Facility Use

Thank you so much for expressing interest in using our facilities for your event! We are glad to make our space available to our members and neighbors for private event use.

Spaces Available

Sanctuary

Beautiful natural light
Pew seating; max capacity 426 (375 comfortably)
Audio & Visual: State-of-the-art sound system designed for church use on Sundays, projector projects directly onto light wood paneling on stage
Accessibility: ADA Certified facility

Fellowship Hall

Beautiful natural light
About 2,200 sq feet of space (approx. 60’ x 37’)
Guest limit variable depending on arrangement of space. (120-200)
Food prep area with refrigerator, sink, and commercial coffee maker (no stove or oven).
Open floor plan (8 folding tables and 60 chairs available for rent)
Audio & Visual: music and other audio can be played through bluetooth, twin TV screens that can be casted to through Apple TV, wireless microphone available for use.
Accessibility: ADA Certified facility

Courtyard

About 5,000 sq ft of natural grass space.
Guest limit variable depending on arrangement of space. (120-200)
Accessibility: ADA Certified facility

Children’s building

5 classrooms
Multi-purpose room with sound system, projector projects directly onto light wall at front of room.
Food prep area with refrigerator and sink (no stove or oven).

Scheduling An Event At Sojourn

Submit a Facility Use Request online. A staff member will reach out to you, usually within a week of submission.
Reserve the Date - After confirming availability, we will confirm with you and reserve a spot on the calendar for your date, pending the receipt of your deposit within one (1) week (non-refundable).
Submit Contracts & Insurance - You will need to provide contracts for your vendor(s), if any, that have been signed by both you and the vendor(s). If you are hosting as an organization or company, proof of general liability insurance is requested.
Schedule Musicians or Media - If you desire to screen a movie, host live music, or plan on playing music at high volume, we will schedule a consultation to determine availability.
Submit Your Payment - After confirming your building representative, any media, music, musicians, and vendor services, the Administrative Assistant will confirm your final payment. (See Fees and Payment Schedule)

We rarely allow last minute rentals, but you may always ask! We typically prefer at least one month advance notice for facility use requests.

Fees

While a more detailed outline of fees is below, the basic fee for renting our facility is a base charge of $350 + the hourly rate for the space(s) needed, a fee to compensate a building representative for their time (required), and a refundable $200 security deposit. If you are planning to use multiple rooms, live stream your event, use the space after hours, or use our stage and sound system, there are more details regarding cost and services given below.

Base Rental Fee $350*

Security Deposit (refundable) $200*

Building Representative $50/hr*

Sanctuary rental fee $100/hr*

Chapel (children’s building) rental fee $100/hr*

Fellowship Hall rental fee $50/hr*

Classroom rental fee $25/room/hr*

Courtyard use fee Included in base fee

Sanctuary stage prep (tear down / set up, required for stage use) $100

Sound Engineer (required if using sanctuary sound system) $350

Cleaning fee (if applicable) $200+

Live stream tech (if applicable) $250

* Waived for covenant members of Sojourn Heights in most cases (for personal use).

Fee examples:

Example #1: Musical Performance in the Sanctuary

4 hours from arrival of band to departure
$1,400 + $200 refundable security deposit (includes Sound Engineer)
+ $200 after hours cleaning fee (if after 7pm on Saturday)

Example #2: Speaking event in the Sanctuary

4 hours from arrival of personnel to departure
$1,050 + $200 refundable security deposit
+ $200 after hours cleaning fee (if after 7pm on Saturday)

Example #3: Luncheon/dinner event in the Fellowship Hall

4 hours from arrival of personnel to departure
$750 + $200 refundable security deposit
+ $200 after hours cleaning fee (if after 7pm on Saturday)

Example #4: Paid event in the Courtyard (i.e. a soccer tournament with registration fees, outdoor day camp, etc.)

The base rental fee will apply on a per-day basis, with no additional time fee.
If restroom use is desired, then a building representative is required ($50/hr), and the after hours cleaning fee will apply if after 7pm on Saturday.

Example #5: Free event in the Courtyard (i.e. dog play day, neighborhood social event, other non-profit use)

No reservation is required, and if a reservation is made, in most cases, no fees will apply. We are grateful to make our courtyard space available to the community free of charge.
If restroom use is desired, then a building representative is required ($50/hr), and the after hours cleaning fee will apply if after 7pm on Saturday.

Payment Schedule

$350 Base Rental Fee Due at the time of reservation

Balance of Any Remaining Fees Due one week prior to event

Checks may be made payable to Sojourn Heights. Please write your name and the date of your event in the memo section of the check (i.e. “Jana Appleseed, 3/9/13”). If you would like, you may request to pay the building representative directly. All other costs will be paid through the church.

Example:

Check #1 - $350 to Sojourn (base rental fee)
Check #2 - any additional costs associated with the event relevant to Sojourn
Refund if applicable - $200 from Sojourn to you (return security deposit, typically 1-3 weeks following event)

The contract page specific to your event includes all expected fees and costs for the facility rental. All costs and fees including any additional cleaning fees or repairs will be invoiced. Any past due invoices will be subject to a $20/day late fee.

Sojourn Building Representative

All facility use must be under the supervision of a Sojourn Building Representative. Building representatives are covenant members of our church who serve your event by being responsible for the following:

Before the event: Unlock the building, disarm alarm, and perform initial visual inspection of the areas to make sure things are adequately cleaned and put back at the conclusion of the event.
During the event: Monitor facility use throughout the event, remain available at all times to answer questions or address concerns that may arise. If any emergency issues arise during the event, communicate immediately with Sojourn Staff.
After the event: Perform visual inspection to ensure that the space has been tidied and things have been put back. If there are issues, communicate with the event coordinator to ensure this is completed. Finally, ensure that all exterior doors are locked, and arm the alarm system.

