NON-MEMBER WEDDING POLICY
BLUEGRASS BAPTIST CHURCH

Your wedding is a sacred occasion.  It will be most meaningful to you and your families and friends when there is careful planning.  For that reason, the following statements will govern your plans for your wedding here at Bluegrass Baptist Church.  We sincerely believe these policies to be the most suitable and practical for all concerned.  Please read them fully.

Setting The Time Of Your Wedding

     Careful planning is necessary for all weddings.  You will want to plan as early in advance as possible so that the use of the church facilities can be arranged without conflict.  When scheduling for use of our buildings, priority will be given to church activities.   A wedding reservation request form located in the wedding policy will need to be filled out and returned to the Church Office as soon as possible.  A Church Facility form will need to be filled out and returned.  The staff will then review the application and facility form for approval.  The date of the wedding will then be set on the church calendar by the Church Office Secretary.  Your date can be set as early as 10 months prior to the wedding.  Next, you will have a consultation with the Church Wedding Consultant, Lynda Jones, phone: 824-6797.
     It is extremely important that the exact time for the rehearsals and wedding be observed and that all members of the wedding party be in their places.  Unnecessarily lengthy rehearsals (more than 1½ hours) requiring additional use of utilities and personnel will result in additional expense to you.
     Because all of our facilities need to be prepared for Sunday events, we ask that due consideration be given to planning as early an hour as possible for your wedding.
     Our sanctuary will seat approximately 700 guests. For reception, we have a fellowship room available for smaller groups of 50 or 60 and a gymnasium for very large groups. NOTE:  There will be no receptions in the gymnasium on Saturdays from November through February due to other activities occurring.  The parlor can be used for small groups.  December weddings are not scheduled due to the sanctuary being decorated.

Your Wedding Music

     Because you have chosen to have your wedding in a church sanctuary, your ceremony will be an hour consecrated by God.  The following guidelines are intended to help you decide carefully what is appropriate in a Christian wedding.
•	The texts of songs should honor God and be sacred in their message.  Secular “love songs” are inappropriate.
•	Instrumental music gives you great freedom in style but remember to set a dignified and reverent tone.
•	The use of CD’s or DVD’s are discouraged due to the possibility of the song or music being played at the inappropriate time.  
•	All of your musical selections need to be listed on page 5 and a copy submitted to the Wedding Consultant for approval.
•	You need to contact an organist, pianist, or other musicians with adequate notice.  

Photographers

     It is your responsibility to instruct the photographer, friends and family that no flash pictures are allowed in the sanctuary once the ceremony begins.  (Pictures of the bride entering and leaving are acceptable.)  A time exposure of the ceremony itself may be taken by the professional photographer.  Amateur pictures should be taken only after the professional photographer has completed his/her shots and with his/her permission.  At no time will photographers be permitted at the altar area during the ceremony or to roam the sanctuary.
     Video taping of the ceremony is permitted but is restricted to certain positions and areas.

Flowers and Decorations

     It is the responsibility of the bride to arrange with a florist for decorations.
     Whenever candles are used, they must be of the permanent, metal, drip less variety and must be in candelabra or other fixtures which will catch any drips.  The bridal party will be held directly responsible for all expenses incurred in cleaning wax from floor coverings and furniture.  This can be very expensive.  If flowers are used in a flower girl’s basket, they must all be silk.
     Under no circumstances will decorations be attached to furniture, walls, or floor by pinning, nailing, gluing, stapling, or double-sided tape.  The choir loft chairs are not to be moved except where one or two chairs can make room for a display of greenery or candelabra.  Banners are permanent fixtures in our sanctuary.  If necessary, they can be relocated, but advance arrangements must be made with the wedding consultant.  A fee will be charged.
     We request that no rice or fresh flower petals be thrown due to the difficulty in cleaning, particularly when wet.  Birdseed is an acceptable alternative when thrown outdoors and should be given out only immediately preceding the departure of the bride and groom.
     Confetti, glitter, fake snow or any other decorations that require extra clean-up is prohibited.  If used, the custodial fee will be increased.     All decorations must be removed immediately following the wedding.  These include flowers, decorations, plants, candelabra, kneeling benches, etc.  We have no facilities for storage of such items, and Bluegrass Baptist Church assumes no responsibility for loss or damage to such items.  The attached florist’s checklist should be given to the florist prior to the wedding day and should be helpful in such matters.

