany's Event Sexton can assist your group in setting up and breaking down.

Willard Conference Room Use ~ $80 first hour, $25/hr thereafter

Please indicate "Yes" if this space is requested.

Purpose of Willard Room Use:(Required)

Please check all that apply.

Meeting/Conference

Green/Dressing Room

Use of Yamaha Upright Piano

Use of Wall Monitor/Webcam

Other (Please Specify)

Please Specify Other Purpose for Willard Room Use:

Special Instructions for Willard Room Setup:

Please indicate any setup instructions or other details that would be helpful. For example: special table or chair arrangement, number of guests expected, or any other church resources you might require. Epiphany's Event Sexton can assist your group in setting up and breaking down.

Kitchen Use ~ $250

Please indicate "Yes" if this space is requested.

The kitchen may be used as a staging area for receptions, including use of the refrigerator, microwave and sinks. The large coffee brewer is available, but must be operated by church staff. It does not include use of the stove/oven or the dishwashing machine, or use of the church’s dishes, glassware, flatware, or utensils.

Serving of Alcohol

Please indicate "Yes" if you intend to serve Alcohol at your event.

Requirements for Serving of Alcohol

If alcohol is to be served (Community Hall only) the person or organization hiring the space MUST either present proof of insurance, including the addition of The Church of the Epiphany as a named insured OR hire a licensed caterer or bar tender who can produce proof of insurance. If alcohol is served, a suitable non-alcoholic alternative must also be offered.

Date & Time Details

Date of Event:(Required)

Please submit each date/event separately. For example, if rehearsal and concert are on separate days, submit this form twice, once for each date.

Arrival/Access Time

This is when you will need access to the space, including time for setup and preparation. Allow enough time before the event starts:

Arrival Hour:(Required)

Quarter-hour:(Required)

AM/PM(Required)

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Arrival Time Calc

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Event/Performance START Time

This is your showtime, or when your event actually begins:

START Hour:(Required)

Quarter-hour:(Required)

AM/PM(Required)

Event/Performance END Time

This is when your show or event is over:

END Hour:(Required)

Quarter-hour:(Required)

AM/PM(Required)

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START Time Calc

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END Time Calc

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Please Enter AFTER-EVENT RECEPTION Start Time:

Note: Receptions held in the Community Hall after an event in the Church are charged at the Community Hall Subsequent Hours rate, beginning when the event in the church ends. (If your event itself is a Reception in the Community Hall, click "No" in the "Reception After Church/Sanctuary Event?" section above, and click "Yes" in the "Parish Community Hall Use" section which follows it.)

Reception Hour:(Required)

Quarter-hour:(Required)

AM/PM(Required)

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Reception Start Calc

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Recep minus End Calc

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Recep minus Arr Calc

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WARNING: Please Check Your Time Entries!

A Post-Event Reception in the community hall must start after the event in the church/sanctuary ends.

Departure Time

This is when you will be out of the space, after all break-down and clean-up. Be sure to allow enough time after the event ends:

Depart Hour:(Required)

Quarter-hour:(Required)

AM/PM(Required)

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Departure Time Calc

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TotalTime Calc

hidden: Departure minus Arrival

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ReceptionLength Calc

hidden: Dep minus Recep

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Start minus Arrival Calc

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End minus Start Calc

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Dep minus End Calc

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WARNING: Check Your Time Entries!

A Post-Event Reception in the community hall must start before your departure time. Please make corrections before submitting this form.

WARNING: Check Your Time Entries!

Please enter all Times consecutively: Arrival, then Event Start Time, then Event End Time, then Departure Time. These times cannot be the same as one another or out of order. Please make corrections before submitting this form.

Charges

Please Note: The Church of the Epiphany reserves the right to correct inadvertent errors, or to adjust the total to reflect circumstances not covered herein, or agreed to separately. An invoice for the total amount of your group's space use charges will be issued separately.

There is a minimum 1 hour charge for use of a space. Fees are calculated from the time of your arrival until your departure, including all setup and breakdown. Arrival and Departure times should be followed strictly.

