Building Usage Policy | theRefuge Church

Approved Facility Uses*

  1. Ministry that theRefuge Church officially supports

  2. An Event that has strategic community benefit as determined by the Deacons & Elders.

  3. Recitals, Showers, and Celebrations that benefit the Family Members of theRefuge Church

    *All potential events at theRefuge will be at the discretion of theRefuge Church Elders and Deacons.

Procedure & Contact Info

  • Any Refuge Building Facility Request must be made at least 90 days in advance of the event to be held and will be subject to approval from theRefuge Church Deacons. Anything <90 data-preserve-html-node="true" days in advance is subject to approval.
  • All user contact with theRefuge Church will be communicated through theRefuge Administrator and shall include:
    • Building request form to be filled out online (www.refugememphis.org/building)
    • Day-of planning (how to get into the building, etc)
    • Clean-up and lock-up after the event
    • Everything therein this document and anything outside of this document
  • Currently, the Administrator at theRefuge is:

Facility Description | Capability | Expectations

TheRefuge Church exists to give God glory. TheRefuge Church desires that the facility is also a reflection of God’s Grace to us. We hope that we may serve you with that same grace as you plan and execute your event at theRefuge Building. We do ask that you respectfully adhere to the following policies to protect the property and those using it.

Areas Available for Use include:

  • Foyer – entry hall with counter space for serving food and refreshments
  • Gathering Room – Flat-floor, large-group meeting space. Seating capacity is 300 people [as determined by local fire codes].
  • Speaking Platform in Gathering Area – lower platform, carpeted. Podium available for use.
  • Upper Stage in Gathering Area – upper platform, carpeted. Drum cage and keyboard areas are strictly off-limits.
  • Kids Classrooms – use of classrooms will be evaluated on a request-by-request basis.
  • Student Dining Hall – larger room on the east side of the building with a serving counter and space for round or rectangular tables. This room can be broken into 2 separate rooms or 1 large room with the use of a removable divider.
  • Student Common Area – large area on the east side of the building with games and couch-style seating
  • Kitchen – the kitchen is a staging kitchen only as it is not equipped for commercial cooking [as required by code enforcement].

Technical Resources and Support

  • Gathering Room Lighting

    • The Gathering Room and Stage are equipped with specialized lighting equipment that allows for colored lighting effects. 
    • For general use of the room, the lights will be set to white at full brightness.
    • If another setting is desired, then a Tech Team Member can create one custom setting with appropriate advanced notice. Instructions will be provided on how to activate it.  
    • Any additional lighting effects or adjustments will require hiring at Tech Team Member to serve at the event.

  • Gathering Room Audio (Sound System)

    • The Gathering Room has a built-in audio system which can only be operated by authorized Refuge Tech Team Members. To play pre-recorded music or to connect other audio sources to it, you will need to hire the Refuge Tech to serve at the event.
    • Any pre-recorded music must be provided at least 2 weeks in advance and is subject to a media preparation fee. You can send a Spotify playlist (preferred) or share digital recordings on a file sharing service, such as DropBox. Please send the link to tech@refugememphis.org via email or text.
    • If DJ or musicians are hired for a reception or event, they must provide their own sound system and cannot connect to theRefuge Church equipment. Prior approval of the sound and setup must be received from theRefuge Church.
    • No musical instruments or other audio devices are available for use; this includes the drums and keyboard. Also, the drum cage cannot be used or disassembled, and the drums cannot be removed.

  • Gathering Room Video Projection

    • Television screens are located in the Gathering Room and can be used for presentation of video or photo montage. Any use of the system requires hiring the Refuge Tech Team member to serve.
    • Video and photo slide shows must be provided in digital format, either on a USB drive or via a file-sharing service such as DropBox and is subject to a media preparation fee. Please send the link to tech@refugememphis.org via email or text.