Catering

     If you use a caterer for your reception or rehearsal dinner, these guidelines are to be followed:
1.	The caterer must be sure to clear decorating and preparation times with the wedding consultant.
2.	No pins, nails, staples, double-sided tape or glue may be used to attach decorations to the building or furnishings.
3.	The wedding consultant will be able to advise you on the availability of church furnishings and equipment.
4.	Unless special arrangements are made with the wedding consultant, all decorating and other preparations must be done on the day of the wedding.
5.	Rented equipment should be removed immediately after the wedding unless special arrangements have been made.
6.	Furniture and kitchen equipment are available for use by the caterer; however, we will not guarantee their serviceability. 
7.	Under no circumstances is the caterer authorized to use church owned expendable supplies (cups, napkins, paper towels, sugar, coffee, dish towels, take-out trays, plastic wrap, aluminum foil, baggies, etc.)
8.	The attached caterer’s checklist should be given to the caterer at the contract time.

Required Personnel

1.  Wedding Consultant
     The Wedding Consultant will be your liaison with the church, therefore you must schedule at least one personal consultation with her.  This person will be able to answer any questions you may have about your wedding or the use of our buildings.  She will be aware of what equipment and supplies we have available for weddings and receptions.  She will be on the premises during the rehearsal and throughout the wedding and reception.  She is not your wedding director, If you need a wedding director, she will be able to provide this service as negotiated.  Remember that an experienced wedding director is a must for a well-planned wedding.

2.  Custodian
     Our custodial crew will be responsible for returning the buildings to their original state after your wedding.  They will be responsible for clearing the pulpit area and altar table.  Tables and chairs for the reception will be set up and taken down by the custodial crew.  A diagram must be received by the church office at least two weeks prior to the wedding.  The fee you have paid will cover all normal services.  If extensive work is required (for example, carpet cleaning) this will be charged to the wedding party.  The custodial crew will secure the buildings immediately following the services or one hour after the reception.  Be sure to take all belongings, decorations, etc., when you leave.

4.  Sound and Lighting Technician
     This is the only person authorized to operate sound and lighting systems in the sanctuary.  The fee you have paid will cover his services for the rehearsal and wedding.  This person is capable of meeting most special requirements you may have, and he will be available at least one hour prior to the ceremony.  If you want an audio tape or CD recording of your ceremony, you must notify the technician and provide a tape or CD.

Basic Rules

     It should be remembered that you are contracting for the use of our sanctuary, a place that we consider the house of the Lord.  We expect that it will be treated with reverence and care.  These rules must be adhered to by all participants in the wedding.  Failure to follow these rules may result in embarrassment to guests or forfeiture of damage deposit.

1.	There will be no use of alcohol in the buildings or on the grounds at any time, for any reason.
2.	There will be no smoking allowed in the buildings or on the grounds.
3.	Speech, dress and actions should reflect the dignity and sacred nature of the worship facilities.
4.	Church property will not be removed from the premises without prior permission.
5.	Only authorized Bluegrass personnel are allowed to operate sound and lighting control systems, and the heating and air conditioning controls.  All of these will be regulated in time for the rehearsal and ceremony.
6.	The wedding attire should exhibit good taste and discretion.
7.	There will be no food or drinks including water in the sanctuary area.  No food or drinks in the men’s dressing room.

Non-Member Wedding Fees

     There are certain inescapable expenses incurred by the church when the buildings are made available for weddings.  The fee structure below is intended to fairly compensate the church without providing undue hardship on those being married.  Member fees are based on the bride and/or groom or parents of either being a current member of Bluegrass Baptist Church.

Refundable damage deposit:				     $	150.00
*Building usage fees:                    
           Sanctuary (wedding and/or rehearsal)			400.00
           Gymnasium (reception)					300.00    
           Rehearsal dinner						150.00
Wedding consultant:						175.00    
Sound and light operator:					  85.00
Banner Relocation:						  20.00
Custodial Crew:
           Wedding							125.00  
            Reception	Gym					125.00 
Parlor 					  50.00
            Rehearsal						  50.00

Total expenses and deposit:				     $	__ ____

Other Considerations     

1.	It will be the responsibility of the bride and groom to compensate the minister, organist, soloist, etc., in an equitable manner.
2.	For non-members, the damage deposit is refundable if it is determined that no damage occurred and that the buildings can be returned to their original condition with reasonable custodial services.  Carpet cleaning, painting, etc., are not reasonable services and will result in loss of a portion of the deposit.  Any damages will be repaired by someone of the church’s choosing.  If damages exceed the $100.00 deposit, you would be expected to reimburse the church for actual expenses incurred.
3.	If plans are changed, and the wedding is canceled, postponed or moved, please notify the church as soon as possible.  With one week’s notice of such, all fees will be refunded.
4.	All fees are due two weeks prior to the wedding.

