FACILITY REQUEST SUBMISSION GUIDELINES

Transcription

1 FACILITY REQUEST 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. 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 Please allow up to a week for processing, depending on the time of the season. Our scheduling staff will contact you regarding your reservation.

2 Dear Friends, May God s blessing be upon you and your loved ones always. Thank you for your interest in scheduling an event at our parish. To facilitate your request, we will need the following: A letter of request (addressed to the Pastor) which indicates the nature of your event, the purpose, and a program of activities. A signature of approval is needed before the event is scheduled. The signed Facility Use Regulations form The Facility Diagram indicating which areas you are reserving and what special needs you will have which may include set-up, including the placement of tables and chairs. (Must be submitted to finalize reservation.) A check in the amount of $200 is required as a bond to ensure that the facility will be returned to the condition in which you found it. If the facility is in good condition after your event, your bond will be returned to you. A minimum donation of $200 is suggested for the use of the facilities. However, to use the whole Parish Hall, we suggest a $500 donation. This is NON-REFUNDABLE. These items must be received at least two (2) months before the date of your event(s). An exception to this timing is funeral receptions. Please be informed that we usually accept only events that are faith-based or connected to the pastoral life of the Church. All activities are subject to the approval of the Pastor. Once again, thank you for your understanding and consideration of our policies and procedures. Rev. Thomas Paul K. Naval Pastor

3 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. A diagram of the parish hall is attached to facilitate the set-up needs of your group. 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 at the expiration of your bond check. Bond rates are as follows: $100 for parish ministries (those listed in our Ministry Brochure); this must accompany your 2017/2018 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. 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. 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

4 FACILITY REQUEST FORM (Please Print) Please complete all forms and return to When your request is approved, you will receive a confirmation . For any questions, please contact the Parish Office, (949) ACTIVITY INFORMATION Last Name: First Name: Mr. Mrs. Phone Number: Address: Miss Ms. Today s Date: ( ) (H/C) ( ) (H/C) Please allow 30 mins. for set-up and 30 mins. for clean-up Event Start Date: Event End Date: Event Start Time: Event End Time: : AM PM : AM PM Ministry Name: Name of Activity: Number Attending: Description of Activity (If in need of more space, use back side) and 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: ( ) (H/C) Room(s) Requested: Church Chapel Meeting Room Plaza Area Library Kitchen Santiago Room Special Requests (please note the quantity) : Tables (Round/Rectangle) Chairs Port Screen TV on Cart Microphone Tablecloth(Round/Rectangle) ROOM(S) REQUEST (Please complete and return the room set-up to finalize booking) Room A (Lecture Hall) Room B Room C Room D Room E Room F Room G Room H Room I Room J Room K Activities Room Podium Projector Small Projector Table Small Speakers Power Cord Other Signature Date

5 Description of Activity and Program Attached:

6 FACILITY KITCHEN REQUEST FORM (Please Print) Please complete all forms and return to When your request is approved, you will receive a confirmation . For any questions, please contact the Parish Office, (949) ACTIVITY INFORMATION Last Name: First Name: Mr. Mrs. Phone Number: Address: Miss Ms. Today s Date: ( ) (H/C) ( ) (H/C) Event Start Date: Event End Date: Event Start Time: Event End Time: : AM PM : AM PM Ministry Name: Name of Activity: Number Attending: 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: ( ) (H/C) Please fill in the checklist and return the keys to the reception at the end of your event. By signing this form, I accept the responsibility to maintain the Kitchen space and equipment in its original condition and I understand that a maintenance fees will be imposed if the conditions are not met. KITCHEN EQUIPMENT USAGE CHECKLIST 1. Left the gas range pilot switch ON Yes No 2. Left the gas valve behind the gas stove-hot plate ON Yes No 3. Left all the gas range burner knobs in OFF positions (horizontal) after the usage Yes No 4. Left the gas range grill-oven knob in OFF mode Yes No 5. Switched OFF the microwave over Yes No 6. Switched OFF the vent fan Yes No 7. EMPTIED, CLEANED and CLOSED the refrigerator and freezer (if used for storage) Yes No 8. LOCKED the food serving window area and shutter is down Yes No 9. CLEANED the kitchen sink and turned OFF water pipes Yes No 10. CLEANED and kept the dishes/vessels back in place as labeled. Yes No 11. MOPPED and CLEANED the floor Yes No 12. SWITCHED OFF the lights Yes No 13. TURNED OFF the air-condition Yes No Signature _ Date

7 ROOM REQUEST DIAGRAM 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:_ Name of Event:_ K J I H G ROOM A LECTURE HALL KITCHEN B C D E F PLAZA ACTIVITIES ROOM (RECTORY) DRAW YOUR SET-UP INDICATING CHAIRS ROUND TABLES RECTANGLE TABLES Please allow 30 mins. for set-up and 30 mins. for clean-up