Room Reservation Requests

Use this form to reserve the church facilities for use by your ministry.  Print the form and fill it out.  Either drop the form off at the church office during office hours or FAX to 863-438-6902. 

Room Reservation Request Form

General Room Reservation Guidelines

•  Beginning Tuesday, February 1, 2011, any ministry, group, and/or association wishing to use parish facilities must have been calendared to do so in advance.

•  All requests to use parish facilities are to be made in writing via the appropriate form. 

      Forms are available at the front desk and online.  Should an event or meeting be cancelled, the office is to be notified immediately.

•  We are currently scheduling space through June 2011.

•  Forms are to be submitted at least 2 weeks in advance of the scheduled meeting/event.

•  There will be no scheduling of meetings during Mass times.

•  Two (2) hours maximum will be afforded for any regular meeting/gathering.

•  All groups should be cleaned up and out of the building by 9:30pm, special permission from the pastor must be received to go later.  It is strongly suggested that meetings are scheduled to end at 9pm to allow time for clean-up prior to leaving the building at 9:30pm. 

•  Room reservations for ongoing events/gatherings must be renewed as per forthcoming schedule (TBD).

•  We will alert you as to when the calendar will open up for months after June 2011, and any process changes that will apply.

•  We will make every effort to fulfill your request in a timely manner.

•  Room assignments will be made based on availability and anticipated number of attendees.

•  Preference will go to liturgies and parish ministries, followed by affiliated associations of the faithful.

•  Lent and Advent are a time of prayerful preparation, therefore “meetings” as such, should be limited during and mindful of this time.

•  Submitting a Room Reservation Request Form does not guarantee usage for the specific room or time desired.

•  Room assignments are subject to change as necessitated by the growing/changing needs of the parish family.

•  The calendar will be available at the Church as well as online

•  You may use only the room(s) assigned to you.

•  Regular gatherings are not to take place outside, nor should loitering occur outside before, during, &/or after meetings.

•  Outside doors must never be propped open.  This is a security as well as safety issue.

•  All children must be supervised at all times.

•  Gatherings with youth must adhere to Diocesan Youth & Young Adult Ministry policy.

•  Diocesan Alcohol Policy applies; NO alcohol. Special exceptions may be made by the pastor in rare circumstances.

•  No amplified sound; the use of microphones, speakers, etc. is prohibited.  Special exception may be made by the pastor on a case-by-case basis and the need for such should be indicated on the reservation request form.

•  Set-up, take-down, and clean-up is the responsibility of the ministry/association/group.  Trash must be removed to the dumpster outside in the back parking lot.

•  Groups are to provide their own paper goods, etc. 

•  Groups shall be responsible for providing parking attendants for gatherings that will draw more than 150 attendees &/or over 50 vehicles to ensure that the drive aisles are open to the passage of fire/rescue vehicles.

•  Groups meeting outside of regular office hours (weekends/after 5pm) may need to arrange to sign out a key prior to the office closing.  The leader should contact the office to see if this will be necessary.  Signed out keys are to be dropped in the drop-box that will be provided prior to exiting the building by 9:30pm.

•   Over the next few months we will be monitoring the calendaring process and tweaking as necessary.