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 you need multiple dates, please explain below.

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.

When do you need the doors unlocked/ access to the room? REQUIRED

This includes event set up time

Please fill out this field. Please enter valid data.

When do you need the doors to lock? REQUIRED 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 a special set-up? (If yes, please submit a diagram to Jamie Brown at least 2 weeks prior to event) REQUIRED

Your request for event set-up will be considered.

yes no Will set-up ourselves 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.

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
(updated April 3, 2024)
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 situated in 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 with 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 church's mission and values.
  - Ensure that requests for access to the church and property do not conflict with church activities and functions. Church functions will take priority over any request which may result in the cancellation of such a request.

Expectations and Responsibilities
BUILDING USE - Reservation requests should be submitted at least two weeks in advance. All groups agree to ensure that all participants leave after the event. Only approved reserved rooms may be used on the day of the reservation. Ministry leaders are responsible for the facility and church property the group uses. If your group has an activity requiring additional permits or certifications, it is your responsibility to obtain them. i.e., town permit for raffles, ServSafe certification for kitchen, etc. Requests to modify approved reservations must be submitted to the Facility Scheduling 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 setup and must be returned to that setup 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 Scheduling Coordinator, you are responsible for ensuring that:
- All efforts are made to separate recyclables from trash. Recyclables and waste 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 before use. It must be left clean and orderly after use. Any utensils, pots, pans, and kitchen tools must be cleaned, dried, and returned to their original spot. Church supplies are not to be used except for church-sponsored activities.

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

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

NO SMOKING—Smoking is prohibited in any building, corridor, breezeway, and/ or alcove and 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 unrelated adults should always be present during any program or event involving children.
- Adult supervision is always required inside and outside the church property, including the parking lot.
- Children and 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 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 any church décor, decorations, 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 hanging or removing your group’s decorations or décor.

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

STORAGE—Storage space is limited. Collaborative Ministries that 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 groups using our facilities must 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 its furnishings and equipment which, in the judgment of the Facility Scheduling 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. 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 the 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 to 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 necessary by the Collaborative Staff.  If you have any questions, please contact Jamie Brown, Facility Scheduling Coordinator, at (978) 251-8571 ext. 239.

By selecting 'I agree,' you agree that you have read and will follow the expectations outlined in the Facility Standards of Use Agreement.

I Agree Please select this field.

You will receive an email confirmation once you are scheduled.