SUBMISSION GUIDELINES

Transcription

1 SUBMISSION GUIDELINES Dear Ministry/Organization, We take pride in our Parish Hall and encourage their use for ministry and evangelization events. Santiago de Compostela has set in place Facility Use Regulations to assist groups and organizations in the use and rental of the facilities. Our office coordinates all requests for building usage for Faith Formation, Religious Education, English and Spanish Ministries and organizations all year round. All requests must be submitted at least two weeks in advance of the activity. Requests for large groups involving 50 guests or more people must submitted at least 30 days in advance. The time period is strictly enforced in order to facilitate scheduling. Please read the Facility Request Form and Regulations thoroughly. To submit an application the following must be included: o Facility Request Form o Facility Use Regulations The following is required along with above documents, to complete booking: o Hall Diagram o Bond and Donation, if applicable If changes need to be made to your reservation and/or diagram, please resubmit at least 2 weeks prior to your event in order to fully accommodate changes made. Any changes submitted the week of your event, will not be accepted. Updated bond is required every six months, aligned to our fiscal year (January-June and July-December). Checks must be made out to Santiago de Compostela, memo: (Ministry Name) (January-June or July-December) Bond. Please allow up to a week for processing, depending on the time of the season. Our scheduling staff will contact you regarding your reservation. Scheduling Coordinator

2 FACILITY USE REGULATIONS 1. Facility request form along with additional applicable requirements (diagram, bond, etc.) must be submitted to at least two weeks before the proposed date(s) of activity (the earlier the better to confirm availability). Request for large groups involving 50 guests or more people must be submitted at least 30 days in advance. A response to your request will be given in a timely manner. 2. The person listed on the reservation is responsible for the condition of the facility, for the supervision of the participants (especially minors), and for the behavior of any spectators. 3. Use of parish facilities is limited to the areas listed on the reservation. The proposed activity must be appropriate for the facility requested. 4. The user of the facility is responsible for returning the facility to the condition in which the user found it. If the activity requires special custodial support or other personnel costs, the user will be financially responsible. This will be covered by their bond. 5. Facility supplies and equipment are generally not available for public use unless permission is granted in writing. For example, users of facilities should bring their own plates, cups, serving dishes, coffee, serving containers, etc. 6. AV equipment (mics, overhead projector, screen, etc.) must be signed out from the receptionist when borrowed and signed in with the receptionist when returned. 7. Members of the public may not store materials in parish buildings unless permission is granted in writing. Santiago de Compostela is not responsible for the loss of personal items on church property. 8. As part of the clean up after your event, your ministry/organization is responsible for removing the trash from the room in the bag(s) provided. Please do NOT remove the trash cans from the room; only the bags are to be taken to the large bins outside. Chairs are to be stacked up against the walls in groups of Tobacco and E-cigarette use is NOT permitted inside any of the parish buildings or on the parish grounds. 10. Special written permission is required from the Pastor if alcoholic beverages will be served at an adult only event. NO alcohol is to be served if minors are present NO EXCEPTIONS. This is a Diocesan policy, as well as, the parish policy. 11. A notice of cancellation is required at least two days in advance or the user/ministry will be charged their bond. 12. A refundable Maintenance and Cleaning bond is required for facility usage and is to be renewed every six months according to our fiscal year (July-December and January-June). Bond rates are as follows: $100 for parish ministries (those listed in our Ministry Brochure); this must accompany your facility request. This MUST be received prior to your event(s) being placed on the parish calendar. $200 for organizations outside our parish (Home School program, Al-anon, etc.). Your events will not be scheduled until your bond is received. Your bond will be returned once it is verified that your ministry or organization has left the facility in good order and in the condition in which it was turned over to you. If using the kitchen, the Facility Kitchen Request Checklist must be completed, signed, and returned in order to receive full reimbursement of bond payment. 13. For those wishing to use our facility for a Funeral reception, meeting venue, etc. a $200 donation is suggested. This will cover the use of tables, chairs, tablecloths, and laundry after the event. 14. Facility users may not transfer their reservation privileges to others. 15. All hall and kitchen housekeeping guidelines will be met during your event. Parish regulations also contain the following provisions: The applicant and/or organization agrees to assume all responsibility for damage or liability of any kind and further agrees to hold harmless Santiago de Compostela Parish from any expense or costs in connection with the use of church facilities under this agreement. They are also responsible for the direct supervision and safety of minors attending their event. Failure to comply with facility use regulations is cause for revocation of reservation. I have read the Facility Use Regulations and I agree with its terms: Signature Date

3 FACILITY REQUEST (Please Print) Please complete all forms and return to When your request is approved, you will receive a confirmation . For any questions, please contact our Scheduling Coordinator, (949) ACTIVITY INFORMATION Last Name: First Name: Mr. Mrs. Primary Phone Number: Event Start Date: Home Cellphone Address: Miss Ms. Please allow 30 mins. for set-up and 30 mins. for clean-up Event End Date: Event Start Time: : AM PM Today s Date: Event End Time: : Ministry Name: Name of Activity: Number Attending: AM PM Description of Activity( Please attach a program): If you will not be present to supervise this activity, list the person who will be responsible on the day of the event: Name: Address: Phone Number: Home Cellphone (s) Requested: Church Facilities: Church Chapel Chapel Meeting ROOM(S) REQUEST (Please complete and return the room set-up to finalize booking) Plaza Facilities: Our Lady of the Pillar Plaza Area Parish Hall: * Kitchen A B C D E F G H I J K Santiago *Must complete an inspection form at the end of your event to receive your bond. Require a set-up diagram Set-up already in place Special Requests (please note the quantity) : Chairs Rectangle Table(s) Round Table (s) Rectangle Tablecloth(s) Round Tablecloth (s) Podium Port Screen Projector TV on Cart Wireless Microphone RE Facilities: Library St. Joseph Signature Date Reservation Available Reservation Not Available Cancelled FOR OFFICE USE ONLY: Bond of File: Bond Returned: Donation: SDC Ministry

4 FACILITY ROOM CAPACITIES Church Facilities: Church Max. 752 Chapel Max. 42 Chapel Meeting Max. 4 Plaza Facilities: Our Lady of the Pillar Max. 40 Parish Hall: s A-K o Assembly Max. 887 o Dining Max. 414 o Classroom Max. 310 o Individual A Classroom Max. 30 Risers Max. 80 o Individual B-K Assembly Max. 40 Classroom Max. 25 Santiago Max. 20 RE Facilities: Library Max. 15 St. Joseph Max. 10

5 Today s Date: / / Contact Person: Phone Number: ( ) - Date of Event: / / Event Start Time: : AM PM Event End Time: : AM PM Set-Up Time: : AM PM Ministry/Organization Name:_ Event:_ K J I H G KITCHEN A B C D E F PARISH HALL CAPACITIES: s A-K Assembly Max. 887 Dining Max. 414 Classroom Max. 310 Individual A Classroom Max. 30 Risers Max. 80 Individual B-K Assembly Max. 40 Classroom Max. 25 DRAW YOUR SET-UP INDICATING CHAIRS ROUND TABLES RECTANGLE TABLES Please allow 30 mins. for set-up and 30 mins. for clean-up SPECIAL REQUEST: Podium Port Screen Projector TV on Cart Wireless Microphone If your diagram needs to be updated, please resubmit 2 weeks before your event in order to fully accommodate changes made. Updates submitted the week of your event, will not be accepted. Refugio del C. Jacobo 09/2018