Reserve a Room

Facility Use Request Form

CONTACT INFORMATION

Today's Date REQUIRED Please fill out this field. Please enter a date.

First Name REQUIRED Please fill out this field. Please enter valid data.

Last Name REQUIRED Please fill out this field. Please enter valid data.

Phone Number REQUIRED Please fill out this field. Please enter a phone number.

Email REQUIRED Please fill out this field. Please enter an email address.

EVENT INFORMATION

Parish REQUIRED Please fill out this field.

Building REQUIRED Please fill out this field.

Exact Room Requesting (if requesting multiple rooms, list all) REQUIRED Please fill out this field. Please enter valid data.

Event Title REQUIRED Please fill out this field. Please enter valid data.

Name of requesting Ministry: REQUIRED Please fill out this field. Please enter valid data.

Date of Event: REQUIRED Please fill out this field. Please enter a date.

If requesting for a reoccurring event, please list all dates requesting:

Start Time: when you will need room REQUIRED

This includes event set up time

Please fill out this field. Please enter valid data.

End Time: when you will vacate the room REQUIRED

This includes clean up time

Please fill out this field. Please enter valid data.

Start Time of actual event: REQUIRED

Do NOT include set-up time

Please fill out this field. Please enter valid data.

End Time of actual event: REQUIRED

Do NOT include clean-up time

Please fill out this field. Please enter valid data.

Approximate number of attendees: REQUIRED Please fill out this field. Please enter an integer (number).

What equipment is needed, if any?

Do you require custodial support for a special set-up? (Diagram required at least 2 weeks in advance) REQUIRED

Your request for event set-up will be considered.

yes no N/A Please fill out this field.

Will there be food and/or drink? REQUIRED

Your request for event set-up will be considered.

yes no Please fill out this field.

Will there be alcohol? REQUIRED

Your request for event set-up will be considered.

yes no Please fill out this field.

Which type of access do you have for the facilities? REQUIRED

Do you have a key to any of the Collaborative buildings or know any of the access codes to the door locks or lock boxes on the outside of teh buildings?

Key Code to lock box or door None Please fill out this field.

Do you want this event advertised in weekly bulletin? REQUIRED

a 'yes' answer will dictate whether or not we advertise via bulletin, website, FB, etc.

yes no Please fill out this field.

Facility Standards of Use Agreement

This Facility Standards of Use Agreement pertains to all buildings and grounds permitted to The Holy Rood Collaborative, owned by the Archdiocese of Boston and known as St John the Evangelist Church and Old Parish Center at 115 Middlesex Street, North Chelmsford/ St. Mary Church located at 24 North Road, Chelmsford/ St. Mary Parish Center located at 33 North Road, Chelmsford/ and St. Margaret of Scotland Church and Rectory located at 384 Stevens Street, Lowell, as well as all other assets located on the premises which are utilized for purposes other than to conduct the business of the church.

Objectives
The objectives of the Facility Standards Use Agreement are to:
- Ensure that all parties who have access to the church property and facilities have agreed to the expectations and responsibilities associated with access.
- Ensure that access to church property is predicated on the ability and agreement to uphold the mission and values of the church.
- Provide a mechanism to maintain records of keys and access codes as well as who has access to the facilities, and when.
- Ensure that requests for access to the church and property do not conflict with church activities and functions and that church functions will take priority over any request and may result in cancellation of such request.

Expectations and Responsibilities

BUILDING USE - Reservation requests should be submitted at least 2 weeks in advance. All groups agree that they will ensure all participants leave after the event. Only approved reserved rooms may be used the day of the reservation. Ministry leaders are responsible for the facility and church property the group uses. If your group is having an activity that requires additional permits or certifications, it is your responsibility to obtain them. i.e. town permit for raffles, ServSafe certification for kitchen etc.. Request to modify approved reservations are to be submitted to the Facility Operations Coordinator.

FACILITY CLEANLINESS - The space used by your group must be left clean and orderly with church property returned to its designated place. Each hall has a standard set up and must be returned to that set up at the end of your event/meeting, per the diagram located on the wall at each location. Unless custodial support has been specifically arranged with the Facility Operations Coordinator, you are responsible for ensuring that:

- All efforts are made to sperate recyclables from trash. Recyclables and trash must be disposed of in the appropriate dumpsters/ outside trash receptacles.
- All tables and chairs have been cleaned and placed back in the original configuration in which you found them
- The floors have been swept and any spills have been thoroughly cleaned
- All counter space has been cleaned
- The bathroom has been straightened up

KITCHEN - Kitchen use must be approved prior to use. It must be left clean and orderly after use. Any utensils, pots, pans, and kitchen tools that were used must be cleaned, dried, and placed back in their original spot. All efforts must be made to sperate recyclables from trash. Recyclables and trash must be disposed of in the appropriate dumpsters/ outside trash receptacles. Church supplies are not to be used except by church-sponsored activities.

