Accotink UU Church makes its facilities available for others as long as it doesn't interfere with the Church's activities or mission. Rental of space can be on a one time basis or on a repeated long-term basis.

Rental activities

  • Weddings
  • Receptions
  • Recitals
  • Concerts
  • Plays
  • Meetings
  • Classes
  • Worship
  • Rehearsals

For more information and reservations please contact the Church office at (703) 503-4579

Download the Application. (PDF)

Rental Guide

The primary purpose of the Accotink Unitarian Universalist Church (AUUC) is to provide a spiritual home for the members of its congregation.  To the extent that our facilities are not committed to church-sponsored activities, the facilities are available, at the sole discretion of the AUUC Board of Directors (BOD), to individuals and community groups.

Sanctuary Hall Capacity: 200

Booking the Building

All arrangements for dates, times and set up must be made through the church rental committee. The church administrator will arrange contact with the proper church contact people.

 

Capacities

Upper Level
The maximum occupancy for the sanctuary is 200 people.  165 movable chairs are available for use within the sanctuary.  An additional 40 chairs can be placed in the overflow area.  The sanctuary can accommodate up to 15 eight-foot long tables, each seating eight people.  The room is equipped with a sound system that can accommodate up to 3 microphones, and has a tape cassette and CD player.

Lower Level Rooms
Folding tables and chairs are available on the lower level in the storage closet adjacent to Room 107.

Parking
The paved lighted parking lot contains 50 parking spaces. Additional on-street parking is available.

Reservations

Groups or individuals wanting to reserve space must submit a completed application form (attachment 1) to the Congregational Administrator.  Each application form must be signed by the applicant and accompanied by the required deposit as specified below. Reservations may not be made more than one year in advance unless approved by the BOT.

Fees (effective July 1, 2014)

Security Deposit: A refundable deposit equal to the greater of one half the rental fee or $200, whichever is greater, must accompany each reservation request.  Security deposits for long-term or recurring use rentals may be higher, as specified in individual rental agreements.

General Fees for Use of Facilities: This fee provides the user the right to use the specified spaces only.  It does not include services of the minister, caterers, janitor, or other services.  The facility use fee covers the entire time requested for use of the facility, including time required for set-up and clean-up.  Only rooms expressly contracted for can be used or occupied by the renter.

Standard Facility Use Fees are as follows:

Long-term and recurring use:  A separate rental agreement will be negotiated for rental periods exceeding one-time use.

Exclusive use of the building (e.g. wedding with reception, or other events requiring exclusive use of all facilities):  $675 for seven hours, including set-up and clean-up.  Includes sole use of the building and grounds.  Additional usage may be contracted at $100 per hour.

Wedding without reception:  $420 for five hours, including set-up and clean-up.  Includes use of the sanctuary, nursery, and two additional rooms.  Additional usage may be contracted at $100 per hour.

Other events:  Fees are based on the specific space used and the duration of use, including time for set-up and clean-up.  Rentals for specific spaces do not provide for use of any spaces not specifically identified in the rental agreement.  Use of bathrooms and access to rented spaces is included with all rentals.

Sanctuary/Fellowship Hall: $90 per hour

Sanctuary and kitchen: $110 per hour

Room 114; Room 121 $50 per hour

Room 107; Room 124 $35 per hour

Room 112; Room 116; Rm 126 $20 per hour

Gallery: $35 per hour. Included with Sanctuary rental.

Kitchen: Additional $20 per hour with any other space. (Kitchen cannot be rented separately.)

Discounts from General Fees

Discounts from established fees are available to the following special categories:

  • Non-profit organizations:  50% of established fees.
  • Members and Friends of AUUC:  Free, provided the event is not for profit, is ceremonial in nature (e.g. dedications, weddings, memorial services, recognition ceremonies, etc.), and the individual requesting use of the facilities is responsible for opening, set-up, clean-up, and closing of the building.  A $200 refundable security deposit is required.  “Members” of AUUC include those persons who meet the criteria for membership as specified in the AUUC By-Laws.  “Friends” are persons who are not members but have a current financial pledge to the church.
  • Other BOT-approved functions:  Free, or at a reduced rate as specified by the BOT.

