Spring Church Bed and Breakfast

The Barn @ Spring Church Facility Use Policy

 

General Information:  The members of Spring Church Bed and Breakfast, LLC has decided to make its facility available for use by groups and organizations on a first-come, first-served basis. The facility is available for use by community organizations for functions consistent with our desire to provide hospitality to our Bed and Breakfast travelers as well as the local community. The facility may be used by; individuals, non-profit organizations, governmental agencies, and business/industry partners. Individuals may request the use of the facility if consistent with the usage policies set forth in these guidelines.  Wedding and Large events are required to have an Event Coordinator.  Use of the facility is separate process from guests’ staying at the Spring Church Bed and Breakfast, LLC and must be coordinated with the Facility Manager and reserved separately. Spring Church Bed and Breakfast, LLC reserves the right to deny use of its facility for reasons deemed sufficient by its members. 

 

All parties, including the renter, coordinators, decorators, caterers, DJ, bands, and all others involved in any event, are required to meet with the Facility Manager to discuss the Policy requirements. Renters must disclose any items they intend to bring into and/or use, at the facility. The Barn at Spring Church shall have the right to refuse use of any item(s) identified. The undersigned "Renter" shall be at least 21 years of age and shall be legally responsible for compliance with all articles of this policy and be responsible for any damage which may occur to the facility because of the usage covered by this rental. The undersigned renter shall always be present during the reservation period. All renters are REQUIRED to complete a facility walk-through prior to the event date(s). 

 

Facility and Resources Available: The Barn at Spring Church is a 2400 square foot open space that contains 2 bathrooms and warming kitchen. The facility is, currently, equipped with tables and chairs for seating 80 people. The Maximum capacity of seating our 30x60 foot Banquet room (15 sq.ft per person) is 100 people, depending on how the room is arranged.  Renters must provide additional tables and chairs to support guests of over 80 people. Currently, a 16x40 swimming pool is provided for renters to enjoy at no cost. Swimming is at your own risk and renters are Required to provide a lifeguard at poolside. Rules are posted and must be followed to ensure safety of swimmers.  The kitchen is available for warming food via cooktop, ovens and microwave. A charcoal grill and propane burner are available but must be used on the rock surface outside of the facility. Individuals using a charcoal grill or propane burner must buy charcoal, lighter fluid, propane tank and remain present throughout the cooking period. Disposal of charcoal must be contained in foil and thrown out with the trash.  A refrigerator and freezer are also provided. The facility is a No Smoking No pets facility. No smoking is permitted within 25 feet of the building, which includes the Swimming Pool and Lounge Gazebo.  A designated smoking area is located on the lawn in front of the greenhouse and gravel area.   The Barn at Spring Church is located on a working farm with Spring Church Bed and Breakfast and Greenhouse, Animals and farm equipment.  Renters and guests are not permitted to go into the Bed and Breakfast (without reservation) nor greenhouse, touch animals or farm equipment. Taking pictures with animals is permitted but renters and guests must remain outside the animals area.

 

The Reservation Process: To reserve the Barn at Spring Church, contact the Facility Manager;

 

Edward F. Pitts Sr

928 Spring Church Road

Skippers, Virginia 23879

540-273-2818

Administrator@Springchurchin.com

 

Once an interested renter contacts the Facility Manager, the requested date(s) WILL ONLY BE PLACED on the calendar AFTER the following has been completed:

 

1. Renter(s) must fully complete and sign The Barn at Spring Church USE POLICY and the FACILITY RESERVATION FORM. The form needs to be submitted to the Facility Manager in person or via e-mail. If alcohol is being served to the public a ABC License must be requested. A Certification of Insurance is Required for all events.

 

1. Once the USE POLICY and the FACILITY RESERVATION FORM are received, it will be reviewed for approval. After approval, the renter must submit the Security Deposit (50% of the Rental, plus the Cleaning and Damage Fee) to secure the date and be placed on the calendar. Renters will only be placed on the calendar once this process has been fully completed.

 

Facility Use Fees: Credit cards are the preferred method of payment via Spring Church Bed and Breakfast, LLC website. 

 

Security Deposit

 

The Security Deposit consists of 50% Reservation Fee (non-refundable), Cleaning Fee (non-refundable) and Damage Fee (refundable) will be required to secure the date(s) requested and to be placed on The Barn at Spring Church rental calendar. The remaining payment will be due no later than 30 days prior to the first day of rental.

