HCJ Parish Hall Event Scheduling & Management Policy
Purpose: To ensure consistent, respectful, and organized use of the Parish Hall for parish-related activities, this policy outlines the process from event request to completion, including approval, coordination, and post-event responsibilities.
Note: The Parish Hall is a shared parish space. Only parish-sponsored events may be scheduled. No non-parish rental events will be scheduled.
  1. Event Request & Approval Process
    1. Initial Scheduling Requests
      1. All event scheduling requests must be directed to the parish secretary.
      2. Requests should include:
        1. Event name and sponsoring parish group or ministry
        2. Date and time
        3. Expected attendance
        4. Setup needs (tables, chairs, kitchen, AV, etc.)
    2. Parish Events (e.g., ministry meetings, parish celebrations, faith formation activities):
      1. Scheduled by parish secretary.
      2. No additional approval are needed once availability is confirmed.
  2. Non-Parish Rental Events:
    1. Will not be scheduled. The Parish Hall is reserved exclusively for parish-sponsored events and activities.
  3. Event Coordination Workflow
    1. Once a parish event is approved and scheduled, the following steps must be followed:
      1. Pre-Event Planning
        1. Confirm event details with the requester.
        2. Assign a point of contact for the event.
        3. Reserve necessary equipment and space.
        4. Communicate any restrictions or guidelines (e.g., alcohol policy, noise limits).
      2. Setup
        1. Ensure tables, chairs, and other equipment are arranged as requested.
        2. Check restrooms and kitchen for cleanliness and supplies.
        3. Post signage if needed.
      3. During the Event
        1. Point of contact should be available or on-call.
        2. Monitor for compliance with parish guidelines.
        3. Address any issues promptly.
  4. Post-Event Responsibilities
    1. Cleaning Checklist:
      1. Remove all decorations and personal items.
      2. Wipe down tables and chairs.
      3. Sweep and mop floors if needed.
      4. Empty trash and recycling into designated bins.
      5. Clean kitchen surfaces and appliances (if used).
      6. Check restrooms for cleanliness.
    2. Report any damage or issues to the event point of contact and the parish secretary.
  5. Shared Space Expectations
  6. The Parish Hall is everyone’s space—please treat it with care and respect.
  7. Leave the space exactly as you found it: clean, organized, and ready for others to use.
  8. The parish secretary will serve as the primary point of contact for any facility-related concerns.
  9. Communication & Transparency
    1. A summary of this policy and the scheduling protocol will be posted on the parish website. Updates will be communicated via email and parish bulletin. 
Please include "PARISH HALL SCHEDULING REQUEST" in the Subject line of your email