Groups and Organizations


The following information and guidelines is for groups-ministries approved by the pastor for the usage of facilities at St. Justin Martyr and Sacred Heart Mission. 

These guidelines were given to the ministries/organizations/groups at the Parish Council Meeting in January of 2016.


 Forms
 
Facility Usage Submittal Form; Retreats and Large Special Events

Organization Information Sheet

Calendar Request Form

Guidelines in PDF format 


 

Guidelines on RESERVING a room at Saint Justin Martyr Parish & Sacred Heart Mission

INTRODUCTION:

 

Only groups authorized by the Pastor can request a room to be reserved.

Requested rooms for meetings/events are to be used for approved purposes only. 

What is an APPROVED PURPOSE?

Worship and Prayer

Faith Formation

Building Christian Community

General Parish Fundraising

NOT APPROVED PURPOSES:

Private parties

Individual Group Fundraisers

 

 
Every year in the Spring each Department and Organization is requested to submit the following:

·        Information Sheet  (List of those authorized to check out keys,must be age 18 or over)

·       Calendar Request Form for the Fiscal Year (July – June)

·       Membership List with (*) by the names of those who work with children

·       Facility Usage Submittal Form (required per each Special Event)

 

**Special Notes

  • Dates will not be scheduled to the Parish Calendar unless all of the above documents are on file. \
  • Please plan ahead by using the yearly scheduling.  If you are in need of an additional meeting date throughout the year that was not scheduled on your yearly request it must be submitted at least 5 working days in advance (M-F).  We will no longer accept last minute scheduling requests. 
  •  When children are present for a gathering or meeting, they must be supervised at all times BY TWO ADULTS that have met the Safe Environment Requirement mandated by the Diocese of Orange.
  • No Alcoholic beverages are to be served at any meeting or event.
  • With the exception of Special Events, all facilities are to be vacated before 10:00 PM including back parking lot(Vacating the premises is for the protection and safety of parishioners and Parish Staff)  If the main parking lot is used for parking, and you are the last ones to leave, please close the gates.
  • Parish Events take a priority in scheduling.  If your event is in conflict the Parish Coordinator will work with you to try and find another space or another date that is available.

 

SPECIAL EVENTS

Requiring a Facility Usage Submittal Form

 

SPECIAL EVENTS that require pre-approval and completion of Facility Usage Submittal Form must be included and submitted with your Annual Calendar Request Form or 4 months prior to the event. 

 

Special Events include:

·       Retreats

·       Retreats with Outside Guest Speakers/Presenters and/or Musicians

·       Special Events with Outside Guest Speakers/Presenters and/or Musicians

·       Large Parish Events (Fiestas, Festivals, etc., etc.)

·        General Parish Fundraising (All proceeds are to be submitted and turned in for the good of the Parish)

 

STEP ONE:

How to reserve facility use space

 

If you are reserving facility use space for:

General Meeting, whose purpose does not include Outside Guest Speaker Presenter and/or Outside Musicians, etc:

o   SUBMIT and USE (Calendar Request Form) email to the attention of the Parish Coordinator, Jo Ann Davis at  jdavis@saintjustin.org

 

If you are reserving facility use space for:

Retreats, Retreats with Outside Guest Speaker/Presenter and/or Musicians or Special Events with Outside Guests Speaker/Presenter and/or Musicians:

o   SUBMIT and USE (Facility Usage Form for Retreats and Special Events)

e-mail to the attention of Coordinator of Faith Formation for Adults, Deacon Jose Ferreras, at  jferreras@saintjustin.org

 

If you are reserving facility use space for:

Large Parish Events (Fiestas, Festivals) & General Parish Fundraising Event:

o   SUBMIT and USE (Facility Usage Submittal Form for Retreats and Special Events) e-mail to the attention of Coordinator of Faith Formation for Adults, Deacon Jose Ferreras, at  jferreras@saintjustin.org

 

STEP TWO:

 

Once your meeting/event and date is approved, your Calendar Request will be scheduled on the Parish Scheduling Calendar, viewable on parish website www.saintjustin.org/calendar . The Organization Chairperson or contact person will receive a confirmation e-mail from OUTLOOK showing that this event was scheduled.