                                                                            

Reservation Fee

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• The Barn at Spring Church (seats 80 with kitchen and 2 baths)

  • Friday - Saturday - $1250 for one day (11am – 11pm)

  • Sunday – $600 for one day (11am – 11pm)

  • Monday – Thursday - $500 for one day (10am – 10pm)​

 

Cleaning Fee $300.00 (Non-Refundable)

 

The Barn at Spring Church has contracted for cleaning and disposal as described under Cleanup Procedures. 

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Damage Fee $500.00

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Upon inspection of the room by the Facility Manager and/or identified representative, a decision will be made regarding the return of the Damage Fee. Failure to follow the guidelines listed in this policy may result in the loss of the damage fee, plus the cost of any applicable damages.  The renter will be returned this fee if no damage occurs.

 

Setup of the Facility

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The renter is responsible for arranging, setup/tear down of all tables/chairs for their event.  This includes how and where food and gift tables are to be arranged.  The renter must schedule an appointment for the walk through with the facility manager. 

 

Rental of the Facility Includes the following:

• 8 - Round tables (60” each) 

• 8 - Rectangular tables (72x30') 

• 88 – Chairs (Round Back Style)

• 4 – 32-gallon trash cans with bags

• 1 – Rolling Storage carts (dolly)

• Use of kitchen facilities, Refrigerator, Dishwasher, Cooktop, Microwave and Wall oven.

 

Audio Visual (AV) Equipment:

 

Currently, AV equipment is available for use during the rental period. A separate fee is not required for the use. The renter is responsible for the AV system, 60 inch Samsung TV and all of its components, including but not limited to, its Sound Bar, remotes and cables. Renter will be liable for replacement costs of all missing and/or damaged AV system components. Renters are responsible for bringing a laptop/tablet, if they want to project images onto the TV screen. Renters are REQUIRED to set an appointment with the Facility Manager for a Standard Operations Procedure walk-through prior to the event.

 

DO NOT use any personal cords for the AV system. They will be provided by the facility. No decorations are to be in, on, or around any AV system apparatuses. (Including projectors and screens)

 

Cancellation and/or Termination of Event Rental:

 

Cancellation Due to Emergency circumstances

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Cancellation of a scheduled event may be necessary to accommodate an emergency circumstance. In cases of fire, flood, financial or acts of God where the facility is unavailable, the Renter will be notified, and all funds will be returned except the Reservation Fee.

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Termination of Rental/Event

 

Spring Church Bed and Breakfast reserves the right to terminate an event at any time if the policies and procedures outlined in this agreement are not followed. Termination of the event will result in the loss of Reservation fee and the renter will receive the cleaning and damage fee.

 

Cancellation by Renter

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Cancellation less than sixty (60) days prior to an event forfeits all payments.  That includes, the Security Deposit consisting of 50% Reservation Fee, Cleaning Fee and Damage Fee.

 

           

Types of Events:

 

The facility is available for a variety of events, including receptions, reunions, business meetings, birthday parties, weddings, workshops and seminars. Activities shall not be discriminatory or abusive of others by reasons of age, sex, religious beliefs, national origin or disability.

 

 

Facility Guidelines and Restrictions:

 

Renters must disclose any item(s) they intend to bring into, and use, at the facility.  The Barn at Spring Church shall have the right to refuse use of any item(s) identified.

 

Decorations

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• Decorating must be done within the rental period; if you or your decorator needs additional days to decorate or break down, additional rental days, including any applicable fees may be required.

• If balloons are part of the decorations, the renter should be extra cautious in the handling of balloons to prevent balloons from releasing and lodging in the ceiling, ceiling fans and/or rafters. Failure to follow may result in losing a portion of the damage deposit. The renter must notify the Facility Manager of any ceiling decorations planned.

 

The following items are Not Permitted

 

• Tables and chairs cannot block entry and exits.

• Glass cups, plates nor bottles are permitted, Wine and Liquor bottles 750ML is permitted inside the facility only.

• No decorations, on, or around any TV system nor speakers/soundbar.

• Glitter, sand, and/or confetti is strictly prohibited.

• No staples/screws/nails or other fasteners shall be used on outside siding, walls, ceilings, counters, tables and/nor chairs.

 

Drones or surveillance equipment

 

The use of drones and surveillance equipment, including multi-rotor, fixed wing, single rotor and hybrid designs are strictly prohibited on the Spring Church Bed and Breakfast grounds.