For all events, there is a required Sexton fee totaling $30 times one more than your total number of hours in the space (e.g. a 4-hour event would be charged $30 x 5 = $150). The church’s sexton or a substitute hired by the church, will be on site and available to assist in a successful event, arriving ahead of your group and staying afterwards for clean-up and resetting of the church. This is to assure that the building is open when you arrive and that it is ready for the next event or the next day’s activities. The sexton’s services include providing chairs, music stands, tables needed for set-up. If requested, they can assist in arranging the space. The sexton will admit your group while maintaining the security of the building. The sexton will open the doors to the public at the time you request, if your event is public. The sexton will assure all restrooms are fully stocked with toilet tissue and hand towels. The sexton will provide security at the building entrance; however, neither the church, nor its staff, assume any responsibility for lost or stolen articles left unattended. A closet is available for locking away performers’ belongings.

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Sexton Rate

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Kitchen Use Price

per event

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Organ Use Price

per event

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Piano Use Price

per event

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Church 1st Hour Rate

Minimum charge

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Church Subsequent Hour Rate

Rate after the first hour

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ParHall 1st Hour Rate

Minimum charge

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ParHall Subsequent Hour Rate

Rate after the first hour

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Willard Rm 1st Hour Rate

Minimum charge

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Willard Rm Subsequent Hour Rate

Rate after the first hour

Church/Sanctuary Use Fee

Piano Use Fee

Organ Use Fee

Community Hall Fee for After-Event Reception

Parish Community Hall Event Use Fee

Willard Room Use Fee

Kitchen Use Fee

Sexton Fee

Other Fees

If you have agreed separately with Epiphany to pay a fee for some unusual resource or space use, please enter the agreed price here. Otherwise, please leave this blank:

Other Fees - Explanation/Notes

Please note the reason for the Other Fees:

NOTICE: You Have Not Selected the Space for Use.

Please select the space you wish to use: Church/Sanctuary, Parish Community Hall, or Willard Room!

Total Fees

Deposit and Payments

A non-refundable 25% deposit must be received in order to reserve the church. For first time users, the deposit is 50%. Full payment is due 30 days before the event. Payments can be made by check or online here.

25% of Total

50% of Total

Fine Print

Epiphany Contacts:

Prior to the event: Parish Office telephone: (202) 347-2635 ext. 403 | Email: [email protected]

Day of Event: Event Sexton phone number to be provided

Cancellation Information: In case of cancellation seven days or less prior to the reserved date on which activities are expected to begin, the entire fee will be forfeited (or due, to the extent not yet paid). If an event is cancelled during the period 30 days to 8 days prior, then one half of the fee will be forfeited (or due, to the extent not paid). There is no penalty for cancellation due to severe weather or natural disaster; or if, for any emergency, the church is unable to hold your event. In such a case, the entire fee will be refunded, and you will be given an opportunity to reschedule your event. Note: the church follows the US Government's weather cancellation decisions.

If equipment or large musical instruments must be delivered ahead of an event’s scheduled setup time, arrangements must be made at least a week in advance through the parish office to avoid conflicts with the church and parish schedule. This refers specifically to delivery only. Setup of equipment must occur during the group’s scheduled space use.

Parking is not available on Church property for event attendees, and is not guaranteed for event organizers or performers.

It is the responsibility of the organization using space to assure that all church property is protected from damage caused by the use of church space or property. This includes, but is not limited to, protection of the flooring from damage caused by choral risers or musical instruments.

At no time is the Church of the Epiphany responsible for the instruments or other property belonging to users of church space. The Church of the Epiphany is not responsible for articles left in the buildings by groups or individuals who use the space.

Policies will continue to evolve over time.

The signatory below affirms entries to this form are correct, agrees to have read and to understand the Church of the Epiphany Space Use Policies contained herein, and agrees to abide by them.

Signatory Name(Required)

First Last

Today's Date

Signature(Required)

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Space Selected OK

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ReceptionTime OK

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Times OK

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Name

This field is for validation purposes and should be left unchanged.