Facility Requests
Facility Use and Etiquette Guidelines
The Facility Request Form is to be filled out by the ministry or meeting director/leader. The form is for one-time events such as a meeting, funeral, or retreat as well as on-going events such as weekly Bible Studies and prayer groups.
To enable best coordination & service, please submit a facility request at least one week prior for a simple event, earlier if possible. Multi-week and major events require more advanced planning.
Room Assignment: To best provide for your event and others, the facilities staff will consider the information you provide to assign room(s). While our Facility Manager coordinates a variety of set-ups, please advised it is the responsibility of the group or individual to set-up, clean-up, and reset the room to the normal set-up.
Times: Time of event includes start and end time as well as set-up and tear-down times. Please be aware, without listing proper set-up time the room will not be available when desired and without proper tear-down time, you may have to vacate the room sooner than desired.
Ongoing Requests: Please note, the parish office schedules ongoing events for one year at a time, from July to June. If your event is ongoing (such as a prayer group), you will need to fill out a form every year in May or June to continue your Facility Use.
Outside Requests: At this time, due to the high volume of ministries, events, and school functions at Our Lady of the Lake Catholic Church, we do not have the means to accommodate outside groups.
Contact the Parish Office with questions.
COVID-19 Cleaning and Precautions
While COVID-19 meeting protocols are in place, a monitor must be appointed for all meetings. The monitor will disenfect the area prior to the meeting, set up seating for social distancing, and disinfect the area after the meeting. The monitor is to insure that all the protocols below are followed.
- No food or drink is to be consumed during Covid-19 restrictions (individuals may bring personal water bottles). No coffee is to be made in the kitchen during Covid-19 restrictions. Parish Kitchen is closed during Covid-19 restrictions.
- All attendees are to use the same entrance (since most meetings will be in the Parish Hall, this is the Courtyard entrance. Attendees are to leave out this door as well.)
- Masks must be worn at all times and social/physical distancing of 6-feet is to be maintained.
- Wipe off tables with cleaning disinfectant to reduce the risk and spread of COVID-19 before and after each meeting.
- Contact Tracing must be kept of all participants. Upon arrival all attendees will sign in and have their temperature taken by the monitor.
- After disinfecting the room, leave the Contact Tracing sign-in steet on the clipboard and return the COVID kit.
Please note: it is the responsibility of the group or individual using the facility to set up, clean up, and return the facility to normal setup after the approved event or activity.
Cleaning and Locking Up
If your event is not during office hours (Tuesday-Thursday, 9:00 AM to 4:30 PM), or the office is closed, it is your responsibility to lock up the building. However, it is the responsibility of the group or individual using the facility to set up, clean up, and return the facility to normal setup after the approved event or activity.
Return all tables, chairs, easels, and other equipment to their proper places after your event.
Return all rooms used to their normal set up.
Sweep floors as needed.
Report any damage to equipment or property promptly to the office.
Remove any items put up on the walls or set out in connection with your event.
Check all rooms and bathrooms to make sure no one is left in the building.
- If another approved group is in the building, let them know your group has finished and ask if they want you to lock the doors or if they will. (If an unapproved person is in the building, please ask them to leave.)
- When locking the doors, make sure all doors are locked as has been demonstrated by the parish staff.
- If you will be responsible for locking doors, a key will be available for check out for the event.
Decorating Guidelines
All decorating materials shall be of a self-supporting tape (e.g. blue painters tape). There shall be no use of nails, screws, tacks, staples, or any other items that leave a hole. There shall be no use of tapes, glues, flower putty, gum or other adhesive items. There shall be no use of any material which would peel paint or leave a residue or stain on any surface. Unless special permission is obtained from the Facility Office, all decorating and room setup(s) and take down(s) shall be performed the day of the event.
Candles
Small candles for prayer may be used in a Parish Center classroom or for table decoration in the Parish Hall. However, all candles must be in a votive, on plastic runner, or some other non-flammable service. Safety shall be the guiding principle and protection of surfaces from damages the foremost consideration. Only dripless candles shall be allowed.
Candles are not to be left lit in a room without someone watching them. Candles must be fully extinguished before participants leave the room.