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BWC Facility Use Request

BWC Facility Use Request Form
Your Information

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Will the organizer be present the day of this event?*

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Event Information & Requirements

Is this a recurring event?

Will this event include food?

Will staff of this event need the use of a prep kitchen?

Will this event require the use of food tables?

Preferred Room? (you may select more than one)

Preferred Room Configuration? (you may select more than one)

Technology/Equipment Needs (check all that apply)

Policies & Agreement

FACILITY USE POLICY

Please read the facility use policy, and if you agree to the terms, indicate below.

Reservations

With the exception of the Francis Asbury boardroom and for full staff or All-Conference events, rooms are reserved on a first-come first-served basis. No team or region has priority over another. We will work together with a Christian spirit to resolve scheduling conflicts as quickly and effectively as possible.

For safety and security, evening and weekend events with more than 15 people will require a BWC staff member to be at the front desk. Evening and weekend meetings scheduled by conference staff for conference business need to be reserved with no less than 48 hours notice to ensure front desk coverage. Events scheduled within that 48 hour window will require the organizer to provide and pay for staff coverage for the front desk.

To offset the cost of Hospitality Desk coverage for events involving BWC churches on church business, a flat-rate fee of $25 per hour will be charged for reservations at the Mission Center.

For all events that are not BWC related, please refer to the fee schedule for rental pricing.

Cancellations

Events must be canceled with no less than 24 hours notice. It is the event coordinator's responsibility to notify Sanjeev Christopher and any attendees of the cancellation as soon as possible. Failure to do so may result in any paid front desk staff hours being charged to the group, the organizer, or their associated BWC team.

Eligibility

Conference Business will be given priority over all other meetings during business hours.

Conference business, member churches, conference/church sponsored organizations will be given priority on evenings and weekends.

Facilities are not open to outside groups or conference members for the purpose of profit making activities.

Groups and Events will be restricted to the Otterbein atrium and their assigned room.

Each group is required to clean up after their event- this includes returning facility to the state in which it was found. This includes cleaning up all food and garbage, and removing garbage to the dumpsters outside the back (north) entrance. Additional trash bags and a vacuum cleaner will be available at the Hospitality Desk.

The BWC Mission Center is a Smoke Free, Alcohol Free, and Fragrance Free environment. Smoking, alcoholic beverages, and substances with fragrances are strictly prohibited.

Cancellations

Events must be canceled with no less than 24 hours notice. It is the event coordinator's responsibility to notify the Coordinator of Radical Hospitality and any attendees of the cancellation as soon as possible. Failure to do so may result in any paid front desk staff hours being charged to the group, the organizer, or their associated BWC team. 

CONFIRMATION*