  • Scheduling

    • If a Refuge Tech Member will be required, theRefuge Church Administrator must be made aware at least 4 weeks in advance. Tech Members are subject to availability and additional fees.
    • The order of service and any additional sound and/or lighting needs will need to be finalized with the Tech Member at least 2 weeks before the event (video, musicians, cd music, etc). We will work with you as best as possible but require a detailed order of the event 2 weeks in advance.
    • Arrangements can be made for technicians to attend rehearsals if desired. However, additional fees for their time will be applied.

  • Music Considerations

    • Please be sensitive to the fact that theRefuge is a place of worship in the selection of your music and musicians to be used at your event.
    • All performers and DJ's must possess the proper music licenses. TheRefuge Church is not responsible for obtaining these licenses.
    • Music providers (bands, DJ's, etc.) and the User are responsible for any damage caused from set-up or tear-down of equipment.

Other Resources and Considerations

  • Building Access

    • Access to the building will be coordinated with theRefuge Church Administrator at least two weeks prior to the event.

  • Certificate of Insurance

    • Any event may be subject to providing your own liability insurance. If this is needed, theRefuge Administrator will let you know when booking your event.
    • Please note, any event in which outside food or drink will be provided or served will require a Certificate of Insurance be provided by the responsible party renting the facility.

  • Furnishings

    • The chairs and tables on the Gathering Room Floor may only be moved or re-arranged for an event by an event staff member. Room set-up will need to be finalized with theRefuge Administrator at least 1 week prior to the event.
    • No other furnishings or equipment should be moved [audio/visual equipment, musical instruments, and any other property within the facility]
    • Dragging is not permitted on the carpet or flooring.

  • Rented Furnishings

    • Any furnishings rented by the User must be arranged through theRefuge Church Administrator before delivery, as well as arrangements to receive such items. User must provide setup and tear-down of any rented furnishings. All rented furnishings must be removed at the conclusion of the event.

  • Candle Usage

    • All candles must be inside a stable glass container to meet fire code laws [the candle flame should be at least one inch below the rim of the glass container]. No candles (even inside containers) are permitted on the floor of any space in the facility.

  • Decorations

    • Nails, tacks, staples, or tape are NOT allowed to attach flowers or other decorations to the walls, woodwork, chairs, furniture, or floors.
    • Flowers and greenery are permitted only if there is protection on the carpet, counter, floor, or table tops
    • For décor requiring electricity, please see the Electrical Section below
    • It is up to the User to make sure all decorations are removed from the facility at the conclusion of the event. TheRefuge Church is not responsible for décor left behind. If the responsible party wishes to donate any decorations after the event, please notify the Administrator prior to the event.
    • Confetti or Glitter are not to be used unless given express permission from church administration.

  • Signs

    • Signs are permitted on easels or on sign holders. Signs cannot be attached to walls, woodwork, or furnishings with tacks, tape that leaves residue, or other destructive material.

  • Dancing

    • Dancing is permitted at events. If a portable dance floor is desired, please inform theRefuge Church Administrator. The dance floor is fully the responsibility of the User and must be removed from the room at the conclusion of the event. Please be sensitive to the fact that theRefuge Church is a place of worship and use discretion regarding the manner of dancing that may occur at your event.

  • Food and Beverages

    • The user is allowed to bring their own food and beverages on campus for an event. Food cannot be stored on the premises before or after the event and it is the responsibility of the User.
    • Use of the kitchen equipment including freezer, refrigerator, and serving dishes and utensils must have prior approval. The kitchen is a staging kitchen only, as per code enforcement.
    • All paper goods are to be supplied by the user.
    • All serving, preparation, and clean-up is the full responsibility of the User.

  • Catering

    • All catering and food arrangements for the event must be made by the User.
    • If a professional caterer is used, the name and phone number of the caterer must be supplied to theRefuge Church Administrator at least 2 weeks prior to the event.
    • The Caterer is required to meet with theRefuge Church Administrator, either over the phone or in person, prior to the event, to discuss policies and procedures for the kitchens.
    • TheRefuge Church reserves the right to refuse a caterer for an event for any reason but will provide notice to the User immediately upon this decision.
    • Any caterer must be licensed and insured and is required to provide theRefuge Church with a Certificate of Insurance naming theRefuge Church {The Refuge} as additional insured. Without this certificate, the caterer will not be allowed on campus the day of the event.
    • TheRefuge Church is not responsible for any lost or stolen catering supplies, equipment, or any other property which is the responsibility of the caterer and/or the User.