 

Tampering with equipment

 

Tampering with or trying to gain access to equipment, including, but not limited to, electrical panel boxes, storage room, AV equipment cabinet is prohibited. Renters and guests are NOT allowed to turn off or tamper with the electrical panel boxes. If an issue arises, the renter should immediately contact the Facility Manager for any maintenance issues. Failure to follow this policy will result in the loss of your security deposit and renter will be responsible for any damages that are incurred as a result of not following this policy.

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Blocking or moving Fire extinguishers

 

Renters are prohibited from covering up fire extinguishers located in the facility and kitchen. Renters are also prohibited from blocking the view of, or blocking access to, fire extinguishers. Fire extinguishers should be accessible at all times and should never be blocked or removed from the walls. Failure to follow this policy may result in the immediate termination of your event and loss of security deposit.

 

Required Exits and Egress

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All entry/exit doors and Garage door sensors shall remain clear and free of obstructions. The Garage door should be used for emergency purposes at the judgement of the renter. The renter will receive garage door instructions from the facility manager during the walk through.

 

 

Stage and Raised platforms

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Renters who wish to use a stage or raised platform for an event must discuss with the Facility Manager prior to the event for approval. When a stage or raised platform is used, protective padding is required to prevent damage to the floor.

 

Wedding Departure celebrations

 

The use of birdseeds, rice, or any flamed sky lanterns are prohibited within the facility. All wedding departure celebration props must be discussed with Facility Manager.

 

Pyrotechnics, Firearms, knives, Open flames, Tents, Supported Structures and Riding devices

 

All pyrotechnic displays, firearms, knives and open flames indoors or outdoors shall not be permitted. Tents and other temporary structures to be used on the property require pre-approval by the Facility Manager. Before approved tents and other temporary structures can be staked in the ground, the Facility manager must locate utility lines. Inflatable structures and buildings (including bounce houses) are not permitted inside the facility.  Bounce Houses are used at your risk and must be coordinated with the Facility Manager. All riding devices, including ATV’s, mechanical bulls, are not prohibited on the property unless used for Security and cleared with the Facility Manager.  ​

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Food and Refreshments

 

It is the renter’s responsibility to acquire any permits necessary for their event (Caters/Vendors). The renter is responsible for providing refreshments, cleanliness during the event, placement of trash in containers, mopping spills and the repair of any damaged or soiled furniture, floors or walls. Frying and/or grilling is not permitted inside of the facility. The renter is responsible for the cleanup of any outdoor areas that are utilized, including debris from cooking outside. Food should not be disposed of outside on the grounds. Large Trash cans are available and renters are responsible to maintain all garbage. Spring Church Bed and Breakfast will not assume responsibility for any food and refreshment service. The renter must obtain items such as tablecloths, water pitchers, eating and cooking utensils, plastic, aluminum and paper products, etc. The use of glass is discouraged but can be used at the discretion of the renters. Renters are required to adhere to the Code of Virginia with respect to Virginia Health Department permits and/or requirements.

 

Alcohol

 

Renters are required to adhere to the Code of Virginia with respect to Alcohol Beverage Control permits and/or requirements. It is the renter’s responsibility to acquire any permits necessary for their event.

 

Renters must be in strict compliance with all the laws of the State of Virginia. Rules governing alcohol and applications can be found at the following link: https://abc.virginia.gov/licensing

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Alcohol is allowed in and around the facility, gazebo (paper, plastic, aluminum) or parking lot and Not permitted in the swimming pool.

 

Any person who cannot act responsibly will be managed by the Renter. The Greenville County Sheriff’s department will be called, as a last resort, but must be called if Any person must be removed for public intoxication or inappropriate behavior.  

 

A license is required and a copy must be provided once obtained with 30 days of event.

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Security

 

The Renter is responsible for all security for its event/guests. Renters are asked to use their judgement when deciding whether or not to hire security for an event. The Facility Manager, based on size and nature of the event can require the renter to obtain security. 

 

Third Party Rental

 

Renters may not book the facility for the purposes of renting to another party ("third-party rental"). Third-party rentals will result in the loss of rental privileges and any fees for all parties involved.

 

Obscenities or Inappropriate behavior

 

The Renter is responsible for the overall behavior of all guests during the rental period. Any obscenities, lewd, obscene, or disruptive behavior will not be tolerated. Any obscenities may result in the person(s) and or entire function being asked to leave the premises by the Facility Manager, and/or Sheriff’s Department. No refund shall be given.

