Approved by the Board of Trustees – May 2022.

Revised and approved by the Board of Trustees – April 2025

Facilities of the First Unitarian Universalist Society of Exeter may be rented by (a) members and pledging friends and (b) individuals and nonprofit groups whose activities and intended uses are consistent with living out the missions of FUUSE.

• The Board shall set rates for facilities rentals, reservation deposits, and cleaning deposits comparable to prevailing rates for similar spaces in our area. Rates shall be reviewed Rental fees have been adjusted to reflect the significant enhancements made to the building from 2018 to 2022.
• The premises shall be available for rental between 7 AM and 11 PM. Any outside noise shall cease by 10 pm.
• The Board reserves the right to refuse rental to any organization or individual

The BoT Chair, or their designee, shall collaborate with the Office Administrator to establish all necessary contracts, instructions, rules, and procedures pertaining to rental of Church facilities.

The Office Administrator shall implement the rental policy using the attached schedule of fees.

Procedural Guidelines:

All requests for building use are funneled first to the Administrator by email to office@exeteruu.org. The Administrator then presents the request (other than recovery group requests) to the Minister or BoT Chair (or their designee) for consideration, as appropriate.

• Any outside group meeting for spiritual or religious purposes (other than 12 step groups) requires the approval of the Minister.
• Use of the downstairs rooms (RE space) in the Parish Hall requires the approval of the Religious Education Director.
• FUUSE ministers and musicians shall be entitled to set their own fees for weddings, memorial services, and other life passage ceremonies.
• Nonprofit renters may collect “suggested donations” for their events in our space.

Prohibited:

• Church facilities will not be available for rental by political candidates or political parties.
• Alcoholic beverages are prohibited on Church property for non-church functions unless prior approval is made. (Signed acceptance of FUUSE Alcohol Policy Agreement required for this approval.)
• Smoking (including vaping) is prohibited at all times anywhere on Church premises.
• Food and beverages are not permitted in the Sanctuary.
• Food, beverages, and consumable items (napkins, soap, paper towels, etc.) found in the kitchen are for Church use only and should not be used for non-Church functions.

The user must restore the property to the general condition in which it was found, including:

• Return all chairs, tables, furniture, tablecloths, etc. to original locations
• Clean floors (broom swept), counters, tables, etc. as needed
• Wash, dry and put away all dishes, glassware, utensils
• Remove trash from premises
• Turn off all appliances, lights, and equipment
• Turn down heat as instructed (if not already under Automated Settings)
• Close all interior doors between Sanctuary, Community Room, and Parish Hall
• Close all outside doors and ensure that they are securely locked
• Return key as instructed

The following fire code capacity requirements must be followed at all times:

Parish Hall – 169 standing, 79 seated. Community Room – 65. Sanctuary – 150. Religious Education Space, downstairs – 50.

For any dancing, we request that street shoes be removed and soft soled shoes be used, to protect the wood floor.

Schedule of Fees for Use of Facility

No fees are considered for all FUUSE committee or task force meetings.

Private Parties, Events and Meetings — All fees listed are “per event”

For the purpose of assessing the above fees, a member of FUUSE shall be determined as one who has signed the membership book and is currently contributing to the financial support of the church. This designation extends to immediate family members residing with the member (offspring, siblings), but does not extend to those who are not members of record and maintaining separate households.

For a series of events or serial use of FUUSE space, individual fees will be negotiated based on the needs of each organization.

Additional criteria regarding Schedule of Fees:

• Reduction or waiver of fees, other than the heating surcharge, will be considered on a case-by-case basis. An individual or group may request a lower price by filling out and submitting a Rental Reduced Fee/Fee Waiver Application which must be approved by the Minister or BoT Chair (or their designee). Determination of fees, using the written guidelines, is at the discretion of the Minister and/or the Bot Chair (or their designee). They may, for any reason, choose to present the request to the full Board of Trustees for consideration.
• There is a fee of $50.00 assessed for use of the piano in the Sanctuary by an outside
• A heating surcharge of $40 for use of any of the areas listed is assessed for the period inclusive of November 1 – April 30. No waiver of this charge will be granted unless staff are already in building.
• Proof of Liability Insurance is required from outside groups using the facilities; determination will be made by the Administrator and will comply with guidelines provided by the FUUSE insurance carrier.
• Any damage to Church property beyond normal wear and tear will be repaired by the Society and the cost will be assessed to the user.
• A $200 DEPOSIT, to be paid upon signing this agreement, will be used to offset extraordinary custodial or cleaning services resulting from property use. This fee is waived for FUUSE members.

Listed below are applicable Policies and Forms associated with the Facilities Use policy

• Appendix 1: Reduced Fee/Fee Waiver Application
• Appendix 2: Facilities Use Agreement Form
• Appendix 3: Facilities Use Agreement Form – Memorial Service
• Appendix 4: Property Use Regulations Form
• Appendix 5: Alcohol Policy Agreement Form/Alcohol Policy from the FUUSE Safe Congregation Policy