Waiver

Any Parishioner or Commission may petition the pastor in advance for a waiver of a particular policy. All petitions are subject to approval. Back to top of page. 

Reserving the Parish Hall 

Use of St. Edward's Parish Hall is restricted to Parishioners (hereinafter Individuals) and Commissions (hereinafter Organizations) of St. Edward's Catholic Church. Any exceptions will be made by the Pastor.

Any Individual/Organization wishing to use the Parish Hall must complete (in person) a Facility Use Request Reservation Worksheet at least one week prior to the event. If your event is to be listed in the bulletin, a Facility Use Request Reservation Worksheet must be received at least two weeks in advance. Phone requests are accepted if made at least two weeks prior to an event and when confirmation is made in person within one week of phone request.

Reservations are on a first come first serve basis. Reservations are secured at the time the Facility Use Request Reservation Worksheet is completed and Guidelines issued.

All events scheduled must end at 10 PM. Allowance is made for cleanup time until 11 PM. Any use of the Parish Hall during scheduled Mass, even for setup or cleanup, must be approved with the Pastor. Because of the many events scheduled in the Parish Hall, access to the Parish Hall is only permitted during approved, scheduled times. Back to top of page. 

 Individuals/Organization using the Hall must ensure that the Hall is not left unattended at any time. Parish Hall must be in satisfactory condition after the event is over.

The Church Office must be notified of any caterers, decorators or outside vendors that are scheduled for an event. Should any of these services need access to the Parish Hall for viewing purposes, arrangements must be made with the Church Office at least 24 hours prior to their visit. The Church Office can not guarantee unannounced visits will be accommodated. 

It is the responsibility of the Individual/Organization reserving the Hall to schedule deliveries and pick up of equipment during time allocated for their event. Should an Individual/Organization need to make arrangements outside of regularly scheduled event set-up and clean-up times, they must contact the Church Office at least one week prior to the event.  Back to top of page. 

A security deposit will be charged for events not sponsored through a Commission according to the Deposit Rate Schedule noted below. The security deposit is due at the time the reservation is made. The deposit will be refunded in full within two weeks of the event if there are no charges against security deposit.

DEPOSIT RATE SCHEDULE 

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Charges Against Deposit 

Should the Parish Hall be left in unsatisfactory condition, the Individual/Organization is responsible for any costs incurred to return the Parish Hall to satisfactory condition. These costs may include, but are not limited to, extensive cleaning or repairs. Any amount owed after applying security deposit must be paid within 10 days of notification. (Specific costs of repairs and staff time will be documented and forwarded with billing for additional costs.)  Back to top of page. 

Individual/Organization Responsibility for Guests

The Individual/Organization sponsoring the event is responsible for the actions of each guest present. Any damage or violation as a result of your guests will result in Individual/Organization being billed for repair or penalized from future use of the Parish Hall.  It is the responsibility of the Individual/Organization sponsoring the event to have on hand at all times sufficient security or event monitors to ensure the safety of all guests and Parish Property. Depending on the nature and size of the event, it may be required that a Security Guard(s) be present. Security will be arranged by the Church Office and Security will be paid by the Individual/Organization sponsoring the event. The Pastor will determine whether Security is required.   Back to top of page. 

If alcohol is found to be present without authorization from the Pastor, the Individual/Organization will be notified and asked that alcohol be removed from the Hall. It is a violation to consume alcohol anywhere on Church property including parking lot. Back to top of page. 

Warnings

1. The Individual/Organization will be given one warning to violation. 

2. Upon a second warning, the Individual/Organization will be asked to bring the event to a close within 30 minutes of the warning. 

3. A third warning will result in a phone call to the police. The same warning method will be used for behavior deemed to be unsafe to event guests or The Hall. Back to top of page.

Smoking is not permitted in the Parish Hall.  Any Individual Sponsored Event found in violation of the Non-Smoking Policy will forfeit the deposit. Commission Sponsored Events found in violation of the Non-Smoking Policy will be penalized from using the Parish Hall for a period of time not to exceed six (6) months.  Back to top of page. 

Fees

The Rental Fee plus any additional charges should be paid in full at the Church Office during regular business prior to any event. The event of Individual/Organization will not be placed on the calendar until the fees are received. 

** Extra Day charges may be incurred should the Individual need a day outside of the event day.  Back to top of page. 

Guidelines from the Diocese 

The most recent Guidelines for the Use of Church and Related Facilities in the Diocese of Little Rock will be considered part of this document. Back to top of page. 

St. Edward's Parish Hall Clean Up Requirements 

The Individual/Organization is responsible for the following clean up procedures. Failure to comply with requirements will result in a charge for clean up and / or refusal to use the parish hall in the future.