Dear Teachers,

Please review some procedures, FAQ’s and general information for your United Christian Parish Sanctuary/reception room rentals

  • All rental date submissions must be sent to John Kaboff @ CelloDoctor@aol.com No calls please.
  • Once confirmed by John Kaboff, a request will be sent to Kevin Fletcher @ UCP. Once he approves the date as available, he will issue a PDF contract which may be emailed or mailed back with your check to United Christian Parish. Electronic payment is not possible for UCP at this time.
  • UCP requires payment within 15 days of the contract issuance for all requested dates.
  • The rental fee is $235 for 4 hours. $50/hour for each additional hour reserved
  • $50 reception fee if applicable. You will be asked to indicate whether or not you want a reception after your date is confirmed
  • After a contract is confirmed and signed, you may contact Kevin Fletcher with any specific facility use questions
  • Your reservation is held for 15 days, then NOT guaranteed
  • Refunds for cancellations will only be given as follows: more than 30 days prior to the event, 100%; 15 to 30 days prior to the event, 50%; less than 14 days prior to the event, no refund.
  • Key cards to be picked up no earlier than 1 week before your event and dropped off no later than 1 week after. Teachers held financially responsible for lost key cards
  • Key cards: Please pick up from John Kaboff at 2413 Luckett Avenue, Vienna, VA 22180 no earlier than one week before your event. Please email John to confirm the date and time of pickup, and return the key no later than one week after the event.
  • All UCP renters must pay NVMTA a Piano Tuning Fee of $50 for each recital date before key cards will be issued. The fee is the same whether you use the Kawai, Steinway, or both pianos at your event.
  • Payment may be done via this link

https://secure.affinipay.com/pages/northern-virginia-music-teachers-association/eventfee

  • Email the piano fee/donation receipt to Cellodoctor@aol.com AND santos@icloud.com
  • Access to church is only through the main entrance
  • Commitment to limited chair movement in the sanctuary with the goal of setting the configuration back to the original.
  • Use the “HEX KEY” (hexagonal key) in the kiosk 1st drawer to unlock and relock the door
  • Return the Hex Key to the drawer and make sure all doors are locked and lights are turned off
  • Questions about using the facility? Watch this

UCP Space Use Conditions

All UCP Space Users are required to follow the guidelines listed below. In the event of unforeseen emergencies such as a funeral, UCP reserves the right to reschedule and will notify the Space User(s) as soon as possible. The United Christian Parish reserves the right to terminate ongoing and/or further use agreements if the Space User(s) fail to abide by their commitments to the Space Use Conditions.

General Use

  • Use only the assigned Time frame(s), Space(s), Door(s) & Restroom(s).
  • Additional charges will be rendered for use of facilities not included in the originally approved request. This will be determined by the Building Use Coordinator (BUC) and withheld from the damage deposit.
  • UCP is a multi-use facility and Users must ensure that sound volume and activities will not interfere with other activities.

Food & Drinks

  • If food or non-alcoholic drinks are to be served at a reception or dinner, a kitchen fee will be required.
  • If Parish dishes, flatware, pans, etc., are used, the User is responsible for cleaning them and returning them to their storage locations.

Set Up and Take Down

  • You are responsible for setting up and taking down unless you agree to pay for set up and take down fees.
  • You can find additional furniture in the hallway closet—labeled S-1L Tables, Chairs.
  • Make sure you leave the Space(s) assigned to your group exactly as found on your arrival.

Safety

  • No alcoholic beverages, smoking or vaping are allowed in Parish buildings or on Parish grounds.
  • If significantly unsafe behaviors—including ANYONE being intoxicated or otherwise chemically impaired at any event, or other extremely unsafe behaviors—the event will be cancelled without reimbursement at the discretion of the Parish Board.
  • Report any incident that may or may not have caused injuries or damage, within 24 hours to Kevin Fletcher

Scheduling & Cancellations

  • Cancellations are handled by notifying Kevin Fletcher, the Building Use Coordinator. Refunds for cancellations will only be given as follows: more than 30 days prior to the event, 100%; 15 to 30 days prior to the event, 50%; less than 14 days prior to the event, no refund.
  • UCP follows the Fairfax County Public School closings for inclement weather. Space Users will be required to alert their participants to this circumstance and follow this policy. You may reschedule or ask for a refund if you must cancel your class due to this policy. When in doubt, ask the Building Use Coordinator.
  • UCP Closing Policy

Supplies & Decorations

  • Space Users must provide their own supplies such as markers, pens, paper, flip charts, etc.
  • Approval to hang or attach items to the walls, doors, chairs, or bulletin boards of the Parish facilities must be obtained from the BUC prior to the meeting/event.
  • Properties and/or decorations of any kind must be removed immediately following the use of the building.

