Coker Methodist Church Room Reservation Request Logo
  • Coker Room Reservation Request

    This is for In-Person and Online Meeting Room Requests
  • Coker Methodist Church
    231 E. North Loop Rd., San Antonio, TX 78216 Phone:  210-494-3455

     
    NOTE: If you are interested in scheduling a wedding at Coker, please do not use this form. Please contact Gail Hatcher in the Church office or at Gail.Hatcher@Coker.org.
     
    Approval is based upon availability of the room, tables, and chairs, as well as the availability of staff to set it up.  Rooms are available on a first come, first serve basis, however regularly scheduled services, events, and all church activities will take precedence.  Please note that your request has not been approved until you receive an approval email from Laura Pettit with details about your request/approval. PLEASE NOTE: Laura will contact you WITHIN 3-4 DAYS AFTER YOU SUBMIT THE FORM. She will email a confirmation to you, or call you if more details are needed. Laura can be reached directly at Laura.Pettit@coker.org. 
     
    Once your event is approved, please submit any requests for promotions, communications, and/or audio visual needs separately at: http://www.coker.org/about/contact/ 
     
    By using Coker's facility, the requesting individual agrees to take full responsibility for the following:
    1. Facility is left clean and orderly.  Any tables and chairs rearranged by the group are put back in the original room arrangement.
    2. Making sure that smoking or alcoholic beverages are not allowed on the premises.
    3. Repairing or replacing any damage to the facility or equipment.
    Note: The Board of Trustees determines fees for using Coker facilities.  Fees vary depending on the room(s) utilized and are listed at the bottom of this page.

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    • If One-Time Event 
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    • If Recurring Event 
    • (Schedule Recurring Events for Fall/Winter by Aug. 15; Winter/Spring by Jan. 15; and Summer by May 15)

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    • Start and End Times 
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    •  If you need Child Care for this event, please contact Megan Rosales at (210) 494-3455, ext. 1272, or fill out the online Nursery Request Form to make reservations.

      PLEASE SCROLL DOWN TO THE BOTTOM, PAST ALL OUR RATES AND POLICIES, AND CLICK SUBMIT.

    • FACILITY USAGE RATES

      Room First Hour Room Charge Each additional hour
      Sanctuary 375 100 ($1125 per day cap)

      Large Room (Wesley)

       75

      35 ($250 per day cap)

      Large Room (Gibbs)

       75 35 ($250 per day cap)
      Gibbs Upper Room 150 50 ($450 per day cap)
      Scout Lodge 150 50 ($450 per day cap)
      All other Rooms/Classrooms  35 35 ($210 per day cap)
      Chapel 150 50 ($450 per day cap)
      Gym  75 35 ($250 per day cap)
      Choir Room  50 25 ($150 per day cap)
      Health & Wellness Center 150 50 ($450 per day cap)
      Kitchen (per event) $50 N/A
        *Kitchen fee does not include disposable paper, Styrofoam or plastic goods. Applicant will be required to furnish consumables needed for event or have fee assessed for same
      Iced tea (includes glasses) $15 per container (2 gal)
      includes sweetener and stirrers.
      Coffee (includes cups)

      $15 per 30 cup urn; $5 per pump pot
      includes sweetener/creamer, stirrers.

      Tablecloths $5 each cleaning fee
       
      NOTES:
      1. We reserve the right to charge a refundable security deposit for events.  This deposit is required in advance and will be refunded within one week pending a full assessment of facilities used.
      2. Additional janitor fee will be charged after normal work hours at $30 per hour. A janitor must be on duty to close and lock the facility unless prior arrangements have been made with the church Director of Facilities.
      3. Fee for kitchen includes use of all kitchen equipment only.
      4. There is a fee of $5.00 per person per night for youth groups/mission teams spending the night at Coker.  
      5. When required, applicant will be responsible for arranging the security and the officer will remain on duty until all guests have departed and the building is secured.
      6. Multi-media Operator fee is $50.00 per hour, minimum of two (2) hours.
      7. Once your reservation request has been processed and fees (if applicable) are assessed, you will be emailed a confirmation and an invoice for event.
       

       
      POLICY FOR USING CHURCH-OWNED FACILITIES
       
      At Coker Methodist Church we are stewards of an excellent facility.  In accordance with our mission of spreading the gospel and reaching out to those in the community, we welcome members and guests who wish to use our church facilities.

      Coker is pleased to make our facility available for meetings and events that are consistent with our expressed Mission.
      1. Purpose
        The purpose of this policy is to outline the requirements, procedures and fees (where applicable) for using church-owned facilities and grounds for appropriate church-related,  private and community activities.  For-profit activities will be considered on a case by case basis.
         
      2. Responsibility
        The Board of Trustees is responsible for adoption of this policy and designates the church Director of Facilities as being responsible for enforcement and day-to-day compliance with this policy.
         
      3. Scope
           This policy pertains to the Coker campus, including the sanctuary, educational buildings and classrooms, Coker Chapel, gym, Scout Lodge, Health and Wellness Center, adjacent grounds, and parking areas.
           This policy applies to Coker members, staff and authorized users of Coker’s campus.
           It does not pertain to Coker Park, Coker Early Learning Center, or to weddings and receptions which are covered by separate policies and fees, respectively.
         