  • Damages

    • User assumes full responsibility for any damages or theft to facilities or equipment.
    • Any Refuge staging, musical equipment, or technical equipment on stage is not to be moved or tampered with. The user will see that anything on stage is off limits to guests/invitees of their event [this includes playing with the musical instruments]

  • Trash Disposal

    • Trash removal [emptying of trash cans and hauling event trash to the outside dumpster] is the responsibility of the User. TheRefuge Church will provide trash receptacles and a rolling trash cart for taking trash to the outside dumpster and access to the locked dumpster will be provided. Do not drag trash bags or trash cans to the dumpster!

  • Housekeeping and Clean-Up

    • TheRefuge Church will provide a clean and presentable facility for the event

    • The user will be responsible for the general clean-up of the facility after an event, including the removal of decorations, flowers, and User furnishings (including gifts, extra food, and centerpieces) at the conclusion of the event.

    • Floor cleaning supplies (vacuum, brooms, dustpans, mops, mop buckets, and cleaning solution) will be provided by theRefuge Church. The User will be responsible for cleaning the floors in the room(s) used during the event.

    • Once the User leaves, theRefuge Building will show no evidence that the User was there

    • If any excessive cleaning is needed as a direct result of the User’s event, the User will be held responsible and will be billed for costs incurred in such cases, solely at the discretion of theRefuge Church.

      Note: Due to the time needed to reset in theRefuge Building, all personal belongings and decorations [including any equipment rented] must be removed within 12 hours after the event unless stated otherwise by theRefuge Church Administrator or the Deacons.

  • Alcohol

    • The consumption of alcoholic beverages is allowed at events. You must comply with all federal, state, and local laws if alcohol is served. TheRefuge Church will not be responsible for any underage consumption of alcohol, or any other enforcement of laws surrounding alcohol consumption or distribution. We reserve the right to suspend or end an event should underage consumption of alcoholic beverages be discovered.

  • Illegal Drugs

    • The use of illegal drugs is strictly prohibited on theRefuge Church property. There are no exceptions. Those persons under the influence will be asked to leave immediately. We reserve the right to suspend or end an event should the use of illegal drugs be discovered.

  • Smoking

    • This is a non-smoking building. Smoking is not allowed inside or within 50 feet of an entrance.

  • Animals

    • No animals, birds, or pets of any kind shall be permitted in the facility with the exception of service animals.

  • Electrical | Thermostat

    • All extension cords and/or surge protectors must comply with the Fire Safety Code. TheRefuge Church will only be responsible for the electrical setup we provide. The User is responsible for any setup he/she provides for the event. Thermostats and room temperature control are to be adjusted by theRefuge staff only. Please notify theRefuge Administrator if an adjustment is needed.

  • Parking

    • Parking is available in front of theRefuge building and on the east and west ends of the building. Please notify theRefuge Administrator if additional parking is needed.

  • Security

    • All users are required to have security while in use of theRefuge Church building. A list of private security companies can be provided to you upon request. Proof of security services will need to be provided to TheRefuge Church Administrator 2 weeks before the event. The user can refuse the use of security with permission from TheRefuge Church administrator. A waiver will need to be completed and given to TheRefuge Church Administrator 2 weeks before the event if security is not used. It is HIGHLY recommended that the user provide security for their event.

Event Pricing & Duration

  • Event pricing is established based on event type, additional needs (theRefuge Tech Member, day-of-event planning, etc), room(s) renting, and Refuge Family Member status. Every event will be subject to a $150 deposit due at the time of booking, and the remaining balance will be due on the day of the event.
  • Apart from weddings, all events shall not exceed 6 hours including set-up, tear-down, and clean-up following the event.