Events Communication & Process
Thank you for your interest in using Gashland EPC’s facilities as the location for your event or group meeting! Gashland EPC is always open to fostering new relationships within our community through events and group meetings held on our grounds.
*To update or cancel an event or activity complete an event update/cancellation form HERE Please note all updates, changes and cancellations must be submitted with 1 week notice for our Office Coordinator, Coordinating Team and Property Team to have ample time to review your request or cancellation.
Learn More about GEPC’s Event Process:
Please read through the event descriptions and step-by-step processes in the drop down boxes below to help you as you plan your event.
Facility-Use Events
Facility Use Events
These events are coordinated by non-GEPC individuals, church members, or groups and held on the grounds of Gashland. *Please note that Facility use events will not receive promotion through our communication vehicles because they are not affiliated with and do not have sponsorship from a Ministry Team at Gashland. The Individuals, church members, or groups hosting the facility use event are solely responsible for all communications concerning their event.
Examples of facility-use events:
Weddings
Boy/Girl Scout Meetings
BSF Bible Study Fellowship
Recitals
Birthday and Anniversary Parties
Background:
Individuals and organizations may request permission to use Gashland facilities. *These events are not promoted through GEPC communication vehicles. All facility use must have prior approval from the coordinating team. Approval is based on, but not limited to:
a) consistency with mission and vision of the church
b) if leader is a member or non-member
c ) costs associated with the usage
d) potential building security issues
e) staffing needs
Facility-use events are a secondary priority to church sponsored events. Therefore, it is essential to schedule facility-use events as far ahead of time as possible. The Communications Team recommends requesting approval of facility-use events at a minimum of 8 weeks in advance, with the exception of weddings, we cannot guarantee a facility use request date more than 6 months out.
All facility use events are subject to review to make sure there are no conflicts with Gashland EPC official events. All GEPC ministry events take priority over non-GEPC facility use events.
Most facility-use events will be charged a set-up and cleaning fee. The charge varies based on the size and nature of each event and can be found at the bottom of the Facility Request form after entering all information about your event. Charges are due one-week prior to the event.
Q: Why don’t we promote events unless they are church/ministry sponsored and approved?
A: Because Gashland values the scope and unity of the whole church and the simplicity of communications, we have to limit the events and activities we promote. Therefore, we will only promote events and activities that originate with or are sponsored by a ministry of Gashland.
If you would like an event or activity promoted that is not connected to a ministry at Gashland, you should seek to partner with one of our existing ministries. For Example: if you would like to host a class on men’s health, consider presenting your idea to the Relationships Team for inclusion in that ministry’s strategic plan.
Process for Facility-Use Events:
- Review available dates and times over the phone or in person with the Office Coordinator (M-F 9:00 am-1:30 pm)
- Submit your facility use form online at gashland.org/facilityuse or in person with the Office Coordinator (M-F 9:00 am-1:30 pm)
- Provide your Security Deposit to our Office Coordinator within 48 Hours of submitting your facility use request form during her office hours. (M-F 9:00 am-1:30 pm)
- Receive a confirmation email of the dates and times of your event from the Office Coordinator.
- Submit final payment 1 week before your event to the Office Coordinator in person during her office hours. (M-F 9:00 am-1:30 pm.)