As with any organization, it is necessary to have rules to simplify use of the facility. The Church’s facilities were provided by God’s benevolence and the sacrificial generosity of its members. All Church property is consecrated and set apart to worship God (Col. 3:17), and therefore is to be used exclusively to glorify God and edify the Body of Christ. Although the facilities are not generally open to the public, the Church makes its facilities available to approved [members and] non-members on a case-by-case basis as a witness to its faith, in a spirit of Christian charity, and as a means of demonstrating the Gospel of Jesus Christ in practice.  

The Church’s facilities may not be used for activities that contradict, or are inconsistent with, the Church’s beliefs, as summarized in the Church’s statement of faith, constitution, and other written policies. This restricted facility use policy is necessary for two reasons. First, the Church may not in good conscience materially cooperate in activities or promote beliefs that are contrary to its faith (2 Cor. 6:14; 1 Thess. 5:22). Second, the Church must present a consistent public witness to the community through its stewardship of its property. Allowing facilities to be used by those who express beliefs or engage in practices contrary to the Church’s faith would have a severe, negative impact on the message that the Church strives to promote and could cause confusion and scandal to Church members and the community. Therefore, only events that are consistent with the Church’s religious beliefs, as determined by [pastor/elders/official designee], shall be permitted.

GENERAL

1. Alcoholic beverages and illegal substances are prohibited anywhere on the property. Tobacco use is prohibited in the church facility or within 50 ft. of the church facility. No one under the influence of alcohol or illegal substances will be allowed to participate in programs or events.
2. Abusive language and inappropriate behavior is prohibited in the church facility and on church property. It is the responsibility of the primary contact to see that all persons participating in the event are informed concerning these matters.
3. Those using church facilities must confine themselves to the equipment agreed to under contract. Tables, chairs and equipment are not to be removed from the church facility or moved from the church facility or moved from other rooms and /or areas of the church without expressed permission from the event director.
4. The Guest/Member using the facilities is responsible for restricting the group to the approved area(s) of the facility.
5. The church assumes no liability for any personal property brought into the church or on the premises. Every possible effort will be made to protect personal items. However, the church will not be responsible for items lost, stolen or damaged. It is imperative that money, jewelry and other valuables not be left unattended.
6. No storage space will be provided for outside groups without prior approval and subject to availability. All property must be brought in and removed the day of the event. Any property left on the premises by those using the facilities will, after a period of thirty (30) days from the last usage, be deemed abandoned and will become the property of the church.
7. Members of the church staff are not permitted to sign for any outside event and/or related deliveries without prior arrangements by the event director.
8. The church reserves the right to remove, from the premises, any person(s) failing to abide by the church rules/policies. The conduct of all persons attending programs at the church is expected to be respectful of the environment of the Lord’s House.
9. When children (under age 18) are in attendance they must at all times be under the control of their parents or adults in charge of the activity and are not permitted to roam freely in the halls or other areas on the church property. All activities involving children must be carefully monitored and supervised by an appropriate number of responsible adults.
10. Be aware that your group may not be the only group in our facility. Stay in the area that has been designated for your use. If you must move through the facility, be mindful of others using the facilities. Enter the facility at your designated entrance. If sharing the facility, respect others by entering quietly.
11. Animals will not be brought into any part of the church facility. (Exceptions may be made for church sponsored ministries such as church plays or for service dogs aiding the visually impaired.) Dogs are allowed on the property; owners must clean up after them.
12. No sales of raffle tickets or other forms of gambling are permitted in or on the church property. Collection of money or admissions is permitted only as approved by the church.
13. The transfer or passing on assignment of permission to use church facilities to those other than to which the contract was made is strictly prohibited.
14. Food and drink are generally prohibited in the auditorium. (Exceptions to this policy include bread juice for Communion, church banquets and other activities approved by the church.)
15. All functions must end and the facility/grounds be vacated by the designated agreed upon time.
16. Visits to the church, in advance of the event, must be coordinated through the event director.
17. Use of the church office phones, copier, computers, digital camera and other related equipment is not allowed without the consent of the event director.
18. The Guest/Member is responsible for any damage to the facility during its use and for extra cleaning required as a result of its use. The church, in its sole discretion, may use the deposit money to defray any damage costs. If the cost of repair exceeds the deposit collected, then the Guest/Member must pay the remaining balance of those costs.