CHURCH PROPERTY - Church property will not be loaned, borrowed, or removed from church premises without prior permission from the Facility Operations Coordinator. Church property such as chairs, tables, etc. may be used when using the facility and included in the request.

AUDIO/ VISUAL EQUIPMENT - The audio/ visual equipment is available for use upon request. The system must be operated by a trained individual. Due care must be given when using the equipment and you will be responsible for any damage caused by improper use.

NO SMOKING - There will be no smoking in any building, corridor, breezeway and/ or alcove. Smoking is also prohibited within 50 feet of any building.

SUPERVISION OF CHILDREN AND YOUTH - The Collaborative seeks to provide a safe environment for children and youth. All users of the facilities are expected to follow the guidelines of this policy including the following:

- No fewer than two adults should always be present during any program or event involving children.
- Adult supervision is always required both inside and outside of the church property, including the parking lot.
- Children and/or siblings of group members must stay with the group or under the care of additional adult supervisors.

FOOD AND DRINK - Food and drink should be limited to designated areas. No food or drink is allowed in the Sanctuary. Anyone using the church property is responsible for cleaning after each use--both inside and outside. If a private catering service is used for the event, the caterer must furnish all equipment (i.e., dishes, silver, tablecloths, etc.) and remove all items immediately after the event. Storing of catering equipment is not permitted. The serving of alcohol requires separate and additional approval.

DECORATIONS - Decorations may only be attached to the walls or doors with scotch tape or similar tape that will not damage the surface. All decorations must be removed immediately and completely following the event. There will be no moving, covering, or removing of any church décor, decorations and or religious adornments. There will be no hanging or placing of decorations that conflict with the tenets of the Catholic Faith. You will be responsible for any damage caused by the hanging of or removing of your group’s decorations or décor.

SCHEDULING CONFLICTS - The Collaborative reserves the right to cancel any approved reservation if a conflict arises with the needs of the Collaborative. Notice will be provided as early as possible. Use of any facilities will NOT be permitted during Holy Week and the Advent and Lenten Retreats.

STORAGE - Storage space is limited. Collaborative Ministries who have storage space, please be respectful of the space and the space around you. Keep your area neat and maintain your items within your designated storage space.

BREAKAGE - All persons and/or groups using our facilities are expected to exercise reasonable care and judgment to prevent defacement, damage, or breakage. The person(s) signing the agreement for use shall be responsible for paying costs incurred by the church in cleaning, repairing, or otherwise refurbishing any part of the building and/or its furnishings and equipment which, in the judgment of the Facility Operations Coordinator or staff, has been carelessly or irresponsibly subjected to more than normal wear and tear by the person(s) or group(s) involved.

SECURITY - The congregation works to maintain a safe and secure environment within the facility; however, no systems are foolproof. We ask that all users pay close attention to personal property and valuables and not leave them unattended. If you are given a key or code to the facilities, it is not to be shared with anyone for any reason. If you lose the key, report it immediately to the Facility Operations Coordinator. There is a $100 fee for the replacement of keys. The Collaborative is not responsible for theft or damage to personal property.

SAFETY – Any misconduct, rowdiness, damage, or destruction of property, including unlawful or mischievous tampering with the building fire alarm system, or failure to leave the premises in a satisfactory condition may be sufficient reason to refuse use of the facility to the offending event sponsor, organization, or group in the future. Each applicable parish shall hold the event sponsor, and such groups or individuals, responsible for damages including repair and replacement. For the safety and security of everyone, The Holy Rood Collaborative prohibits certain items from being brought into the church building, unless specific permission is granted the Senior Pastor for any of the following items:

- Guns & Firearms
- Martial Arts & Self Defense Items
- Bows & Arrows
- Explosive & Flammable Materials, Disabling Chemicals & Other Dangerous Items

These policies, procedures and rules supersede all previous and may be revised as deemed necessary by the Collaborative Staff. If you have any questions, please contact Jamie Brown, Facility Operations Coordinator, at (978) 251-8571 ext. 239.

By selecting 'I agree' you are agreeing that you have read and will comply with the expections outlined in the Facility Standards of Use Agreement.

I Agree Please select this field.

You will receive an email confirmation once you are scheduled.