Scheduling Guidelines
Scheduling Requirements
Room requests should be submitted no fewer than four (4) weeks before the first date of the requested event whenever possible. Facility availability is subject to worship services, church ministries, school activities, funerals, weddings, facility maintenance, and other previously approved events. Because not all events appear on the public facilities calendar, Users are encouraged to contact the church office to confirm availability before making event plans.
Event Responsibilities
Several items need to be considered for all events. If you are unclear on these considerations, please contact the church office with questions ahead of the event. Make sure you are aware of our facility-use policies, fees and our LCMS Belief Statement.
Communications
All communications regarding events hosted at St. John’s Lutheran Church and School must comply with the church’s communication and branding guidelines. Requests for church announcements must be approved by an authorized staff member. Printed and digital materials shall follow St. John’s branding standards, and the Media Coordinator reserves the right to modify submitted artwork to ensure branding consistency and image quality. Events may not be advertised as official St. John’s events or posted on the church’s or school’s official social media accounts without prior approval, and no event shall be publicly promoted until facility approval has been granted.
Fees and Payment
Applicable facility rental fees shall be determined by current St. John’s Lutheran Church and School Facility Fee Schedule. Current standard rates include:
- Gymnasium: $100 per hour
- Other spaces are available upon request, as determined by church/school staff.
Unless otherwise arranged in writing, full payment is due no later than seven (7) calendar days before the scheduled event. Failure to make payment may result in cancellation of the reservation.
Set-Up and Clean-Up
Unless otherwise approved:
- Set-up shall occur only during the reserved time.
- Additional set-up time must be reserved separately.
- Facilities may not be accessed days before an event unless specifically approved.
The User agrees to leave the facility in equal or better condition than it was found. The event is not considered complete until all cleanup responsibilities have been fulfilled. If excessive cleaning is required, additional labor charges may be assessed.
Forms
Please use the Room Request Form below to submit your event for approval.
Fundraising events require additional approval. If the event includes fundraising, donations, or special collections (including food, clothing, school supply, or similar drives), the User must complete the required Fundraising and Special Collection Form. Facility approval will not be finalized until all required forms have been submitted and approved.