Venue Rental
Terms and Conditions

All rentals of part or all of the Trinity Harvest campus are subject to the following terms and conditions.

Payment + Timing

PAYMENT

All rental fees must be paid in full prior to confirmation of the facility reservation by ACH, debit debit card, credit card, money order or certified check. Cash or personal/business checks will not be accepted. A fee of 3% will be added to all credit card payments.

DEPOSIT

A refundable deposit is required for all reservations and must be paid along with the rental fees prior to confirmation of the reservation. This deposit will be returned to the renter no more than 14 business days after the date of the reservation, however violations of these Venue Rental Terms and Conditions will result in full or partial forfeiture of the deposit. Examples include, but are not limited to, damage to the THC campus, failure to clean up the facility as noted in Appendix B, exceeding the approved reservation time, etc. Please note that additional fees may be assessed if damage to the THC campus as a result of the reservation exceeds the deposit amount.

SAFETY ATTENDANT

All renters are required to have a THC Safety Attendant onsite during the entire reservation to open, close and monitor the facility, which is included as part of the venue rental fee. The Safety Attendant is not responsible for the setup, takedown or cleanup of the facility before, during or after the reservation. Renters are prohibited from offering money or tips to Safety Attendants for any reason.

RENTAL TIMES

Rentals for part or all of the THC campus are made in the following four (4) hour time blocks:

8:00 AM – 12:00 PM
1:00 PM – 5:00 PM
6:00 – 10:00 PM

Rentals cannot be made on an hourly basis. Renters interested in utilizing the facility for two (2) or more time blocks will receive the hour between approved time blocks at no additional charge.

Modifications + Cancellations

MODIFICATIONS

Any modifications made to the date or time of the facility rental after execution of a signed Venue Rental Agreement will be subject to a $25 administrative fee. Modifications to the rental must be made in writing via written letter or email and will not be confirmed in writing until payment of the $25 administrative fee has been received.

In the event the renter chooses to change the rental date, every effort will be made by Trinity Harvest, to transfer reservations to accommodate a new rental date. All payments made towards the original reservation will be applied to the new date.

If the new date cannot be accommodated by Trinity Harvest and the modification request was submitted at least 31 days prior to the rental date, the rental will be cancelled and all deposits and payments will be returned less the $25 administrative fee. If the new date cannot be accommodated by Trinity Harvest and the modification request was submitted within 30 days of the rental date, all payments and deposits will be forfeited

CANCELLATIONS BY RENTER

In the event of renter cancellation, the following refund schedule will apply:

At least 90 days prior to the event, 100% of fees and deposits less the $25 administrative fee.
Between 31 and 89 days prior to the event, 50% of fees and deposits less the $25 administrative fee.
Within 30 days of the event, no refund will be provided.

To cancel your event, Trinity Harvest must have a cancellation request in writing. Cancellations will be effective immediately. However, if Renter decides to proceed with a new Event Date after the initial cancellation, Trinity Harvest will honor a date request received Fourteen (14) days of the original notification of cancellation and all rules regarding date changes apply from above.

CANCELLATIONS BY TRINITY HARVEST

Trinity Harvest reserves the right to cancel or request modification of a reservation in the extremely rare instance that a high priority situation necessitates a schedule change. Should this change require the cancelation of the event, a full refund will be provided to renter. For modifications that reduce the length of the reservation, a partial refund will be provided for the pro-rated amount of the rental fees based on the amount of time by which the reservation is reduced.

Facilities Usage Terms

PROHIBITED ACTIVITIES

The following activities are strictly prohibited on the Trinity Harvest campus, including the parking lot:

Parking in designated pastoral parking spaces on the west side of the building
Profanity and fighting
The sell, use or distribution of tobacco products
The sell, use or consumption of alcohol without prior written consent from Trinity Harvest Lead Pastor
The sell, use, distribution or presence of drugs or illegal substances
The sell, use, distribution or presence of weaponry or dangerous items without prior written consent from Trinity Harvest. This includes but is not limited to:
1. Guns and firearms
2. Martial arts and self-defense items
3. Bows, crossbows and arrows
4. Swords, knives, machete, axes or similar items
5. Explosive and flammable materials
6. Disabling, disfiguring or otherwise hazardous chemicals or materials
7. Other items as determined by Trinity Harvest Safety Director and/or Lead Pastor
Use of indoor or outdoor grills
Use of the facilities in attired deemed inappropriate by Trinity Harvest staff
Clothing with language, designs or pictures deemed offensive or inappropriate by Trinity Harvest staff

CAFE USAGE

The Kitchen is equipped with a refrigerator, freezer, stove, oven, microwave, sink and coffee maker. Renters must provide their own cookware, dishes, utensils and napkins. No grills of any kind may be used in the cafe or the Trinity Harvest campus.

AVL AND BAND EQUIPMENT USAGE

Renters must obtain prior written consent from the Trinity Harvest Worship Pastor in order to use the Audio Visual Lighting (AVL) equipment or band equipment in the Worship Center, in Reception or in the Event Center. In order to request use of the AVL or band equipment, refer to the instructions on the Available Resources and Equipment List. Please note that use of the AVL equipment will require the use of appropriate Trinity Harvest technical personnel and is subject to additional fees for use of this personnel.

BREAKAGE AND PROPERTY DAMAGE

The renter is responsible for any and all damages to the Trinity Harvest campus, including the parking lot, if such damage is caused by the actions of the renter or any of the renter’s guests. The renter is responsible for the conduct of all guests. The renter is financially responsible for all labor hours and costs incurred by Trinity Harvest in cleaning, repairing or otherwise fixing any part of the building and/or its furnishings and equipment which, in the judgement of the Trinity Harvest Facilities Department, has been caused by careless or reckless use.

CAMPUS CAPACITY

Per the City of Hurst Building Occupancy Code, the maximum number of occupants allowed within the facility is 833 persons. This includes all guests, vendors, volunteers, etc. In the event that more than 833 individuals are identified as being in the facility, a fine in the amount of $200 will be assessed for the violation of the Building Occupancy Code.

WAIVER OF LIABILITY

The renter’s signature on the Venue Rental Agreement certifies that the use of the Trinity Harvest campus, in part or in whole, is voluntary. The renter certifies that the renter has personally inspected the Trinity Harvest campus and assumes all risks to persons or property, including theft, which may be sustained in or about the Trinity Harvest campus in connection with its use.

The renter agrees to release, discharge, defend, indemnify and otherwise hold harmless Trinity Harvest Church, its employees and volunteers from any and all claims and causes of action, including those for injury to any person, property, or theft of property that may arise in or about the Trinity Harvest campus in connection with its use, regardless of whether such claims or causes of action are due to negligence or any other fault. Such claims or causes of action include damages, fees, penalties, charges, expenses and reasonable attorneys’ fees.

VIOLATION OF RENTAL TERMS AND CONDITIONS

Violation of any or all parts of the rental terms and conditions may result:

Forfeiture of part or all of your refundable deposit
Assessment of additional fines as noted in the terms and conditions
Temporary suspension of future use of the Trinity Harvest campus
Permanent forfeiture of future use of the Trinity Harvest campus, including the immediate cancellation of any existing reservations
Appropriate legal actions as deemed necessary by the Trinity Harvest Board of Directors