Policies for use of Evanston Friends Meetinghouse
Quaker organizations, committees of Evanston Friends Meeting, committees of other Friends’ Meetings in the Chicago metropolitan area, and other nonprofit organizations with which the Meeting or a member of Meeting is affiliated may request use of our Meetinghouse for special events. Because approval by EFM’s Committee of Trustees is needed, requests must be received at least one month before the date of the event.
The first step is to ask our Caretaker whether the space desired in the Meetinghouse might be available on the date(s) and time(s) requested. Then either our Caretaker or one of the Trustees will provide the “Request for Use” form which must be completed and returned for consideration. The requestor will be notified as soon as a decision has been made.
The sponsoring member of Evanston Friends Meeting is expected to attend the entire event and be responsible for overseeing the use of facilities and the security of the building. The organization is expected to make a donation to help defray EFM’s utilities and maintenance costs. Groups that wish to use the Meetinghouse regularly for a period of time or groups planning an event that is not normally held in a church may be asked to provide a “Certificate of Insurance” that names EFM as a co-insured during the time of use. This temporary addendum to any liability policy is provided routinely by insurance agents, usually for a nominal fee.
Please do not request use of the Meetinghouse for private social events or parties to which only certain F/friends and/or family members are invited. However, the Meetinghouse may be used for social events that are open to all members and attenders and that are sponsored by a standing committee of EFM or another Friends Meeting.
Alcoholic beverages are not permitted in the Meetinghouse or on the grounds.
Trustees cannot approve use of the Meetinghouse for events designed to make a profit for an individual or group that lacks nonprofit status. Even for nonprofits, any food service fundraiser advertised to the public would violate Department of Health ordinances.
The Meetinghouse cannot be used as sleeping space for travelers and other groups seeking overnight accommodations.
(An exception is made only for the annual Youth Quake, whose well-supervised schedule includes a traditional “lock-in” that is typical of youth activities in other faith communities.) Meetings of EFM’s committees, whether scheduled or unscheduled, and meetings of small groups related to committee functions (e.g., clearness committees, Friendly Dinner groups) do not require submitting a form for approval of Trustees. However, it is important to ask the Caretaker whether the room(s) desired will be available.
Confusion and disappointment (as well as a chilly room) can be avoided by ensuring that all meetings are noted on the calendar.