 

·        Please provide a minimum 2 weeks advance notice to the Parish Coordinator if your meeting or event is CANCELLED; this will allow other Organizations to use the facility.

 

·        Inform the Parish Coordinator by e-mailing jdavis@saintjustin.org of any change in leadership, addresses, phone numbers, e-mail address, key pick up authorization etc. in your organization.

 

STEP THREE:

 

The day of your meeting or event you will need to CHECK OUT KEYS for use of the facility. 

 

KEYS:  Keys must be picked up at the St. Justin Martyr Parish Office before closing time.

o   Mon. - Fri.: 5:45 PM,   Sat.: 5:45 PM,   Sun.: 1:00 PM.  Closing times may vary. 

 

o   OFFICE IS CLOSED Monday – Saturday from Noon - 1:30 PM for lunchOffice is CLOSED on legal holidays and other days as noted in the Bulletin.

 

o   REMINDER:  In being good stewards, please utilize the Donations Envelopes to offset the costs of Lighting/Electrical & Maintenance.   

 

Suggested Donations: 

$300 for use of O’Connor Hall & Kitchen

$50 for each meeting room 

 

 

 

 

**NEW**

 

Included in the key envelope will be attendance sign in sheet FOR YOUR USE.  At the conclusion of your meeting or event, please return keys, donation envelope and attendance sign in sheet to the SJM Parish Office before closing time or use the drop box at each location.

 

STEP FOUR:

HOUSEKEEPING REMINDERS when using

Saint Justin Martry Parish and Sacred Heart Mission Facilities

 

Close and lock windows, shut off lights that are not on sensors, and make certain all doors are locked prior to leaving.

Make certain that the facility is left in proper order prior to leaving.

Inform the Parish Coordinator if the facility had been left improperly maintained when you arrived by noting any abnormalities on the key form, or by taking pictures and e-mailing them to the Parish Coordinator at jdavis@saintjustin.org

Inform the Parish Coordinator if you find anything in the rooms needing repair or is hazardous prior to your usage or during your usage by noting the problem on the key form, or by taking pictures and e-mailing them to Parish Maintenance at delliott@saintjustin.org

Be respectful that we do not have sound proof walls.  Please keep the volume level to a minimum as not to disturb or interrupt the meetings within close vicinity.

For your safety, be reminded to keep outer doors shut during your meetings.  Do not prop doors open.


STEP FIVE:

 

Note guidelines below for each room being used, equipment needs, general information etc.

FAILURE TO FOLLOW THE GUIDELINES MAY RESULT IN FINES OF $50

or LOSS OF PRIVILEGES FOR FACILITY USE.

 

SJM O’CONNOR HALL USAGE:

Please oversee the proper setup and take down of chairs and tables. To prevent floor scratches please use the chair dolly when moving and when returning chairs and tables to the storage area.  Refer to photos for proper stacking.  Tables and chairs are to be properly cleaned of food and spills.  A mop, bucket, and dry mop are located in the janitor’s closet just inside the Boys’ Restroom.  Please clean floors of any spills during and after your event.  Miscellaneous items in the pantry are available for use by all except when marked SCHOOL ONLY.

 

·If the Hall Kitchen is used to prepare food and is not properly cleaned and requires more than routine maintenance, a $50.00 cleanup fee will be charged as well as a loss of privilege to use the kitchen for future events.  Serve food on disposable dishes only; do not leave food in the kitchen or refrigerators. 

All trash is to be placed in properly lined garbage cans.  At the conclusion of your meeting or event tie, and secure the garbage bags and dispose in the dumpster located on the south side of the hall or back lot.

 The door between the Hall and the Hall Meeting Room is to be locked.

 

SRE MEETING ROOM and YOUTH ROOM: 

Food is not to be served on carpeted area.  Children’s activities involving craft materials are to take place on covered tables and in the non-carpeted area. Tables are to be returned and chairs properly stacked. 

