Scheduling Guidelines
No events will be added to the official calendar unless approved first by specific church or school staff and by our office manager, Marybeth Nicklaus.
To be added to the calendar, this form must be filled out at least two weeks in advance of the first day of the event.
Keep in mind that while we have a link to our facilities calendar online, not all events or meetings are listed and so a call or email to the church office is appropriate: 952-448-2433 or marybeth.nicklaus@stjohns-chaska.org.
Event Responsibilities
Several issues need to be considered for all events. If you are unclear on these issues make sure you ask questions ahead of the event. Make sure you are aware our facility use policies, fees and our LCMS Belief Statement.
Communications
- Announcements – General rule is that we will only make in-depth announcements if the event appeals to at least 50% of congregation. No announcement requests should be made on Sunday mornings.
- Graphics – Because we live in such a visual culture it is important for printed and digital use of images, we have these guidelines. No graphics will be used that are pixelated or have been incorrectly resized. Clip-art in general is to be avoided. Dennis Wallisch is available to make event promo graphics for your ministry. If you have specific elements for your theme, make sure we have your artwork in the office so our communications can be consistent. We will always air on the side of St. John’s Church or School branding.
- Social Media – Please do not attempt to post your events on the St. John’s Church or School Facebook page. Checking-in from your events is okay if not overused. If your event is designed as an outreach, please get your requests to the office for possible posting on that page. Do not post events until calendaring has been approved.
Payment
- We ask that you provide deposit or full payment for your event in a timely manner, ideally within the first three days after the start of the event or if it is an event that spans several weeks, within the final week of the event.
Clean-Up/Set-Up
- Do not expect that set-up can occur days before event. Always clear through calendaring process.
- The event is not complete until EVERYTHING is put away.
- Assume you must leave St. John’s cleaner than you found it. Including emptying trash and assuring no food or remnants are left for pests.
New People Information Gathering
- Events are about people! Make sure all new people info is collected for future invitation or outreach. Submit to church office ASAP.
Fees
The fees listed below are hourly rates.
Room 120 (Music Room ) – $20
B01 (Youth Room) – $20
B02 (Conference Room) – $20
Gym (Member-$20/Non-Member-$40)
Gym with Kitchen (Member-$40/Non-Member-$50)
Fellowship Hall (Member-$20/Non-Member-$30)
Fellowship Hall with Kitchen (Member-$30/Non-Member-$40)
LARGE EVENTS (over 30 people)
Gym/Gym Kitchen – $350
Fellowship Hall/Kitchen – $200
Deposit Charge List
Damage to facility or equipment (actual repair or replacement cost)
Not emptying trash receptacles ($15)
Not cleaning counters, tables, desks, ovens, etc. ($20)
Food clean-up fee ($40)
Not returning furniture and/or equipment to original position ($20)
Not turning off lights ($25)
Not picking up litter ($20)
Not closing or locking doors/facility ($100)
Lost Keys (full deposit)
Janitorial service required beyond normal maintenance (__hrsX$20/
hour)
Note: If the building is closed due to inclement weather all activities
are cancelled.
Forms
Please use the Room Request Form below to schedule your event. If this is a fundraising event, you must additionally fill out the Fundraising and Special Collection Form. This form requests more detailed information about the fundraiser or details about a special collection such as a food or clothing drive. The room request will not be approved for fundraisers if the fundraising form is not completed.