Wedding Music Form

This form is provided for your use in planning your wedding.  We reserve the right to prevent the use of inappropriate or offensive music.  Turn in a copy of this form at least two weeks prior to the wedding.

Bride’s Name_________________________________________
Groom’s Name________________________________________
Organist’s Name_______________________________________
Pianist’s Name________________________________________
Soloist’s/Group’s Name_________________________________
Soloist’s /Group’s Name_________________________________

PRESERVICE MUSIC:
Title__________________________________________________
Title__________________________________________________
Title__________________________________________________
Title__________________________________________________

SEATING OF GRANDPARENTS:
Title__________________________________________________

SEATING OF MOTHERS:
Title__________________________________________________

PROCESSIONALS:
Attendants: Title_________________________________________
Bride   Title_____________________________________________
Vocal Music:  Title_______________________________________
Unity Candle:  Title_______________________________________
Prayer Music:  Title_______________________________________
Other Music:  Title________________________________________
_______________________________________________________
Recessional:   Title_______________________________________
Comments:  _____________________________________________

Music reviewed by the Wedding Consultant or Minister of Music, Bluegrass Baptist, Hendersonville

Signed_____________________________________________Date_____________

BLUEGRASS BAPTIST CHURCH
CATERER’S CHECKLIST

•	Schedule time to decorate area with Wedding Consultant. (Call Lynda Jones 824.6797)

•	Visit kitchen area, if not already familiar.

•	Check table arrangement when arriving.

•	Supply adequate personnel to prepare, serve and clean kitchen.  The building will be locked one hour after the reception.  If extra personnel time is required because of slow cleanup, there will be a charge of $25 per hour to be billed to the caterer.

•	Make provisions for rented items to be returned immediately after the wedding unless previous arrangements have been made.

Clean-up

•	Take all items brought.

•	Return all of Bluegrass Baptist items to their proper place after cleaning.

•	Please clean up emergency spills, etc.

Sweeping, mopping and carrying out the trash and setting up the area and breaking down will be the responsibility of the church custodial crew.

Guidelines

No pins, nails, staples, double-sided tape, or glue may be used to attach decorations to the buildings or furnishings.

The wedding consultant will advise you on the availability of church furnishings and equipment.  We cannot guarantee the serviceability of kitchen equipment, furnishings, etc.

Under no circumstances is the caterer authorized to use church owned expendable supplies such as paper cups, plates, or napkins, paper towels, sugar, coffee, plastic wrap, aluminum foil, baggies, etc.  Use of tablecloths or other laundry items must be cleared with the wedding consultant.
Please provide your own dishcloths and dishtowels as there are usually none available at the church.

Thank you for your assistance and for making this a special time.

Bride’s name ___________________________________________________

Wedding date _______________________

Wedding time _______________________

Please give checklist to Caterer.

BLUEGRASS BAPTIST CHURCH
FLORIST’S CHECKLIST

Make sure the Wedding Consultant is aware of your plans.

•	Provide plastic beneath candles, metal candles only.  If candle wax falls on carpet or furnishings the church will have wax removed and bill the florist.

•	Arrange time to decorate by calling Lynda Jones at 824-6797 or the church office at 824-0001.

•	After decorating, clean up droppings before the wedding.

•	After wedding, take all floral arrangements and equipment you brought.  Leave Bluegrass equipment and items in location.

•	Clean area you decorated of branches, leaves, tape, etc.

Putting Bluegrass equipment and furnishings back in place for Sunday and vacuuming and cleaning the rest of the area will be the responsibility of the church custodian.

Guidelines

No pins, nails, staples, double-sided tape, or glue may be used to attach decorations to the building or furnishings.

The wedding consultant can advise you on the availability of church-owned decorations.

Thank you in advance for your cooperation and for your help making this occasion very special.

Bride’s name ____________________________________________________

Wedding date ________________________________

Wedding time ________________________________

Please give checklist to florist.