      4. Use of Facilities
        The use of the church facilities and grounds is restricted to the following activities:
        1. Church Activities (No Fee), with the exception of Church Ministry/member fundraising activities.
          1. Christian Worship and related education activities.
          2. Charge Conference-established decision-making bodies and established committees of the church, i.e., Church Council, Board of Trustees and various committees and activities/events.
          3. Activities organized or programmed by various committees or departments, i.e., mission trips, athletic activities, choir/drama events, craft fairs, interfaith group events.
          4. Scouting activities for Troop 285
        2. Church member Activities: No Fee for facility usage only
             Activities that are majority member-organized and attended such as birthdays, anniversaries, recognition, celebratory gatherings not assessed a fee for facility, but will be assessed fees (see fee schedule) for janitoral, beverages, and consumables.
        3. Church Ministry/member Fundraising activities (Reduced Fees).  Fee is 50% of normally charged rate.
        4. Community/Commercial Activities (Applicable Fee)
              Activities not primarily for members use that benefit the community of which Coker is a part.  These can include, but are not limited to: community service organizations, recreation, sporting and fellowship activities (not part of SACAA), election polling precincts, neighborhood associations, school activities and recitals, concerts, town hall forums, and scouting activities other than Troop 285.
           
      5. Applicant’s Requirements
           In order to use any portion of the campus, all applicants must complete a Reservation Request Form (and a Release of Liability Form where applicable) for approval, and meet the following requirements:
        1. Reservations must be made through the church Director of Facilities or authorized staff member.
        2. Reservations are accepted on a first-come, first-serve basis with priority being given to Coker UMC programs, organizations, and members.  Unforeseen scheduling conflicts will result in room reassignments.  The church Director of Facilities is the final authority on scheduling issues.
        3. The activity must be appropriate to a church environment.
        4. Applicants must be at least 21 years of age or provide an adult co-signer.
        5. The user must comply with all fire and safety regulations, and the policies and procedures of Coker UMC including the two (2) adult rule.
           
      6. Fee, Deposits, and Related Costs
           There are typically no fees for (A) Church Activities
        (B) Church Member Activities; fees will be assessed for consumables (unless brought by applicant) and for custodial help as shown on the included Fee Schedule.
        (D) Community/Commercial activities are shown on the attached Fee Schedule and will be updated annually by the church Director of Facilities in consult with the Board of Trustees.

            Community activities/groups using the facility on a continuing basis must re-submit their request annually.  Fees not paid within 10 days of the due date are subject to a $25 late payment fee.  Any check returned for non-payment, for whatever reason, will be subject to an additional $25 handling fee.

            Deposits:  We reserve the right to charge a refundable security fee for events.  Deposits are to be paid in advance.
         
      7. Maintenance
            If the Applicant moves furniture or rearranges a room, Applicant will be responsible for returning the room to its previous set up.  NOTE: No food or drink shall be allowed in the sleeping areas or the sanctuary or chapel, with exception of the quiet room and the choir room.
         
      8. Security
            The use of a uniformed, commissioned law enforcement officer of the State of Texas will be required by the church Director of Facilities at the expense of the Applicant for events such as dances, private parties, or other events with large attendance.  When required, the security officer will remain on duty until all guests have departed and the building is secure.

            The church Director of Facilities or authorized staff member will be present at all functions/events, absent other arrangements, and see that:
        1. Rooms used are cleaned and returned to original set-up.
        2. Equipment used is returned to the room from which it was obtained.
        3. Lights, heating, and air conditioning are turned off or adjusted.
        4. All doors and windows are secured, and property gates are locked.
           
      9. Tobacco Products, Alcohol or Controlled Substances
            The use of any tobacco products, alcoholic beverages, or controlled substances in any church-owned facility or on church owned grounds is strictly prohibited.
         
      10. Weapons and Concealed Handguns
            Carrying weapons and/or concealed handguns in any church-owned facility or on church-owned grounds is strictly prohibited.
         
      11. Insurance
            The Applicant will be required to sign a release fully absolving Coker UMC and its employees and agents for any damages, losses or injuries that may occur during an Applicant’s use of this facility.  In some cases, proof of additional insurance coverage and a hold harmless agreement may be required.

            Following an emergency, immediate notification will be provided to the church Director of Facilities.  Written notification must be submitted to the church within 48 hours following any emergency.
         
      12. Damage from Misuse and/or Neglect
            The church Director of Facilities shall be the sole judge as to whether damage has occurred from Applicant’s use of any facility.  If misuse and/or neglect have occurred, the deposit will be forfeit and the Applicant will be billed for the excessive clean-up and/or repair costs.
         
      13. Right of Refusal
            Coker Methodist Church, its Director of Facilities, or staff reserves the right to refuse the use of the facilities to any person, organization, or others and to evict any person for misconduct or other reasons in the best interest of the church.
         
      14. Decorations
            No decorations of any kind may be attached, tied, glued, or stapled to any wall, ceiling, door, or door frame of church facilities without the prior consent of the church Director of Facilities.
         
      15. Hours of usage
            Facilities will not be occupied by the Applicant earlier than stated on the Reservation Request Form and will be vacated on the date and at the stated termination time.  An additional charge will be billed for early arrival or late departure, in accordance with the attached schedule.
            
            When the facilities are used by youth groups for “sleepovers,” groups will not be permitted to leave church facilities between the hours of 12 midnight and 5:00 am.
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