Sanctuary Use

  • In the Sanctuary, the cross and organ may not be moved for any event or use of the space.
  • Make a request if you need the piano, pulpit or communion table to be moved. Only trained volunteers are allowed to move them.
  • No food or drink is allowed in the Sanctuary.

Other

  • Pianos must be closed and covered, with the humidistat plugged in, after EVERY use.
  • UCP limits the use of the building for fund-raising purposes to recognized non-profit organizations who have received IRS 501(c) (3) status. This certificate is required at application.

How to take care of UCP Piano – for NVMTA

  • Piano has a humidistat unit which is plugged into an outlet.
  • The Humidistat should always be plugged in except when moving the piano.
  • Best practice – use 2 people to move the piano with care
  • Monitor the Piano’s water levels. Sometimes it takes two containers to fill: watch video!
    • Green is fine.
    • Yellow requires water.
    • Red is a problem.
  • Location – taking a picture helps
  • Close lid and cover

UCP Door Protocol for NVMTA

  • Get a key card from the NVMTA Coordinator.
  • Access the building only through Door 1.
  • Use the hex key in the kiosk top drawer to unlock and lock the door(s) you have been assigned – if you have not done this before and need help, please open Hex Key use – Training video.
  • Please place back the Hex key in the kiosk top drawer, after use, for other Space User(s) might need it.
  • For safety reasons, lock all the doors you have unlocked before starting your event.
  • Return the keycard to the NVMTA Coordinator.

How to move UCP Communion Table – for NVMTA

 

Communion Table must be moved carefully by 2+ people

Day of Use Opening & Closing Procedures for NVMTA Teachers

  • Open the main door (#1) with the key card provided by John Kaboff.
  • Once inside, go to the kiosk on your right. In the top drawer you will find the “hex key” with a pink string tied around it.
  • Use hex key to open the right side of the door. Hold door bar open while turning key.  This will keep the door unlocked.
  • Put key back in top drawer (do not put in your pocket or lay on counter)
  • Turn on lights to the Narthex. You can find the switches on the brick columns on each side of the kiosk desk.
  • Turn on lights to the Sanctuary. These switches are located in the sound booth.  When you enter the booth the switches are on the left wall.  You ONLY need to turn on lights 1, 2 & 3.  They are marked with blue tape.
  • There are signs pointing to the restrooms, which are located down the hallway.
  • If you choose to move the communion table, the belts are located behind the large wall, in the sacristy. They are in the second set of cabinets, on the left side, above the counter.  The box is marked.  Most people choose not to move the communion table because of its weight.  It takes, at least, 3 people.  Instead, the piano fits perfectly in front of it, or to the side of it.
  • When you move the piano to the front of the room you will need additional help. As I said, it will fit in front of the communion table, or to the side of it. It is your choice.
  • You are welcome to move the sanctuary chairs minimally, but if you do, they must be put back in the exact location you got them from. There is tape on the floor showing where they go.
  • Once the recital is finished, please move the piano back behind the choral risers and put the cover on it.
  • If you moved the communion table, please put it back in place in the center of the room.
  • Anything you move should be put back where you got it at the end of the recital. There is tape on the floor where each piece (piano, communion table, chairs, etc) belongs.
  • If you are hosting a reception, you will have access to Room 116 (kitchenette), which is located across the Narthex from the Sanctuary, to prepare any food or drinks. There are tables in the Narthex for you to use and serve from.
  • Trash cans are located in various places throughout the Narthex and in Room 116.
  • When you are finished with the reception make sure that all food has been put away and there are no spills, etc. on any of the tables or floors.
  • Tie up any trash bags in cans that have been used. Our custodial staff will empty the cans and clean the floor.  Please make sure the tables are clean.
  • Before you leave, please make sure the lights to the sanctuary (switches in the sound booth) have been turned off.
  • You will need to remove the hex key from the top drawer of the kiosk to lock the main door to the outside.
  • Put don’t forget to put the hex key back in the drawer.
  • After you exit the building, please pull on the doors to make sure they are completely closed.