BWC Facility Use Request Home > Resources > Forms, Reports and Requests > BWC Facility Use Request BWC Facility Use Request Form Your Information Name of Event* Name of group hosting this event* Group's relationship to the BWC? (There is a suggested donation amount of $25/hour for our BWC churches.)* BWC Church BWC Sponsored Committee or Organization Non BWC Sponsored Committee or Organization Event Organizer's Name* Event Organizer's Phone*( ) - Event Organizer's Email* Will the organizer be present the day of this event?* Yes No Primary Contact's Name (if differs from organizer) Primary Contact's Phone (if differs from organizer)( ) - Primary Contact's Email (if differs from organizer) Event Information & Requirements Start Date of Event* January February March April May June July August September October November December 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 2020 2019 2018 2017 2016 2015 2014 2013 2012 2011 2010 End Date of Event* January February March April May June July August September October November December 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 2020 2019 2018 2017 2016 2015 2014 2013 2012 2011 2010 Set-Up Start Time (please include AM/PM)* Event Start Time* Event End Time* Number of expected event attendees Is this a recurring event? Yes No Will this event include food? Yes No Will staff of this event need the use of a prep kitchen? Yes No Will this event require the use of food tables? Yes No Please provide a short description of your event (include any information relative to setup or audiovisual needs) Preferred Room? (you may select more than one) Fiesta 1-2-3 | Max: 190 Fiesta 2-3 | Max: 100 Fiesta 1 | Max: 80 Fiesta 2 | Max: 30 Fiesta 3 | Max: 30 John Wesley Chapel (No A/V Available) | Max: 10 Bethune Library (No A/V Available) | Max: 8 Strawbridge Lounge (No Mic) | Max: 40 Preferred Room Configuration? (you may select more than one) Auditorium Classroom Round Tables Square U Closed Square Worship Chair Circle Other If other, please specify: Technology/Equipment Needs (check all that apply) Multimedia Projector & Screen with Sound System DVD Player Sound System Piano Assisted Listening Wired Internet Wi-Fi Access Whiteboard/Easel Conference Phone Microphone Lavaliere Microphone Podium Head Table Registration Table Powered Outlets (Classroom or Square Setups Only) Other If other, please specify: 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* I confirm that I have read and agree to the facility use policy. Please leave this field blank.