PARISH CENTER:  The entry door is not to be left standing open and should remain locked at all times.  Tables are to be returned and chairs properly stacked.  Each group using a meeting room is to check out a key for that particular room including the Chapel and PC Kitchen.  

SACRED HEART MISSION ROOM 0: 

Please oversee the proper setup and take down of chairs and tables. To prevent floor scratches please use the chair dolly when moving and when returning chairs and tables to the storage area.  Refer to photos for proper stacking.  Tables and chairs are to be properly cleaned of food and spills.  A mop and bucket are located in the janitor’s closet between the Boys’ and Girls’ Restrooms.  Please clean floors of any spills during and after your event. 

 

•        All trash is to be disposed of in garbage cans located at the back of the Office and Room O.  At the conclusion of your meeting or event tie, and secure garbage bags and dispose in the garbage cans.

 

•        The door between the Office and Room 0 is to be locked.

 

•        Close and lock all windows and doors before leaving.

 

SACRED HEART MISSION TRAILERS (1-4): 

Tables and chairs are to be properly cleaned of food and spills.  The mop and bucket are located in the janitor’s closet between the Boys’ and Girls’ Restrooms.  Children’s activities involving craft materials are to take place on covered tables. If tables and chairs are moved, please return them as they were when you entered the room.  

 

REMEMBER TO TURN OFF LIGHTS, CLOSE WINDOWS, AND TURN A/C UNITS OFF.

EQUIPMENT NEEDS: 

Submit in writing (2 weeks prior) or at the time you are reserving facility for all equipment needs such as projection screens, microphones and microphone stands, easels, podiums, basketball hoop up and/or down (in O’Connor Hall), etc... Last minute request may result in no availability

 

  • No amplifiers are to be used in meeting rooms other than Church or Hall. 

 

  • Prior approval is required by the Parish Coordinator to plug any additional equipment into outlets, such as electronic equipment, speakers, sound mixers, microwaves, etc. 

 

STEP SIX:

Advertising your events:

 

Articles for bulletin:  Articles are to be submitted to Irene in the Parish Office no later than 5 p.m. on the Monday preceding the Sunday they are to be published.  Deadlines may vary due to holiday closures.  Articles can be emailed (preferred method) to ikramer@saintjustin.org or mailed or delivered to the SJM Parish Office.  Articles in Spanish:  submit in Spanish or allow one extra week for translations.  All articles are subject to approval and editing.  

 

Verbal Announcements at Mass:  Items of general interest may be submitted for verbal announcements at our Saturday night and Sunday Masses.  Announcements are due no later than 5 p.m. on the Monday preceding the Sunday they are to be read.  Announcements can be emailed (preferred method) to Irene at ikramer@saintjustin.org or mailed or delivered to the SJM Parish Office.

 

Guidelines for Verbal Announcements at Mass:  The announcement must be for an event that is happening immediately after Mass on the day it is announced.  For example, an announcement for a Pancake Breakfast that ended at 11 a.m. would be read only at the Sunday 6:45, 8:00, and 9:30 a.m. Masses only.  Announcements for events happening later in the week or the following week will not be accepted.  Announcements must be very brief, and are subject to approval and editing.

 

Flyers, posters and banners:  Must be approved prior to posting in Vestibule, on fence or under the shelter.  Suggested sizes:  FLYERS (8 ½” x 11”) and POSTERS (8 ½” x 14”), (11” x 17”) or (22” x 28”). Lamination is preferred with grommets at all four corners, BANNERS not larger than (10’ length x

3’ high) again with grommets at all four corners.  Please deliver flyers, poster and banners to the SJM Parish Office 2-3 weeks prior to event and the Maintenance Staff will post in the appropriate spaces. 

For questions regarding these guidelines, please contact:

 Jo Ann Davis, Parish Coordinator

Email at jdavis@saintjustin.org or Call

Direct line (714) 917-2706 (Monday thru Friday)

Parish Phone (714) 774-2595 ext. 106

 

REVISED:  January 2016