Facility Rental Policies and Procedures

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All Am Shalom events are subject to these rental policies and procedures. Please read through this page carefully before sending us any questions. 

Ready to submit a Bet Mitzvah room rental request? After you've familiarized yourself with these policies and procedures, you can click here for the Bet Mitzvah Celebration Agreement. Please note you must be logged into the Am Shalom website to access the agreement.

• Facility rental is contingent upon membership in good standing. All financial obligations (dues, building fund commitments, outstanding invoices) must be current or have valid payment arrangements in place. Please contact Zoe Sherman, Chief Financial Officer, with any questions about fees or for assistance with payment arrangements.
• Facilities will be rented on a first come/first served basis. Facility rental may not be available on all dates due to holidays, congregation functions, etc. Families must fill out an online agreement and submit a deposit. Am Shalom will confirm in writing within 3 business days that the space is available and has been secured for your event. If your desired space is not available, we are happy to work with you on alternative options within the building.
• Rentals are not guaranteed until you have received written confirmation from Am Shalom indicating that your contract and deposit have been accepted. (Do not contract with any vendors until you receive a written confirmation of your use of facilities or executed rental contract from Am Shalom.)
• When your celebration involves three or more vendors, Am Shalom requires an event planner to ensure the proper preparation and day-of fulfillment of your event needs.
• All event-related fees must be paid no later than 4 weeks prior to the celebration.
• Facility rental is contingent on adherence to all Am Shalom policies, rules, and provisions as stated on the Am Shalom website, rental contract, and by directive of security or professional staff.  Congregant/renter also assumes responsibility for adherence by their guests and vendors.
• You are financially responsible for any and all loss, damage, or destruction of Am Shalom property caused by you, your guests, or vendors.
• Am Shalom reserves the right not to allow celebrations to take place if the following items are not submitted for approval at least 2 weeks before event date:
  - Final Menu
  - Final Schedule
  - Complete Vendor List
  - Complete, detailed description of all activities
  - Signed vendor agreements
  - Final floor plan must be submitted NO LATER than the Monday prior to event date. Floor plan must include complete description of set-up, including decorations and equipment, and is subject to approval.
• PLEASE NOTE: Am Shalom reserves the right to limit all activities on our premises, including during private events.
• Am Shalom also reserves the right to stop activities in progress if they violate any of the rules/policies described in this booklet and/or the rental contract.
• All activities must be:
  - Safe and respectful to all participants and to our synagogue's facilities.
  - Appropriate for the celebration of religious life cycle events.
  - Consistent with the usage policies of our synagogue's facilities.

Security and chaperones are required to be present for ALL services and celebrations (when applicable). Service chaperones are hired to maintain appropriate decorum and atmosphere during the service. Guests are expected to remain seated quietly during the service, refrain from going in and out of the Sanctuary, and follow any directions given by the chaperones. Chaperones will move (or remove if necessary) any guest.

In addition to the required service chaperones hired by Am Shalom, families holding celebrations on premises are also REQUIRED to have chaperones. These individuals are hired by Am Shalom at a negotiated discount; fees must be paid by the event host. This is separate from the room rental fee.

Security fees are determined by event type (Service Only or Service & Celebration). Chaperone fees are determined by the number of guests attending who are under 18 years of age.

Service and Celebration Chaperone Fees are determined by the anticipated number of students in attendance.

• 1 chaperone for every 20 minors in attendance will be ordered on your behalf.

Am Shalom security personnel and professional staff reserve the right to remove disorderly guests from our premises. The parents of unaccompanied minors will be called by Am Shalom security personnel or professional staff if it is necessary to remove the minors from the premises. Only Am Shalom employees may directly remove persons from Am Shalom premises. Congregants/renters, and vendors must consult with the Am Shalom security personnel on duty for assistance if removal is required.

Minors must be supervised at all times during both services and celebrations.

Facility Rental Fees

Please click here for a complete listing of rooms and fees.

See above about security personnel and professional chaperones hired by Am Shalom for every service AND celebration, with fees to be paid by each family. 

For Families Holding Celebrations:

The Security Damage Deposit will be held in reserve to be used to defray costs of any damage to Am Shalom building or property, or in the event additional labor is required for clean-up that does not comply with contract.

Assuming no damage and satisfactory clean-up, the deposit may be refunded or applied toward congregant's account.

Caterer Fee
This fee must be paid by all caterers working in the building, in addition to any and all fees paid by congregant for rental of facilities and/or security damage deposit. This fee is used to maintain kitchen equipment and tableware.

*All fees subject to change prior to fully executed rental contract.

• All deliveries, pick-ups, unloading and loading of equipment and materials must be made through the kitchen alley door. No deliveries or pick-ups may be made through the front of building.
• No vendor parking is permitted in the alley behind the building or the southwest parking lot. Violators will be towed at owner's expense.
• No deliveries may take place after 3:00 p.m. on Fridays, unless for Shabbat dinner. No pick up or removal of party items is permitted on Sundays.
• All items must be securely packaged and clearly marked with renter's name and date of event.
• Thursday prior to event is the earliest time items may be dropped off.
• Monday immediately following event is the latest time items may be picked up. Sunday is not an option for pick up. Equipment staging/storage is not allowed any place in the building other than the space contracted specifically for your event.
• Equipment, decorations, etc. may not be stored in the building.

• Photography and Videography are allowed during lifecycle events from the back and sides of sanctuary, no flash or augmented lighting set up is permitted during the service.
• Photographers and videographers must be approved vendors, must have a valid certificate of insurance and share their vaccination information or a negative test taken within 24 hours of working on the premises.
• Any photography that disrupts the service, at the sole discretion of the rabbis and/or security personnel, will be stopped and may result in photographer losing vendor approval.