SAFETY/SECURITY

1. The Guest/Member renting the facilities is responsible and assumes liability for any personal injuries, personal property or damage to the facility and/or equipment. When damage/vandalism or accidents requiring clean up occur, promptly report the damage to the event director and/or church office. Replacement or repair will be at the discretion of the church and will meet the requirements of the church.
2. No flammable liquids, fire-producing chemicals, pyrotechnic devices, smoke generators and/or open flames in any form may be used on the church property (including candles and heating elements for food) without the written approval of the event director. Fireworks and firearms are not permitted on the church property.
3. The event director must approve any unusual activities involving the facility/grounds. Such activities may include, but are not limited to, use of fog machine, glitter and use of water other than drinking.
4. No paints, tapes or glue may be used on the property without the approval of the event director. No structural or non-structural work may be done on the facility without prior approval of the event director.
5. Do not hang anything from the ceiling, as this is a fire code violation. No nails, thumbtacks, screws or tape may be used to fasten decorations, posters or other items to walls, furniture or equipment. Any decorations, posters, signs, banners, flags, streamers, etc., that you wish to hang on walls, posts, beams, etc., within or outside the church must be pre-approved by the event director.
6. The doors are secured by a security system. Do not use anything to hold doors open. The event director must be notified of any need to keep entry doors open during non-scheduled times.
7. All stage scenery or props must be free standing. No nails, screws or stage hooks may be used without prior approval.
8. The Guest/Member is responsible for encouraging law and order during their event or obtaining, at their expense, the aid of local law enforcement. All false alarm fees resulting from emergency responses, setting off smoke detectors and other fire/smoke related occurrences are the responsibility of the Guest/Member.
9. Sex specific restrooms and changing areas are to be used by the designated biological sex only.

COMMUNICATIONS

1. Any advertising, publicity, posters, or other printed material using the name of the church must be approved. Promotional materials, advertising materials, and decorations must have the approval of the church prior to posting/disseminating.
2. Any advertising, for external events must include a disclaimer that the program is not endorsed or sponsored by the church (this disclaimer is not necessary for wedding materials). The church reserves the right to edit the disclaimer before publication and a copy is to remain in the office.
   3. Any bills, posters, or other printed materials for external events must include the name, phone number, and email address of a contact person from the Guest. Apart from the date and time of event, the church staff will not be responsible for communicating the details of any scheduled event.

KITCHEN USE

1. All requests to use the kitchen must be submitted to the event director for approval.
2. Take everything you brought with you and do not leave any food, containers, condiments, etc., that you brought to the kitchen.
3. Kitchen facilities are available for food and beverage warming ONLY. COOKING IS NOT PERMITTED.
4. All property in the kitchen including (but not limited to) silverware, dishes, pots, pans, coffee makers, linens, must remain in the facility. The Guest/Member is required to supply their own linens, dinnerware, silverware, pots, pans and other utensils unless expressly agreed to prior to use.
5. Clean/Wipe off the counters, stovetop, chairs and appliances.
6. All dishtowels are to be placed over the sink to dry.
7. Securely tie all garbage bags and place garbage in lined receptacles provided.
8. The floor must be swept thoroughly.
9. Under no circumstances is red or grape punch to be served in any areas of the church facilities without prior approval. Groups causing stains on the carpet/floors with these drinks will be billed for the cleaning or replacement of stained carpet/floors.
10. If the facility is left in a condition requiring more than the routine clean up, the Guest/Member will be charged a fee for any clean up needed beyond the standard fees (e.g. outside/professional cleaning service help). The facilities should be left in the same or better condition than at the beginning of usage.