 

Behaviors on the Property

 

In order to maintain a safe environment, renter(s) and their guests, including children, should refrain from horseplay, including running through the facility, swimming pool area, in and out of the bathrooms and any other activities that may result in injury to oneself or others and/or damage to the facility. In addition, the renters, and their guests, including children, should refrain from horseplay outside of the facility, around the Bed and Breakfast, Farm equipment or Animals. The renter is responsible for the behavior of all guests during the rental period. If damages occur, a portion of, or all of the security deposit will be withheld. Renters and their guests are responsible for the supervision of children at all times, both inside the facility and outside grounds.

 

Tobacco/Marijuana Smoke Free Environment

 

No tobacco, marijuana products, lit or otherwise, including, but not limited to, cigarettes, cigars, chewing tobacco, dip, snuff, vapors, electronic cigarettes (e-cigs), etc…may be used within the facility. Renters are asks to insure the use of Tobacco and or Marijuana is permitted 25 feet from the facility or beyond the smoking area if it is offensive to other quests or event participants.

 

Tickets/Admission Charges/Donations

 

An organization must be organized and operated exclusively for exempt purposes as set forth in section 501(c)(3) of the IRS charity requirements, and none of its earnings may provide profit to any private shareholder or individual in order to include the sale of any item(s) at its event.

 

Advanced ticket sales will be allowed only with prior approval from Greensville County. Written requests must be submitted to Greensville County before ticket sales are advertised or a minimum of 2 months prior to the event. All non-profit organizations must provide a copy of their tax exempt 501 (C) (3) letter to be placed on file for all current and future events. 

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Parking​​

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Parking is located in a roped off area behind the main house.  Parking for persons with the Disabilities and Elderly is located in the parking lot next to the Barn. We ask that the a Disable and Elderly are given the opportunity to park in that designated area.  Event participants are not to park in the front of of house for any reason.

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Liability

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Renters and organizations are responsible for the conduct of their guests while in the facility. Renters must agree to assume full responsibility for liability, injury or damage to persons or property to the extent caused by the negligence or willful misconduct of renter and their guests. A statement of insurance covering use of the facility is required prior to use. The Spring Church Bed and Breakfast, LLC accepts no liability for loss or damage of renter’s personal property.

 

It is understood and agreed that the renter will indemnify and save harmless the Spring Church Bed and Breakfast, LLC, its agents and employees from any and all liability, claims, expenses, costs, and attorney’s fees caused directly or by its negligent use of the facility.

 

It is further understood that the Spring Church Bed and Breakfast, LLC shall not be responsible for any property damage to others or personal injury to others, including death, that may arise out of the use of the facility, except to the extent caused by our negligence or willful misconduct.

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Clean up Procedures

 

Renters are required to maintain cleanliness through out the rental period.  That includes; cleaning and clearing tables, sweep trash, mopping spills, trash disposal inside and outside the facility, pool, gazebo and grounds. At the end of the event, all trash is to be assembled at the designated trash can location.

 

The Barn @ Spring Church provides garbage cans and garbage bags for the convenience of the renter. All cleaning supplies can be found in the kitchen area and/or storage room (broom, dustpan, mop & bucket) along with extra trash bags. The renter is required to complete the following clean up tasks during the event:

• Clean off all tables and wipe up any spills. Stack tables and chairs

• Maintain cleanliness of the floors in all areas of the facility, bathrooms, kitchens, outside grounds, swimming pool and Gazebo, etc.

• Mop up any spills on all floors. Clean up any food and/or drink spills on flooring. Mop kitchen floor.

• Facility must be cleared of your decorations and/or supplies including Main room, restrooms, kitchen, hallways, pool gazebo and outside grounds.

• Do not leave personal items in the facility. Spring Church Bed and Breakfast, LLC is not responsible for items left behind.

• All food and drinks, brought in by renters, must be removed from refrigerators and freezer.

• At the end of the event, the Facility Manager will take over, mop floors, clean bathrooms, kitchen and appliances and complete the cleaning to rental condition. 

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Maintenance Issues

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If any maintenance issue arises within the facility, before, during or after an event, do not attempt to fix it.  Immediately contact the Facility Manager directly or at the cell phone provided. The Facility Manager or on call Representative will be on the premises.  Failure to follow this policy will result in the loss of your security deposit and renter will be responsible for any damages.

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Please proceed to the Certification of Insurance Policy Tab and Reservation policy and Security Deposit Agreement Tab for your signature

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