Private Events	Scheduling & Calendar
Requisitioning Funds	Receptionist Needs
Advertising Events

Use of the Parish Facility

Church of the Holy Family hears the call to hospitality.  We also recognize our call to exercise prudent stewardship of the material resources with which God has blessed us, and to see to our Mission.

Because of the concrete circumstances of our life as a community, conflicts may sometimes arise between the demands of these different Christian virtues.  Decisions must be made with regard to the use of our space by civic and private groups or individuals not directly related to our Parish, or Catholic Diocese or our Mission.

We never rent our facility to groups or organizations under any circumstances.  However we make our space available to a wide variety of groups.  We use the following guidelines in making our space available:

• Parish and Diocesan events will take priority over non-parish civic or private  requests for building space.
• The building may be made available to civic or private groups or individuals for  “one-of-a-kind” events, but may not be committed to such groups or individuals  on a long-term or consistent basis.
• The building may not be made available to civic or private organizations or  individuals intending to do profit-making activities.
• Groups or individuals who feel they have a special case may speak with the  Pastor.
• Civic or private organizations or individuals which use our space will read and  sign the Facilities Use Policy regarding cooking, cleaning and building maintenance.   A Custodial fee may be required of the civic group or individual if set-up or break- down of spaces is required.
[ top of this page ]
• Private and Family Events

We do not rent our space to private groups or organizations.
Members of the parish may wish to make use of our facilities for private or family events.  The availability of the Family Room will depend on the parish calendar and the availability of our Facilities Manager.   We ask a $100 set-up and clean-up fee.  Our Facilities Manager will set out tables and chairs to your specifications once you fill out a Facilities Request Form.  You (and your caterer) will want to meet with the Facilities Manager, to be shown the ins and outs of our parish equipment.
 
• Kitchen Use

Any event requiring the use of the Kitchen (in house or not) must be scheduled with the Facilities Manager.  Each event must have a group liaison person(s).   The Facilities Manager will offer instruction with regard to the use, cleaning and storage of  appliances, utensils, and dishes.
 
• Alcohol

Beer and Wine may be served on Church property to persons of legal age during Church and other events.  We do not serve hard liquor on Church property under any circumstances.  When alcoholic beverages are served, non-alcoholic alternatives must be readily available as well.
 
• Tobacco

Tobacco products may not be used anywhere inside of our parish building.
 
• Keys

Parish and non-parish groups which are using the parish facility can obtain keys from the Parish Secretary or Bookkeeper.  Keys should be returned promptly after the event.
 
• Loan of Tables and Chairs

Our tables and chairs are available to parish groups and registered parishioners for use off-site.  Please consult with the Facilities Manager if you wish to arrange the loan of tables and chairs.

Parish groups which are using budgeted funds for parish events can obtain checks from the Bookkeeper by submitting a check request.

Individuals who may have used private monies for a parish event can be reimbursed by submitting a check request and any receipts.

Generally speaking, checks are cut and distributed only on Wednesdays.

Parish Life.  We usually set the general outlines of parish life in the spring of  each year for the coming year.

Liturgical Year.  Of course, the Church’s Liturgical Year, with its various  Solemnities, Feasts and Seasons, takes precedence over all other events.  These  dates go on the parish calendar first.

Christian Formation. The Church’s teaching mission is closely linked to the  Liturgical Year.  Our Christian Formation offerings--Adult and Children’s-- go on  the calendar next.

Sacramental Life.  Also closely related to the Church’s Liturgical Year is the
sacramental life of the parish, in particular, the Sacraments of Initiation.  Dates for  Infant Baptisms are scheduled in the spring for the coming year.  Dates for  Confirmation, especially for adolescents, are determined by the Diocese and  scheduled well in advance.   Celebrations of Reconciliation and of the Anointing  of the Sick are also set at the beginning of each year.  Celebrations of the  Sacrament of Marriage are scheduled well in advance, according to the guidelines  in the Sacramental Policy section.

Planning Cycles.  Parish-wide events are usually linked to the seasons of the  year. We observe three “planning cycles” which correspond to the major seasons  of Advent-Christmas-Epiphany, Lent-Easter and Ordinary Time.   Parish events are  placed on the calendar during  planning sessions in preparation for these seasons.   The planning sessions generally follow this pattern:
 

Planning session in late July for Advent-Christmas-Epiphany
Planning session in early November for Lent-Easter
Planning session in late April for Ordinary Time and for Yearly Events.


Group Events.  Events specific to groups and organizations within the parish are  scheduled during the planning sessions.  We encourage sharing of similar sorts of  events by different groups.  We discourage the duplication of seasonal events.

Individual Events.  Events specific to individual members of the parish and to  non-parish groups and organizations are scheduled within this general framework,  usually after the planning for the year and for the season.  We will make every  effort to accommodate requests for time and space.

• Bulletin Announcements

Bulletin announcements should be brief and informative.  They should be in the office by Tuesday morning for the next Sunday’s bulletin.  Please plan on advertising your events two to three weeks ahead of time.  Because of space limitations, we cannot run bulletin announcements too frequently.
 
• Pulpit Announcements

We try to keep our pulpit announcements to a minimum, especially during the Seasons of Lent and Advent.  Pulpit announcements should be submitted several weeks in advance of the event.  In general, we make the pulpit announcement once, at the weekend liturgies closest to the event.  Rare exceptions will be made by the Pastor.
 
• Speaking at Liturgy

On rare occasions, short presentations before Liturgy can be made by a representative of a group or ministry of the parish.  These need to be carefully scheduled and spaced, so that they do not detract from the Liturgy or get lost in the general press of business.  Requests for an opportunity to speak at Liturgy should be made directly to the Pastor, and well in advance of the need.
 
• Web Site Information

Information can be displayed on the parish web site for a short time or indefinitely.  To make it worth the effort, you should give the cyberminister as much advance notice as practical.  The best way to send input is in email: WebMinister@holyfamilyvb.org (as text in the body or image files as attachments).  If you intend to send information, please establish communications and negotiate format well ahead of time to prevent delays when it's important to get your information on the site quickly.
 
• Event Cancellations

Please contact the Parish Office with any changes to the schedule.  Cancellations should be reported as soon as possible to the Receptionist.