Facility Use Information & Request Form

St. Martin's is pleased to be able to make rooms available for rental or sharing with the goal of supporting parishioners and/or the community. Rooms available are:

Sanctuary - With seating for just about 170 people, the sanctuary is ideal for church services or lectures

Miles Hall - With room for 180 people seated around tables and a stage this fellowship hall / multi-purpose room is used for a wide variety of events. There are round tables and some rectangular tables to use. A basic sound system is available and can be used with very little training. An LCD projector is also available; laptop not provided.

Kitchen - Just off Miles Hall, the full kitchen can be used to prepare a variety of meals. It has a refrigerator, freezer, ice machine, grill, stove, oven, dishwasher, warmers, and a variety of other things typically found in a kitchen. (Kitchen use fee additional. This level usage would be $200.00.)
The kitchen can alternatively be used just as a cafeteria line with food which a group brings in. (Kitchen use fee for serving only is $25.00.)

Library - This room (lower level; elevator available) comfortably fits about 10 people, seating includes chairs and couches, it is good for small informal meetings.

Choir Room - is a very good class room, with a white board, comfortably fits around 25 people (lower level)

The Zig-Zag Building - has a variety of small to medium size rooms available for a variety of things

Wi-fi access is available in all areas

Fees
Fees assessed for facility use are determined by the function-- requesting organization (parishioner, SMEC partners, profit, non-profit organization) as well as the purpose of the event. Rates also apply only to/for a single room location (additional cost for multiple rooms will be applied).

A form to make an application or request is available further down this page.

Additional Information

Diocesan and Parish groups using the building will not be charged.
The fees are based on the purpose for the use of the buildings. (For example, a parishioner uses the facility for his or her business meeting; this is a for-profit organization using the building and will be charged the for-profit fees.)
Donations are always welcome from smaller groups using the facility to help cover general overhead costs.

Fees that apply to ALL rentals:

$125 - 150 fee (at our discretion) for cleaning of a single location -this can include some setup; $25 additional for cleaning of each additional location (i.e. Miles Hall AND sanctuary, AND narthex, etc.)
$25 per room/per hour for use of other rooms of the SMEC facility.

Other fees as appropriate:

All groups over 25 people may be required at our discretion to pay a refundable $100 building use deposit. This deposit may be used to cover any replacement or repairs needed due to the group’s building use. Typically this is requested for large groups or non-parishioners.
$25 Basic kitchen use fee for groups requesting use of the kitchen for serving (box or bag lunch/buffet style--no cooking!)
$200 fee for use of kitchen facility (stoves, dishwashers, or warmers, etc.); fees do not include provision of linens, table, dish, or glassware
$30 key deposit refunded when key is returned

GUIDELINES FOR FACILITY USE
The grounds and buildings of St. Martin’s Episcopal Church are available for church members, church organizations and organizations engaged in activities approved by the church and consistent with the parish mission statement. It is also part of the mission of this church to encourage and support community activities, and these policies and guidelines are not intended to deny access to the facilities. A maintenance fee will be required for use of Miles Hall, the Sanctuary and/or kitchen. Charges will be incurred for any damage to the building or equipment due to carelessness or misuse, or related cleaning fees.

ALCOHOL USE
The Diocese of Southern Virginia neither endorses nor condemns the use of alcohol on church property. Therefore, St. Martin’s requests that the following guidelines be observed:

Alcoholic beverages shall be limited to wine, champagne and beer.
When alcohol is being served, food and alternative non-alcoholic beverages will be provided and each type will be clearly labeled.
At all times, the organization or individual will be in compliance with the Commonwealth of Virginia law regarding consumption and serving of alcohol and liquor licensing regulations. Per guidance from the Virginia Department of ABC (Alcoholic Beverage Control), please note the following:
1. St. Martin's parishioners hosting a private event during which alcohol may be served are not required to purchase a license.
2. Non-parishioners hosting any type of event where alcohol may be served are required to have/purchase an alcohol license. If the event is catered, the caterer's license may be accepted in lieu of the specific individual having to purchase a license. *
3. If tickets are sold or a fee for admission is charged thus qualifying the event as "open to the public", or alcohol is SOLD-- a license is required for any occasion, any individual or organization. *

   Click here to view Virginia state licensing requirements related to serving of alcohol on our premises.
  Click here to apply online to obtain a Virginia alcohol banquet license. MINIMUM 12 days prior to event.

*Per recommendation from the Va. Dept of ABC that the church make provision for self-protection

GENERAL GUIDELINES AND POLICIES
Consent to abide by St. Martin's Guidelines and Policies is required for any facility use.

Smoking is not permitted in any part of the church.
No church items (chairs, tables, dishes, flatware, etc.) are to be removed from the premises, unless approved by the Parish Office.
The church facilities must be returned to their original condition, and all tables, chairs and kitchen equipment used shall be returned to storage or their previous arrangement. This shall include care of kitchen facilities, utensils, bowls, etc. are washed, dried, and returned to proper storage area.
All people must vacate the premises no later than 11 p.m., unless prior arrangements have been made through the Parish Office. The security system is self-arming.
Music and activities must not be so loud as to disturb church neighbors.
Personal items brought to the church for an event shall be removed from the premises the same day as the event unless arrangements have been made through the Parish Office.
Telephone use is restricted to local calls only.
Professional caterers employed to provide food and beverage will have full access to the kitchen, its appliances, and equipment. Caterers are required to adhere to all church and Health Department guidelines.
Any group using the church facilities must supply its own consumables/linens unless otherwise arranged. Church linens are not included in rental fees; please arrange to provide your own if desired for your function.
The event sponsor shall be responsible for ensuring that facilities are returned to their original state, that all lights are turned off, all appliances are off and all outside doors are locked and secure.
Fire safety laws and regulations are to be followed. No exits may be blocked.
All trash is to be put into bag-lined trash cans and tied close.
Facility keys must be picked up during regular church business hours by arrangement with the Parish Administrator. The key can be dropped in the Key Return Box at the end of the function.
If kitchen use is requested, we require an appt. with kitchen committee chairperson to review operation.
If applicable, a copy of the alcohol permit MUST be in the Parish Office by the last business day before the function.
The persons responsible for the event must be over 21 years of age and remain on the premises during the function.