• Before the premises are vacated, the Guest/Member must check that:
• Restrooms are clean and no water is left running.
• All rooms used are left clean. Any equipment used is cleaned and returned to its designated location(s).
• Garbage and trash have been put in plastic bags, securely sealed and placed in the lined receptacles provided and/or the dumpster.

The marriage ceremony is ordained by God and the entire ceremony should be considered a service of worship. Our facilities were thoughtfully and prayerfully built, and we endeavor to use them reverently. We believe they were provided by God and therefore are to be used to glorify Him.

The Wedding Policy Agreement is necessary for two reasons. First, Heartland Church may not in good conscience materially cooperate in activities or promote beliefs that are contrary to its faith (2 Corinthians 6:14; 1 Thessalonians 5:22). Second, Heartland Church must present a consistent public witness to the community through its stewardship of its property. Allowing a couple to marry at the church, who expresses beliefs or engages in practices contrary to Heartland Church’s faith, would have a severe, negative impact on the message that Heartland Church strives to promote and could cause confusion to active Heartland Church members and the community. Therefore, we ask that you abide by and respect the policies of Heartland Church.

DATES AND FEES

The wedding ceremony and rehearsal dates must be arranged with the Heartland Church Facilities Coordinator (referred to as ‘Facilities Coordinator’) at least six (6) weeks prior to the wedding. The bride and groom must sign the Wedding Policy Agreement to reserve this date.

Facilities, church staff, technical, and custodial fees must be paid at least four (4) weeks prior to wedding date. Arrangements concerning use of the reception room must be made at this time.

All dates reserved for church facilities are on a first-come, first-served basis.

The church will be open for three (3) hours for rehearsal and seven (7) hours on the day of the wedding for decorating and preparation, unless prior arrangements for a longer time are made with the Facilities Coordinator.

FEES

Honorarium paid to Officiating Pastor – $350.00.

Facility fees are available upon request and must be paid four (4) weeks in advance.

A reservation/security deposit must be paid at the time the wedding date is set on the calendar. This deposit will be returned after it is determined all is in order following the wedding and/or reception. If you cancel less than thirty (30) days prior to the scheduled date of your wedding, your deposit will not be refunded.

FACILITIES COORDINATOR

This person serves as a liaison between Heartland Church and the family for the rehearsal and wedding. This person is also available to answer questions about the church and/or wedding policies.

TECHNICAL

Technical arrangements must be completed three (3) weeks prior to the wedding. The Facilities Coordinator will provide the contact information to the technical department. Heartland Church does not provide wedding photography or videography.

CUSTODIAN/CLEANING/KITCHEN

The church custodian will prepare the facilities prior to the event and standard custodial cleaning is included. However, caterers are responsible for clean-up of the kitchen. The cooking equipment in the kitchen, including the stove and oven, is not to be used by anyone. Failure to do so may result in the forfeiture of the reservation/security deposit.

It is the responsibility of the wedding party to provide servers for the reception. The custodial staff of the church is not responsible for serving food, washing dishes, or other catering tasks.

PASTOR

It is necessary for the bride and groom to meet with the pastor officiating over the ceremony no less than four (4) weeks prior to the ceremony. During this time information will be discussed pertaining to the ceremony requests (i.e. vows, ring exchange, etc.).

GENERAL POLICIES

All ceremonies must align with Heartland Church’s Articles of Faith found in section 9.3 of Heartland’s Bylaws: Statement of Marriage and Sexuality. “It is the biblical position of the church that marriage involves the union of one man and one woman as designed and created by God at birth in permanent sacred fidelity. Though various cultures and customs have evolving definitions of marriage, it is God alone who has ultimate authority to prescribe and describe the marital relationship (Genesis 2:24, Matthew 19:1-9, Mark 10:1-12).”