Cancellations

AUUC reserves the right to cancel reservations for any reason, with or without notice.  AUUC will provide as much notice as possible should such cancellation be required, and will work with affected parties to reschedule events at a mutually satisfactory alternate time.  Typical reasons for short-notice cancellations include, but are not limited to:  adverse weather, failure of utilities, damage to property, or higher-priority AUUC requirements (e.g. emergency meeting or high priority church event).  In the event of adverse weather, AUUC is closed whenever Fairfax County public schools close.  Reservations may be canceled by phone with the Congregational Administrator.  Written confirmation of the cancellation must be provided within three days of verbal cancellation.   Cancellation within four weeks prior to the event will result in full or partial forfeiture of the security deposit as specified below.

Refund of Deposits

The security deposit will be refunded in full within 30 days of the conclusion of the event, except as follows:

  • Cancellation of the event by AUUC, regardless of reason:  100% refund.
  • Cancellation of the event by the requestor two to four weeks prior to the event: 50% withheld
  • Cancellation of the event by the requestor less than two weeks prior to the event:  100% withheld.
  • Exceeding the rental period:  the rental fee(s) for the spaces used in excess of the rental agreement will be withheld.
  • Using spaces not specified in the rental agreement:  the rental fee(s) for spaces used in excess of the rental agreement will be withheld.
  • Damage to building or grounds:  Amounts required to repair damages, including amounts required for special clean-up, will be withheld.  Note:  renters are liable for the full cost of repairs, including costs in excess of the security deposit.
  • Clean-up:  Amounts required for clean-up should the renter fail to return the space to the condition it was in prior to the start of the rental period will be withheld.
  • Violating policies specified in the rental agreement or this document:  100% withheld.

Policies: In addition to policies that may be specified in specific rental agreements, renters will comply with the following policies.  Failure to comply may result in forfeiture of the security deposit and being banned from future rental opportunities.