REQUEST FOR WEDDING RESERVATIONS
BLUEGRASS BAPTIST CHURCH

                                                                                                 	Today’s Date____________________
Bride’s Name _________________________________________________________________________
Present Address _______________________________________________________________________
Bride’s Phones: Home ___________________     Work________________     Cell__________________
Bride’s e-mail address __________________________________________________________________
Groom’s Name ________________________________________________________________________
Present Address _______________________________________________________________________
Groom’s Phones: Home __________________     Work________________     Cell__________________
Groom’s e-mail address _________________________________________________________________
New Address (if known) _____________________________________	Phone____________________
Is either a member of Bluegrass Baptist Church?  Yes ____ No ____
Has either a parent who is a member of Bluegrass Baptist Church? Yes ____ No ____
Please reserve for us:  ___Sanctuary      ___ Parlor      ___ Gymnasium      ___ Kitchen      ___ Room 303 
Other________________________________________________________________________________
Time of Rehearsal:  Date ___________	 Beginning time __________ 	         Ending time __________
 Time of Wedding:  Date ___________	 Beginning time __________ 	         Ending time __________ Do you plan to have a rehearsal dinner here at the church?  Yes ____ No ____ Time _____ Place _______
Do you plan to have a reception here at the church?  Yes ____ No____ Time _____ Place ____________
Minister _______________________________________________	Phone____________________
Organist/Pianist _________________________________________	Phone____________________
Florist _________________________________________________	Phone____________________
Caterer _________________________________________________	Phone____________________
Photographer ____________________________________________	Phone____________________
Videographer ____________________________________________	Phone____________________
Please return this form to the church office at your earliest convenience as your reservation can be confirmed by the church staff only upon receipt of the above information.  Payment of $150 deposit for non-members is due at time of application submission.

-AGREEMENT-
We agree to comply with the rules and regulations of the Bluegrass Baptist Church, regarding church weddings and church receptions.  We understand that damage to the facilities whether caused by guests, florists, caterers, photographers, videographers, etc., is our responsibility and could result in forfeiture of the damage deposit or added fees.

Bride ____________________________________    Groom ____________________________________             

BLUEGRASS BAPTIST CHURCH
235 Indian Lake Road. Hendersonville, TN  37075
(615) 824-0001, Fax (615) 824-3395
E-mail: info@bluegrasschurch.net
Website: www.bluegrassbaptistchurch.com

FACILITY USE REQUEST FORM
*All items must be approved by church staff.  Staff meetings are Mondays at 1:00 p.m.

HOSPITALITY POLICY  :  It is the intention of the Bluegrass Baptist Church family that all facilities be available for scheduled use by outside groups, so long as it does not create a conflict with our Mission Statement, the church calendar of activities, or present a burden to the church of undue liability or responsibility.  Consistent with our Long-Range Plan, we want to be hospitable and neighborly to our community and its organizations.  Therefore we have developed a fee schedule to help off-set the costs of making the facility available/functional for your group/event.  If events are to be held in the worship center,  it will be with the understanding that no flowers or decorations can be moved or re-arranged.

Chairs and tables belonging to the church will not be loaned outside of the building except when being used for a church-sponsored function such as a group meeting, church fellowship, or organizational reception.  (However, the old wooden rectangular tables may be loaned out for private use after notification and authorization from church office.)

Name of Requesting Person/Organization: ____________________________________________________________
Address: ________________________________________________________________        ________    __________
				                     Street					     	       State	      Zip 
Phone #: _______   _________________	Church Member: _____         Non-Member:  _____
Facilities Requested:  	□ Kitchen         	□ Gym         	□ Parlor         	□ Choir Room         	□ Worship Cente
 □ Recreation Equipment (members only)        □ Other Areas/Rooms:  _______________________________________
Reason for desired use: ____________________________________________________________________________
_________________________________________________________________________________________________
Date(s) Needed: _________________________________  	Time(s) Requested: _________________________
□ Daily          □ Weekly          □ Monthly          □ Other:  ___________________________________________________

Number of people involved: ________	

     PLEASE READ THE FOLLOWING USE POLICY.  YOUR SIGNATURE SIGNIFIES YOU HAVE READ AND UNDERSTAND THIS POLICY AND AGREE TO BE RESPONSIBLE FOR ITS COMPLIANCE.

1.	If children accompany parents, they are to stay with their parents at all times.
2.	If groups of children are involved, they are to be supervised and stay with their leaders in the assigned area.
3.	Come by the church office one week prior to event to be assigned a door access key code.
4.	Responsible person agrees to replace or compensate the church for any damage or loss incurred through their use.
5.	Turn off lights and lock all doors when leaving.

I agree to supply to Bluegrass Baptist Church a Certificate of Insurance, as proof of liability insurance to cover the event being held at their facility.  If there is no liability insurance coverage, I, the undersigned, agree to take full responsibility of the event and persons involved, and to reimburse Bluegrass Baptist Church for any and all damages (if any) that occur as the result of the event.

Responsible Person______________________________________   Phone#: ______________  Date:  ____________
                                                             Signature

BBC Representative______________________________________   Date:  ____________

Church doors are electronically locked.  Contact the church office to get an entry code 1 week prior to your event.