It is a policy and requirement that pre-marital counseling is completed by the couple by a pastor or by trained marriage counselors or coaches. Non-members of Heartland Church may receive counsel from the minister performing the ceremony.

Furnishings, decorations, or furniture should not be moved or altered without the specific permission of the Facilities Coordinator. No dripping candles are permitted. No tacks, nails, screws, staples, glitter, or confetti, etc., shall be used in any room in the facility. All decorations will be removed by the florist or decorator immediately following the wedding.

Following the wedding ceremony or reception, no rice, confetti, or other materials may be thrown inside any of the church facilities or on the church property. No sparklers are permitted inside the facilities.

The bride and groom will be responsible for any photography and/or video recording of the ceremony. Heartland Church does not provide this service. If a videographer is used, then the bride and groom are responsible for the communication with the videographer to coordinate all activities with Heartland Church’s technical department at least one hour prior to the start of the wedding.

It is the responsibility of the bride and groom to make the necessary introductions of the wedding consultant, director, or planner to the Facilities Coordinator for scheduling and planning.

Heartland Church does not provide cups, plates, punch bowls, tablecloths, etc. If food is served to the wedding party prior to the ceremony, it must be done in designated areas and cleaned up.

Abusive or foul language, violent behavior, and drug abuse are strictly prohibited on church premises. Any person exhibiting such behavior will be required to leave the premises. Smoking and alcoholic beverages are not permitted in the church facilities or on the church property.

Persons participating in the wedding are requested to refrain from the use of alcoholic beverages prior to the rehearsal and the wedding.

Sex-specific changing areas and restrooms are to be used by members of the designated biological sex only.

The wedding party will be held responsible for any damage done to the facility, furnishings, or grounds.

Weddings planned during the holiday season must utilize the existing decoration – no changes will be permitted. Wedding ceremonies and rehearsals will not be scheduled at times that will conflict with church services or special church events.

The bride and groom are responsible for enforcing the church policies and are adhered to by all participants in the wedding. This includes the wedding party, the wedding director, the photographer, the caterer, the decorator, florist, etc.

MUSIC

Music is a very important part of the marriage service. All music, live or recorded, should be discussed with the technical department and approved during the initial meeting. Additionally, if the Facilities Coordinator witnesses any distasteful or offensive music or activity during the wedding or reception, he or she has the authority to ask that the music or activity be stopped.

Due to holidays wedding rehearsals, wedding ceremonies, or wedding receptions will not be scheduled on the following holidays: Easter weekend, Memorial Day, Independence Day, Labor Day, Thanksgiving weekend, Christmas Eve, Christmas Day (and the day after Christmas), New Year’s Eve, and New Year’s Day.

GUEST PASTORS

If you would like someone other than Heartland Church Pastor to perform your ceremony, please submit their name to the Facilities Coordinator for approval by the church leadership. The ceremony must be in concert with Heartland’s Articles of Faith.

CHILDCARE

Childcare or childcare facilities is not provided by Heartland Church for wedding rehearsals, wedding ceremonies, or wedding receptions.

SECURITY

If requested by the wedding party, or due to the size or time of the wedding, off-duty security will be provided by the Winter Haven Police Department at the current hourly rate. This will be determined at the time of booking the event.

We understand that the loss of a loved one is very difficult. Pastoral care is available at any time. Our desire is to assist you with the practical aspects of dealing with your loss. We are here to support and help you work through the process of planning a meaningful service.

The Funeral/Memorial Service Policy is necessary for two reasons. First, Heartland Church may not in good conscience materially cooperate in activities or promote beliefs that are contrary to its faith. Second, Heartland Church must present a consistent public witness to the community through its stewardship of its property. Allowing facilities to be used by those who express beliefs or engage in practices contrary to Heartland Church’s faith would have a severe, negative impact on the message that Heartland Church strives to promote and could cause confusion to active Heartland Church members and the community. Therefore, we ask that you abide by and respect the policies of Heartland Church.