Outside of confirming availability and schedule, the building representative position is understood to be a ‘day-of’ role. If you need the building representative present prior to the event, make arrangements directly with the building representative ($50/hr, rounded up to the next $50).

Media Services

Sound:

Sojourn can provide sound services for your event. The standard sound package ($350/day) provides one Sound Technician to perform the following services:

Access to our facility sound system.
Microphones, stands, and cables.
Musicians should consult the Sound Technician beforehand regarding necessary cables and/or amplifiers.
Should a Livestream be desired, an additional fee of $250 will be required for configuration and a livestream tech on the day of, pending availability of a Sojourn live stream tech.
The Sound Technician will arrive one hour prior to the event for set-up and sound check.

Video:

A projector is available in the sanctuary and twin TVs are available in the fellowship hall for optional use during your event. The use of video equipment must be confirmed with the administrative assistant beforehand.

Requests for media support in addition to those described above may require additional personnel and additional fees will apply. Requests will be assessed on a case-by-case basis. In order to coordinate media services and determine final payment, media services (and therefore musicians) must be confirmed one month in advance of the event. In the event that media services are not confirmed one month in advance, the standard media package will be applied and requests for additional media services may not be approved. Any late requests that are able to be accommodated will be charged a late request fee.

Scheduling Changes

If it becomes necessary to change the event time or date, please contact the staff member you have been communicating with as soon as possible. While we will make every effort to accommodate your request, we cannot guarantee availability.

Cancelation Policy

Sojourn normally refunds all fees paid to Sojourn Heights if your event is canceled, with the exception of any non-refundable expenses that Sojourn may have already paid, when canceled before the seven (7) day mark. If notice of less than seven (7) days is given, Sojourn will refund all fees, less the deposit and any non-recoverable expenses incurred.

In the event of a cancellation, please send an email to everyone you have directly communicated with (staff, building representative, coordinator, worship director, etc.).

Choosing a Date

Due to the observance of holidays and special events and the availability of Sojourn pastors and staff, requests for events desired to be conducted on the following days require special approval and may not be approved:

• Sundays

• Easter weekend (Thursday through Monday)

• Thanksgiving weekend (Thanksgiving Day through Monday)

• 1st and 2nd weekends of December

• Christmas Eve or Christmas Day

• New Year’s Eve or New Year’s Day

• National holiday weekends

Dates that are not listed above may be unavailable due to other church events or scheduling conflicts. Please note also that we occasionally decorate our facilities in line with the seasons of the church year. You may need to determine if the seasonal decorations will affect your event, if it is possible to remove the decorations, and, if possible, what fees are associated with their removal and replacement. In particular, Christmas décor will be in place from the start of Advent through the new year and will not be removed for any events.

Choosing a Time

Due to the office hours of church staff, unless otherwise approved, we request that events scheduled on Fridays begin between 5:00 PM and 7:00 PM. Saturday events can begin anywhere between 9:00 AM and 6:00 PM.

A few important specifics: You may enter the facilities up to one hour before the reserved time frame for preparation, facility inspection and equipment drop off. Typically, you will not be provided with additional time for equipment pick-up beyond the end of your reservation. Accordingly, time for cleaning up and re-setting the space how you found it should be considered when booking your reservation. Sojourn will not be held liable for any property left on the premises after the event's conclusion.

Decoration Guidelines

You are welcome to decorate the facilities for your event. We ask that any decorations be appropriate in content and follow the following guidelines:

Decorations must not use thumbtacks, pins, nails, tape, or glue on any of the pews, furniture, walls, or appointments. Only ribbon, padded brackets, or wrapped wire that will not mar the wood may be used to fasten decorations to the pews.
All decorations and fasteners must be removed from the facility upon the conclusion of your event.
The most common cause for the loss of security deposit funds in the past has been the cost of removal and paint repair after hooks are used or left on the walls. Please be sure to abide by our policy in this regard!

Event hosts are responsible for communicating these guidelines to all attendees and outside vendors.

Clean Up

Following the conclusion of your event, we kindly ask that you ensure all areas used are left clean and orderly, and that any moved furniture, supplies, or facility contents be replaced as you found them. Trash should be disposed of appropriately in the dumpster (or designated area), and any items brought in should be removed. Any items left behind after the event will be discarded.

Deliveries

Due to the active scheduling of our facilities, please check with Sojourn staff to confirm the time that vendors may arrive or make deliveries. Decorations and food may be delivered to the church on the day of the event; however, they are considered to be the responsibility of event hosts.

Alcohol Policy

Alcohol consumption in Sojourn’s facilities, if approved, is limited to the fellowship hall and courtyard areas and must be approved beforehand by Sojourn. If applicable, no individuals below the legal age required for alcohol consumption shall be permitted to consume alcohol at any time at the Facility, and alcoholic beverages sold to guests must be provided by a bartender who holds all required licenses.

There can be no consumption of alcohol in the parking lot areas. Failure to comply with the Alcohol Policy will result in loss of the Security Deposit and possible further action.

Smoking Policy

Smoking is not permitted anywhere on Sojourn property, including in the parking lots. Failure to comply with the Smoking Policy will result in loss of the Security Deposit and possible further action.

Other Terms & Conditions

No live animals are allowed inside buildings on the premises (Excluding service animals).
All facility staff will be permitted to enter the premises at any time during as well as after the event. Facility staff will be permitted to photograph the event during the event so long as the event is not disrupted.
The guest number may not exceed the allowed number of people in the facility at any time during the event.