Define Places
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Before you can reserve a place, you will need to define the places that can be reserved. To do this, click the Define Places tab page on the Schedule Places dialog. Click the small + in the navigation bar in the upper right corner of the dialog to define a new place, or use the scroll buttons to find a place already in your file to update or delete it.
Place Name. This field stores the name by which the place is generally known. This could be a room, a building, a part of a room, a patio area, or virtually any other space in your church facility for which reservations might be made at some point.
Capacity. The number of people who can be accommodated in this place.
Access. This drop-down box has two options: Attendant Required, and Key Checkout Permitted. Select the option that is generally used for this space. This field can be overridden later if needed. Attendant Required means that your church requires that someone (either as a volunteer or a local hire) must be present to open/close the place being reserved, and perhaps also be present during the activity. Key Checkout Permitted means that the room can be used unsupervised, and you will make a key available to them if needed.
Key Deposit. If there is a key checkout option for this room, enter the desired key deposit in this field.
Cleaning Deposit. If there is a cleaning or general deposit for the place, enter it here.
Availability. There are four options in this field, but one of them is mutually exclusive to the others. The items you select here for a given place are the items that will appear in a list of permitted uses when reservations for this place are made later on.
•Church Office Approved Only. This is the strictest of the availability options, and is exclusive to the others. That is, if you select this option, selecting other options will be ignored. This option means that use may well be granted to groups, but it will only be granted on the basis of the direct permission of the church office. This could also mean a board or finance committee or other governing body. At base it means that this room is not generally available except by special permission. This might be appropriate for committee space in the office that can be assigned to some committees but would not generally be made available.
•Church Ministry/Activity. This selection means that the place may be reserved by a church ministry or activity that's a part of the normal flow of church life. In such cases, there is generally no rental fee required, so space was not provided to enter a rate.
•Church Member. This selection means that the place may be reserved by church members for their use. For example, perhaps you wish to make your church's fellowship hall available for members to reserve for such things as anniversary parties, family reunion dinners, etc. Space is provided to enter a standard rental fee, which should be entered in dollars along with a place to enter the time allotment for the fee. The "Per" field is a text field so you can enter things such as "hour" or "2-hour block" or whatever is needed.
•Community. If you wish for the place to be made available for non-church-related or non-member-related uses, check this box. If you wish to charge more for non-church use of the place, space is provided to enter a different rate.
Overtime Charges. If the use runs longer than expected, enter the cost to be charged. This is a text field rather than a money field, so you can enter things such as $15/hour.
Notes/Comments. Type in any limits, caveats, warnings, pleadings, or whatever you wish to have noted about the use of the place. These notes will be included in the printed rental forms.
Blackout Days/Times. Many of your church's places will have normal blackouts for those times when the room is used by a regularly functioning ministry or activity. For example, if an adult class meets in the fellowship hall during your worship day, you should enter a blackout for your worship day and time span involved. Enter as many blackouts as needed.