Heartland Church’s Facilities Coordinator (referred to as ‘Facilities Coordinator’) can be contacted at 863.299.7797 and he or she will work with the family and the funeral home director to identify the best time and location for the funeral service.

If one of our ministers will be officiating the funeral, then that minister will meet with the family to review the service plans. If the service is to be held at Heartland, the Facilities Coordinator will assure that the funeral date and time requested is available.

FEES

Honorarium paid to Officiating Pastor – $250.00.

Facility fees are available upon request.

DATES

Depending upon the availability of our facility, we offer funeral services on the following days:
• Monday, Tuesday, Thursday, and Friday after 5pm
• Saturday until 6pm

Family visitation time must be adjacent to time of funeral. If the family wants a visitation at another time, it has to be at the funeral home or another location.

It is up to the family to provide registry books, pens, photograph frames, and any other items needed. We do not print or provide funeral programs, brochures, or order of service sheets.

TECHNICAL

If the family is requesting specific music or a video/slide show, you need to provide that information on a DVD or USB flash drive to Heartland’s technical department at least 24 hours in advance. Heartland Church is not responsible for scanning individual photos to create this presentation.

CUSTODIAN/CLEANING

The church custodian will prepare the facilities prior to the event and standard custodial cleaning is included.

CHILDCARE

Childcare or childcare facilities is not provided by Heartland Church for funeral or memorial services.

FOOD/KITCHEN

Heartland Church does not provide food or drinks, cups, plates, utensils, etc. If food is provided to the family or guests, the custodial staff of the church is not responsible for serving food, washing dishes, or other catering tasks.

Food must be served in designated areas and in previously-requested rooms only, and a limit of two (2) hours of room usage from the conclusion of the funeral/memorial service will apply.

The cooking equipment in the kitchen, including the stove and oven, is not to be used by anyone. Failure to do so may result in an additional fee.

DECORATIONS

Furnishings, decorations, or furniture should not be moved or altered without the specific permission of the Facilities Coordinator. No dripping candles are permitted. No tacks, nails, screws, staples, glitter, or confetti, etc., shall be used in any room in the facility. All decorations should be removed by the family immediately following the funeral.

Six-foot tables with black skirted table cloths are available to be used in the foyer for memorabilia and/or photographs. These items must be requested from the Facilities Coordinator when scheduling the funeral service.

Heartland Church does not provide registry/guest books, pens, photo frames for display, etc. We do not print or provide funeral programs, etc.

FLOWERS

Flower and plant deliveries will be allowed during the following times:
• Monday through Thursday: 8am to 5pm
• Friday and Saturday: Two hours prior to the funeral

MUSIC

All music, live or recorded, should be discussed with the technical department and approved during the initial meeting with the Facilities Coordinator. Additionally, if the Facilities Coordinator witnesses any distasteful or offensive music or activity during the visitation or funeral service, he or she has the authority to ask that the music or activity be stopped.

SECURITY/PARKING ASSISTANCE

Heartland Church does not provide security or parking assistance for visitations, funerals, or memorial services. If these services are desired, you will need to contact the funeral home and/or the Winter Haven Police Department. Any fees for these services will be your responsibility.

GENERAL POLICIES

All funeral and memorial services must align with Heartland Church’s Articles of Faith found in ARTICLE IX of Heartland’s Bylaws.

Abusive or foul language, violent behavior, and drug abuse are strictly prohibited on church premises. Any person exhibiting such behavior will be required to leave the premises.

Smoking and alcoholic beverages are not permitted in the church facilities or on the church property.

Sex-specific restrooms are to be used by members of the designated biological sex only.

Funerals planned during the holiday season must utilize the existing decorations — no changes will be permitted. Visitations and funerals or memorial services will not be scheduled at times that will conflict with church services or special church events.