Public Use Request

Name *

First Name

Last Name

Phone *

(###)

###

####

Is this event for a Non-Profit? *

Yes

No

WHO is this event FOR? *

General Public

A specific segment of General Public*

Our Organization & those we serve (students, clients, etc)

Regional assembly of churches or organizations

A specially (privately) invited group

Other

Is this a ticketed event? *

Yes

No

What is your preferred date for this event? *

MM

DD

YYYY

What is your second choice date? *

MM

DD

YYYY

What time will your event START? *

Hour

Minute

Second

AM PM

What time will your event END? *

Hour

Minute

Second

AM PM

What time will you ARRIVE to set up? *

Hour

Minute

Second

AM PM

What time do you plan to LEAVE (after cleaning up)? *

Hour

Minute

Second

AM PM

Please select one: *

This is a ONE TIME event

This is a WEEKLY event

This is a BI-WEEKLY event

This is a MONTHLY event

This is a QUARTERLY event

Will there be a rehearsal *

Yes

No

What date is your rehearsal?

MM

DD

YYYY

What time will REHEARSAL start?

Hour

Minute

Second

AM PM

What time will REHEARSAL end?

Hour

Minute

Second

AM PM

Insurance

A certificate of insurance naming Bethel as Additional Insured is required. Can you provide this certificate?

Yes

No

Facilities *

• Food is only allowed in the Aviv Gallery and Room 501 • Your organization will be responsible for tablecloths, flatware, paper goods (plates, bowls, napkins, cups), coffee makers, and consumables (coffee, creamer, sugar, sterno, etc). Dunkin Donuts, down the street, has boxes of hot coffee with cups, sugar, creamer, lids, and stirrers for a reasonable price. • Only professional caterers or licensed food handlers are approved to prepare food for events held at Bethel. OR you may bring in commercially prepared foods (store-bought, or from a restaurant) This is a Health Department regulation. • All deposits and balances are required to be paid PRIOR to the event. Without payment, Bethel reserves the right to cancel the event. • Administrative Fees are non-refundable. • Deposits are only refundable if the event is cancelled within 30 days of the event date. • NOTE: Most of our projectors use VGA connections. If your laptop is not equipped with a VGA port, you will need to bring your own adapter. Please select ALL the areas that you would like to rent for your event.

Main Sanctuary: Capacity 1200 - $3000 per day; $2500 per evening - Tech staff needed: 3-15 depending on needs

Historic Sanctuary: Capacity 600 - $2250 per day; $1700 per evening - Tech volunteers needed: 1-2

Cafe Aviv Gallery: Capacity 50 - $500 per event; $250* - This space has a sound system, and can play either from your phone/ipod or CD's. A screen and projector can be set up, but you MUST bring your own laptop.

Room 501 - Capacity 50 - $200 per day; $100* - This room has a projector, screen, and speakers for PowerPoint/Video presentations BUT you must bring your own LAPTOP with VGA connection (rectangular slot with 3 rows of little holes)

Cafe Study (Room 424) - Capacity 20 - $150 per day; $75*

The Link (fellowship hall) - Capacity 175 with tables & chairs; 220 lecture seating - $1500 per day. This room has a projector, screen, TV w/cart, max. 4 microphones

The Link Kitchen (for meal prep) - $500 flat fee (Usage granted by special permission only through the OPS Team)

Additional Rooms - $150 per day; $75*

Gymnasium (Room 204) - Capacity 50 - $100 per 2 hr use; $50*

Other - PLEASE NOTE IN COMMENT SECTION WHAT YOUR REQUEST IS

Additional Needs *

A four hour minimum allows one hour prior + one hour after the event to ensure enough time for proper set up/tear down. If your event is an odd number, round up to the nearest hour. (Example: 5 hour event will be billed as 6 hours) Please note that a custodian will be hired for ALL events

Sound Director

Media Support

Custodial Support

Hostess Support

Administrative Support

Utility Support

Something Else - I WILL NOTE IN THE COMMENT SECTION

Additional Needs: Media Director

Four Hours: $140

Six Hours: $210

Eight Hours: $280

Ten Hours: $350

Twelve Hours: $420

Addtional Needs: Tech Support

Additional Techs (lights, media) assigned at the discretion of the Bethel Media Arts Director

Four Hours: $60

Six Hours: $90

Eight Hours: $120

Ten Hours: $150

Twelve Hours: $180

Additional Needs: Custodial Support *

Please note that ALL events will be charged a custodial fee

Four Hours: $120

Six Hours: $180

Eight Hours: $240

Ten Hours: $300

Twelve Hours: $360

Additional Needs: Hostess Support

Four Hours: $120

Six Hours: $180

Eight Hours: $240

Ten Hours: $300

Twelve Hours: $360

Additional Needs: Administrative Support

Administrative Fees represent the amount of time required to facilitate your event. These are non-refundable.

Tier 1: $50 (Private Parties, ie Showers, Birthday, Rehearsal Dinners, etc)

Tier 2: $150 (Community Meetings, Recitals, etc)

Tier 3: $500  (Conferences, Graduations, Concerts, Fundraisers, etc)

Additional Needs: Utility Support

Main Sanctuary: $100 per event; per day

Historic Sanctuary: $100 per event; per day

Cafe Gallery: $50 per event; per day

Do you need a podium?

(If you select "NO" then a podium will be moved aside even if the room set-up you choose shows a podium in place)

Yes

No

Will food be served at this event? *

Note: Food can only be served in the Aviv Gallery, Room 501, and the Green Room

Yes - Prepackaged Food (cheese, chips, crackers)

Yes - full licensed caterer/pizza

No - no food will be served

If you are reserving Room 501, how should the room be set up?

Round tables with chairs

Round tables with chairs + 2 long tables for food in the back

Rectangular tables with chairs - classroom style

Chairs facing the chalkboard/screen - classroom style

Custom - Please draw your plan out on paper and present to Facilities Coordinator

If you are reserving the Aviv Gallery, how should the room be set up?

As - is

As - is + 2 long tables inside Gallery for food

As - is with 2 long tables outside Gallery for food

Do you want a Registration Table outside of the Gallery?

Yes

No

What Are Your Sound Needs? *

If you plan to have any live music at your event, you will require a sound tech. Even if you are providing your own musicians, you must communicate with Bethel's Sound Director for instructions about using our stages and equipment. Please note your needs below.

I need a microphone; we have at least one speaker

Yes - we will have music at the event: single musician, live band, etc.

Yes - we will have music at the event using our laptop/phone

No - there will be NO LIVE MUSIC at this event at all. In the event that your needs change, notify the Facilities Coordinator IMMEDIATELY. Much planning and scheduling goes into preparing for any event.

No - there will be NO SPEAKER at this event

Will your event need anything projected on screens? *

(i.e. - lyrics, PowerPoint, video, screen-share, etc) Please note that this information must be received within 2 weeks prior to the event. Select ALL that apply.

Lyrics

PowerPoint Presentation (Please save as ppt, not pptx or pps if providing the file to be used on Bethel computers)

Video from DVD (please bring a laptop that can accommodate, as there are not DVD players in most rooms)

Video from Internet (you'll need to communicate with Media Arts Director for instructions)

I need a TV and will use my own laptop

NO - We require NO projections

Would you like this event added to the public Bethel Calendar that is posted on our website? *

Note, publishing this event is subject to the approval of the Managment Team

Yes

No