  • Discrimination: Renters must certify that they do not discriminate on the basis of color, gender, race, religion, political affiliation, national origin, sexual orientation, or for any other reason.
  • Smoking:  AUUC is a smoke-free facility.  Smokers may not smoke indoors or within 50 feet of entrances and must properly dispose of smoking materials in approved containers.
  • Parking:  Parking in the circle at the end of the upper parking lot is prohibited by Fairfax County fire regulations.  Violators may be fined by the County or towed at their own risk and expense.  The Fire Lane and entrance to the building shall be clear of parked vehicles except for brief periods to load or unload passengers or cargo.  The fire turn-around section at the end of the upper parking lot may be temporarily cordoned off for non-vehicular use (e.g. so children can play safely) but cordon materials must not preclude immediate access by emergency vehicles if required.  Please do not park in spaces reserved for staff at any time.
  • Alcoholic Beverages:  Alcoholic beverages may not be served without the specific approval of the AUUC BOT and will be conducted in strict accordance with Virginia Alcoholic Beverage Control regulations.  See www.abc.virginia.gov for specific requirements.
  • Tape:  Only blue painter’s tape may be used on walls or floors and must be removed at the end of the day it was applied.  No other adhesive tape of any kind may be used on walls or floors.  Items may be hung using picture molding if installed or may be secured to bulletin boards, corkboards, etc. using tape or other appropriate materials.
  • Heavy Items:   The sanctuary contains a grand piano that cannot be removed.  Renters may not bring in heavy items such as baptismal basins that could cause damage to the floors or might exceed the load bearing capacity of the floors.
  • Inclement Weather:  Renters may not use AUUC facilities when the Fairfax County Public Schools are closed due to inclement weather.  Clearing and/or treatment of sidewalks when facilities are open is the responsibility of the Renter.  Cleaning and/or treatment of AUUC parking lots when facilities are open is the responsibility of AUUC.
  • Insurance:  Renter shall maintain liability insurance with personal injury limits of at least $1,000,000 for death or injury per person, $1,000,000 per incident, and $1,000,000 for damage to property.  Proof of insurance shall be presented upon execution of a rental contract.  Renter shall immediately notify AUUC if insurance is terminated for any reason.  AUUC maintains insurance with personal injury limits of $1,000,000 for death or injury per person, $1,000,000 per incident, and $1,000.000 for property damage.  Evidence of this insurance is available to Renter on request.
  • Increase of Insurance Rates. If for any reason it shall be impossible to obtain fire and other hazard insurance on the buildings and improvements on the rented spaces, in an amount and in the form and in insurance companies acceptable to AUUC, AUUC may, at any time, terminate the rental contract, upon giving to the Renter fifteen (15) days’ notice in writing of AUUC’s intention so to do.  Upon the giving of such notice, the rental contract shall terminate.  If by reason of the use to which the premises are put by the Renter or character of or the manner in which the Renter’s business is carried on, the insurance rates for fire and other hazards shall be increased, the Renter shall upon demand, pay to AUUC, as rent, the amounts by which the premiums for such insurance are increased.
  • Use of non-AUUC Furniture, Equipment, or Other Items.  Renter will not bring in items of furniture, equipment, or similar high-bulk objects for use other than when renter is physically present and the items are in use unless a suitable storage plan has been approved and attached to this rental contract.  AUUC will coordinate contemplated changes to facilities and grounds, including playgrounds, to ensure such changes do not infringe on Renter’s ability to use AUUC spaces as contracted and do not endanger the safety of Renter’s guests.
  • Property Damage.  AUUC is not responsible to damage to renter’s property.  If Renter’s property is damaged by other renters or AUUC staff, members, or guests, Renter will promptly report such damage to AUUC.  Repair costs will be paid for by the party responsible for the damage if such parties can be identified.   If the responsible party cannot be identified, Renter will be responsible for any necessary repairs to their own property.  Note:  Renter will not bring in any item or equipment which can reasonably be expected to cause damage to AUUC floors or facilities.  Such items include, but are not limited to, baptismal apparatus and large items on rollers.   Renters will exercise care in the use of AUUC property.  In the event of damage by renter or renter’s guests, renter will report such damage immediately to the Congregational Administrator and will pay AUUC for repair of the damage.
    • Fire and Other Casualty. In case of fire or other casualty, the Renter shall give immediate notice to AUUC.  If the premises shall be partially damaged by fire, the elements, or other casualty, AUUC shall repair the same as speedily as practicable, but the Renter’s obligation to pay the rent shall not cease.  If, in the opinion of AUUC, the premises are so substantially damaged as to render them unusable, then the rent shall cease until such time as the premises shall be made useable by AUUC.  However, if, in the opinion of AUUC, the premises are so substantially damaged that AUUC decides not to rebuild, then the rent shall be paid up to the time of such destruction and thenceforth the contract shall come to an end.  However, the provisions of this clause shall not become effective or be applicable, if the fire or other casualty and damage shall be the result of the carelessness, negligence, or improper conduct of the Renter or the Renter’s agents, employees, guests, licensees, invitees, assignees, or successors.  In such case, the Renter’s liability for the payment of the rent and the performance of all the covenants, conditions and terms hereof on the Renter’s part to be performed shall continue and the Renter shall be liable to AUUC for the damage and loss suffered by AUUC.  If the Renter shall have been insured against any of the risks herein covered, then the proceeds of such insurance shall be paid over to AUUC to the extent of AUUC’s costs and expenses to make the repairs hereunder, and such insurance carriers shall have no recourse against AUUC for reimbursement.
