It is the practice of St. Matthews (Kitchener) Lutheran Church to welcome groups from within the Kitchener-Waterloo community to make use of its building and facilities. Normally these are non-profit community organizations whose meetings are open to persons wishing to participate in the organization’s goals or activities. They are not necessarily Christian or religious, but St. Matthews does require that their principles not violate those St. Matthews strives to uphold.

If requested, a letter telling about the background, activities and building space needs of the group applying for the use of the building must be supplied prior to approval. 

St. Mathews office requires written notice from the Applicant any time there is a change in the Applicant’s name or address, or Applicant’s contact person and telephone number or email address.

The agreement is not transferable.

St. Matthews may deny or revoke or cancel a facility use agreement by any group or organization at any time, with or without reason and that in the event of such revocation or cancellation there would be no claim or right to damages whatsoever. The date of the use may be changed by the Church should the building be required for Church purposes, in which case the Church would give a minimum of 48 hours notice.

* Usage balance and proof of insurance must be provided to the church by noon, at least 7 days prior to the even. Failure to provide will automatically cancel the event (if the 7 days prior falls on the weekend, the insurance is due the Friday before). Of the deposit, $300 (damage/cleaning) may be refunded after the event if there is no damage, and no additional cleaning cost are incurred. The remainder of the deposit is non-refundable in the event of cancellation, failure to provide insurance, etc.

Accessibility

St. Matthews is fully accessible with a street level access to St Matthews from Church Street followed by a lift up to the sanctuary level. The door has a big Trinity sign to the right. Also, there are a few parking spots on Church Street reserved for the handicapped. The washrooms are on the entry-level floor. If during the concert someone needs the facilities, it will be a trip down the lift then a return back to the sanctuary level.

Public Liability

• The Applicant is responsible for the supervision of its members, employees, volunteers and participants while they are on the premises. St. Matthews is not responsible for any personal injury sustained by the Applicant or any employee, member, volunteer, participant or other person who may be upon the premises or in the building or entrances for the purposes of attending a function of the Applicant. Risks of any such injury are hereby assumed by the Applicant who shall hold St. Matthews harmless and indemnified therefrom. 

• The Applicant shall give St. Matthews prompt written notice of any accident or damage occurring on the said premises.

• The Applicant shall be responsible to St. Matthews for any damage caused to the premises during their use of the premises. The Applicant will protect, indemnity and save harmless St Matthews, its servants or agents of and from all claims for damages that may arise out of the use of the land and premises of St. Matthews including but not limited to damage to real or personal property, personal injury, infringement of copyright, defamation, criminal acts.

• Applicant will provide to St. Matthews (Kitchener) Lutheran Church by noon, at least 7 days prior to the event (if the 7 days prior falls on the weekend, the insurance is due by noon the Friday before), an insurance certificate indicating there is Commercial General Liability insurance in place for the event in the amount of $2,000,000 and that St. Matthews (Kitchener) Lutheran Church is shown as additional insured. Failure to provide this documentation will automatically cancel the event.

Fire & Safety

• No obstructing aisles or exits.

• Doors may not be propped open at any time.

• Large numbers of people attending will require a St. Matthews review of fire code restrictions prior to the event.

•  Aisles in parking lots must not be blocked.

Security

Applicants must make sure that any facilities they have used are left as found and secured (even if other groups are still using other building areas). This includes (but is not limited to):

•  windows are closed and locked

•  lights are turned off

•  outside doors are closed firmly and locked

•  have your own ushers at the door to welcome guests

•  restrict people movement to the space and ensure all participants have vacated the building with the usage is over

The St. Matthews representative designated in charge of the premises shall have the final say in all matters.

Drugs, Alcohol, Smoking or Nut Products

No drugs, alcoholic beverages, smoking or nut products permitted in the building or on church property.

Rooms and Equipment

The applicant is authorized to use only the specific space arranged and all its members must be restricted to this specific space. The space shall be left in the condition it was found in and no alteration of the space shall be permitted without the prior written approval of St. Matthew’s representatives.

Applicant must:

• Use only specified room at the specified hours.

• Set up furniture before use if needed.

• Clean up and put away furniture after use.

• Use appropriate footwear for sports to avoid damaging floors.

• Arrange with St. Matthews before using any church equipment e.g., piano, audio/visual equipment.

• Arrange with St. Matthews before putting up decorations, stage sets, etc.

• Arrange with St Matthews before putting up notices or posters inside or on the grounds of the church.

• Use telephone for local calls only.

• Applicant must supply own food, beverages (all prepared offsite), table cloths, dishes, cutlery, small appliances, etc.

• The stoves may only be used for warming outside food, no other appliances available for use.

Activities

•  No games of chance, lottery, gambling.

Consumables (food and beverage)

• No food or beverages may be prepared onsite.

Safer Space

The applicant shall make every possible effort to join with  St. Matthews in creating a safer space for people of all faiths (or non-faiths), ages, races, ethnicities, gender identities, sexual orientations, physical or mental ability, and citizenship statuses, as well as people with special needs, including addictions, across all spaces, at all times. 

The applicant will make every possible effort to respect the particular privacy and safety concerns of other space users as well as activities which pertain to marginalized or vulnerable groups.

Sacred Space

St Matthews Lutheran Church  is a sacred Christian space.  St. Matthews does not require any commitment from the applicant to Lutheran or Christian faith but does require the careful respect of the entire site as a sacred space. Failure to adhere to this clause may result in the termination of the applicant’s reservation agreement, or that the applicant is obliged to cancel a contract with a third party.

The applicant  shall not undertake any activity which is disrespectful to the values of  St. Matthews.  St. Matthews does not forbid or discourage the applicant from being critical of Christianity or Lutheranism in a constructive and respectful manner during their activity.  St. Matthews encourages discussion and criticism of Christianity and Lutheranism's role in colonialism, genocide and the Residential School System. 

St. Matthews encourages any suggestions which could make its organization and physical space more welcoming towards Indigenous people. With the exception of Indigenous ceremonies, religious activities or ceremonies that are not Christian are not permitted in the Sanctuary without express permission by St. Matthews. The applicant agrees that their activity will not include expressions of evil, gore, violence, hatred, witchcraft, the demonic, death, rape, sexual harassments, abuse, pornography, gratuitous displays of nudity or sexuality,or  any form of exploitation, or anything which might violate efforts above to create a safer space for all, except in cases where they are carefully framed within a positive context. Exceptions must be approved by St. Matthews at least two weeks prior to the activity.

The applicant's activity does not imply an endorsement of their organization, their beliefs, or their ideology by  St. Matthews.

If there is any doubt over whether an aspect of the event might violate one of the above points, the applicant is responsible for consulting with  St. Matthews about it at least two weeks prior to the activity. 

St. Matthews or their representative can cancel any activity, demand alterations to an activity, or compel an individual to leave the spaces at any time if the above safer space or sacred space policies are violated, suspected of being violated, or at risk of being violated.