Scheduled Photographs

• Time for photographs must be scheduled in advance.
• Times immediately before or after a B'nai Mitzvah service or rehearsal are not automatic and may not be available.
• All photography must stop 30 minutes prior to the start of a B'nai Mitzvah service.
• If you want one of the rabbis, cantor, or other professionals present for your photographs, you must schedule in advance.

Video

• Shabbat services may be video recorded, by either Am Shalom or a privately hired videographer.
• Am Shalom does not guarantee service videos. At present we do our best to share video from your service, however due to unforeseen circumstances, space limitations and technology/internet interruptions the complementary video cannot be guaranteed.
• Augmented lighting is not allowed.
• Stationary video may ONLY be taken from the BACK of the Sanctuary (or other service location.)
• Am Shalom reserves the right to stop private videographers if they are not in compliance with these policies, or if, in the sole discretion of clergy or security personnel, they are causing disruption to the service.

The following items and activities are prohibited:

• Glitter
• Confetti
• Metallic tinsel
• Rice
• Dry ice
• Pyrotechnic or similar effects
• Fog, smoke, or haze - or any similar items (including simulations)
• Spray paint or airbrushing

Nothing may be affixed to walls, floors, ceilings, furnishings, or equipment by any means that cause marring or damage (including, but not limited to: scotch tape, nails, tacks, staples, etc.)

Hanging anything (including balloons) from sprinkler heads, ceiling lights, or other fixtures is prohibited.

Paper or fabric used must be fireproof or fire resistant.

Lighting, sound, and stage equipment require pre-approval by the Director of Operations, and must be set-up under her supervision (or by an Am Shalom employee she designates.)

Only Votive or glass globe enclosed candles are allowed (no open candles).

Balloon arches, displays and any other large obstacles may not be set up across dance floor.

No decorations may block or impede fire safety equipment, pathways, and/or exits in party rooms, hallways, or pass-through areas at any time, for any reason.

No exterior doors may be blocked or propped open at any time, for any reason.

Use of gas-powered generators requires advance notice and approval by Am Shalom Chief Operating Officer at least two weeks prior to event. Gas powered generators must be kept a minimum of 25 feet from building. No additional fuel may be stored on site.

No amplified music is allowed in the courtyard.

No decorations or modifications are permitted in the Sanctuary, Sanctuary lobby or hallways.

Please follow the guidelines below to return Am Shalom facilities to the condition in which you found them.

GENERAL CLEAN-UP/REFUSE:

• Place Am Shalom chairs in stacks of 15, with one chair in front to brace each stack. (Am Shalom maintenance personnel will provide example if needed.)
• Vacuum all carpeted areas.
• Sweep all non-carpeted areas.
• Tidy bathrooms (no refuse, party goods, etc.)
• Remove all rental equipment and personal belongings.
• Remove all party debris (i.e. prize packages, bags, boxes, etc.)
• Remove all garbage from premises.

KITCHEN-SPECIFIC GUIDELINES:

• Remove all leftover food and beverages in your own containers. (Am Shalom property, including dishes, may not be removed from building.)
• Remove bags of ice from freezer.
• Wash, dry and properly return all dishes, glassware, silverware and utensils.
• Scour and clean ovens and range tops.
• Clean sinks, countertops and all other surfaces.
• Wash kitchen floor.

NOTES:

1. While your caterer, party planner, serving staff and/or DJ may be expected to do any or all of this work, the final responsibility is the congregant's/renter's. Security deposits will be returned, or applied to your account (as indicated IN your contract) approximately two weeks following your event, assuming all policies and rules were followed and no charges against your security deposit, damage or clean-up fees, or other penalties are assessed.

2. The building may be used simultaneously by multiple renters, events and activities. Therefore, you may not have access to rooms or facilities not specifically part of your rental contract, and set-up/clean-up may need to be coordinated among different vendors. Equipment staging/storage is not allowed any place in the building other than the space contracted specifically for your event.

3. Additional time for set-up/clean-up, deliveries, later pick-up, or limited, short-term storage is not guaranteed, but may be arranged on a case-by-case basis through the B'nai Mitzvah Coordinator or Chief Operating Officer. Any special set-up or delivery arrangements must be made no later than two weeks prior to your event date.

Tables & Chairs

• 8 foot banquet tables: 15
• 6 foot banquet tables: 6
• 60 inch round tables: 25
• 72 inch round tables: 21
• Hi-boy cocktail tables: 5
• Chairs: 1200
• High chairs: 5

Tableware

• White dinner plate: 200
• White salad plate: 200
• Clear salad plates: 200
• Soup cups: 200
• Water goblets: 200
• Wine goblets: 200
• Coffee cups/saucers: 200
• Flatware: 200 each (dinner fork, salad fork, dinner knife, teaspoon, bouillon spoon)

Serving Pieces

• White sugar bowls: 15
• Silver creamers: 11
• Coffee carafes: 10
• Water pitchers (stainless steel): 40
• Salt/pepper shakers: 25
• Bread baskets (round chrome): 38
• Bread baskets (oval chrome): 7
• Table number holders + numbers: 46
• Easels: 4

Equipment, furniture, or supplies not listed above may not be available for use during Bet Mitzvah celebrations, even if they are owned by the synagogue, or rentable for other events.

Congregational linens are not available for private functions.

Equipment and furniture are not available for rental or use off Am Shalom premises.

In adherence to the congregation's commitment to environmental protection, we discourage use of paper goods and plasticware, but if they are necessary, please choose recycled and/or environmentally-friendly goods.