    • Liability:  Renter shall indemnify and hold AUUC harmless from and against any and all liability for personal injuries, property damage, or loss of life or property resulting from, or in any way connected with, the condition caused by its use of the spaces included in this contract or the ingress to or egress from such spaces, except for liability for personal injuries, property damages, or loss of life or property caused solely by AUUC, its members, or guests.  Renter shall make reasonable compensation for damage to or loss of property of AUUC resulting from, or in any way connected with, uses of spaces included in this contract or the ingress to or egress from such spaces caused by Renter, its members, or guests.  AUUC shall indemnify and hold Renter harmless from and against any and all liability for personal injuries, property damage, or loss of life or property resulting from, or in any way connected with, the condition caused by AUUC’s maintenance and upkeep, or failure to do so, of the spaces, except for liability for personal injuries, property damages, or loss of life or property caused solely by Renter, its members, or guests.
    • Cancellation of Use of Facilities. If failure of utilities, damage to property, or any other cause beyond the control of AUUC renders facilities or spaces unusable or unsafe for use by the Renter, necessitating cancellation of Renter’s activities, AUUC shall not be responsible for other expenses incurred or revenue lost by Renter.  In such case, AUUC will reimburse Renter on a per diem/pro rata basis the rental fee paid for the period during which the facilities are unusable.  Determination as to usability is at the sole discretion of AUUC.
    • Building Maintenance. AUUC is responsible for maintaining all facilities and providing utilities (heating, air conditioning, lighting, fresh water, sanitation, etc.).   AUUC will maintain a clean, clutter-free, safe environment for Renter in accordance with accepted commercial practices.  Items requiring attention will be identified in writing to the AUUC Congregational Administrator.  AUUC will immediately correct deficiencies that pose a safety or health risk.  Routine maintenance items will be corrected within 30 days. AUUC will clean downstairs carpets and clean and seal tile floors at least once each calendar year at a time to be coordinated with Renter.  AUUC will paint each room in the lower level at least once every five years.  AUUC will replace carpets at least every ten years and tile floors at least once every 20 years.  AUUC will strip, wax, and buff tile floors at least twice annually.  Renter will clean all spaces they use, including cleaning restrooms daily, and vacuuming carpets, mopping, and cleaning windows as required, but not less than weekly, using supplies provided by AUUC.  Renter will remove all trash and food items daily, placing trash and recyclable materials in appropriate dumpsters in the parking lot.
    • Reimbursement of AUUC.  If the Renter shall fail or refuse to comply with any of the terms and conditions of the rental contract, AUUC may carry out and perform such conditions at the cost and expense of the Renter, which amounts shall be payable on demand to AUUC.  This remedy shall be in addition to such other remedies as AUUC may have by reason of the breach by the Renter of any of the terms and conditions of the rental contract.
    • Security. Renter will be provided with keys to the facility and an access code for the security system for use during the rental period.  Renter will not duplicate keys.   Renter will return all keys to the Congregational Administrator at the end of the rental period.  Renter will provide the Congregational Administrator with the names, addresses, and phone numbers of all renter staff who have keys and access codes.   The AUUC Congregational Administrator will train all renter staff who are to be issued a key and access code in the security system operated by Vector Security prior to issuing keys.  Charges for false alarms traceable to the Renter shall be paid for by Renter.
    • Government Permits. AUUC will be responsible for obtaining all permits and inspections required for use of AUUC facilities in accordance with the contract.  Renter will be responsible for obtaining special permits or licenses required for their activities, including but not limited to alcoholic beverage licenses and food handling permits, as required by law.
    • Condition upon completion:  At the conclusion of the rental period, the renter will return all rented spaces to the condition they were in at the commencement of the rental period, or to another configuration as designated by the Congregational Administrator.  Renters will lock up the office, designated spaces, and the building at the conclusion of the rental period unless others are present and agree to perform these activities.  The alarm system will be set prior to locking the building.

    This revision replaces all pre-existing AUUC documents and was prepared February 2014