(814)452-2982
PARISH CENTER REGULATIONS
St. Joseph Church/Bread of Life Community, as part of its mission to provide hospitality to the greater
St. Joseph Church/Bread of Life Community facilities are available to rent for receptions, meetings, dinners, parties, or other events with occupancy up to 450 in the Hall. The following are guidelines to make your event at St. Joseph Church/Bread of Life Community run as smoothly as possible. These guidelines are established for your benefit so that the rental date, including set-up and decorating of the hall, are carried out without any problems. These guidelines are also to ensure that the parish facilities are not damaged in any way. If you are unsure of any of these guidelines, please ask for clarification at the time the rental agreement is signed.
RENTAL FEES
Parishioner Rate Non-Parishioner Rate
|
|
$300 |
$600 |
|
Each additional hour over five |
$75 |
$100 |
|
Hall Security Deposit |
$100 |
$150 |
|
Kitchen fee (if used) |
$50 |
$75 |
|
Special Events Insurance* |
$85 |
$85 |
|
Your Own Certificate of Insurance* |
$0 |
$0 |
|
Meeting Room (Up to 3 Hours) |
$50 |
$100 |
|
Each additional hour over three |
$10 |
$20 |
|
Meeting Room Security Deposit |
$100 |
$100 |
|
Kitchen Fee (if used) |
$50 |
$75 |
* The Diocese of
ROOM CAPACITIES
Room capacities vary by table and chair configuration, special items (podiums, projectors, etc.)
and/or other factors. The figures below are maximum occupancy figures as set by the Erie Fire Department.
Parish Center Hall: 400
This figure is set by the Fire Marshall. To reach it would take chairs in the whole space, no tables or dance floor. Realistically you may comfortably seat c.380 people at tables. Dance floor, head tables, gift tables, catering tables, registration tables, etc. will lessen the number seated at tables.
Large Meeting Room 50
Small Meeting Room 15
RENTAL PROCEDURE
All scheduling shall be done through the parish office, which can be reached by calling the Parish Office at (814) 452-2982. No contract can be confirmed until a complete Rental Agreement has been submitted, approved and payment as set forth therein has been received. A parishioner may hold only one open contract at any time, unless approved by the pastor.
Each renter shall pay one half (½) of the rental and the full security deposit upon execution of the agreement with the parish. The balance of the rental fee shall be paid no later than 90 days prior to the rental date. Of these amounts, only the security deposit shall be refundable in the event of a cancellation. The security deposit shall be returned within thirty (30) working days from the rental date provided the premises are returned in the same condition as when rented, the renter has abided by the terms of the rental agreement, and all other sums due by the renter have been paid to the parish.
The Diocese of Erie requires that all non-parish special events obtain event liability insurance to cover potential incidents. Please use the attached form if you require this insurance.
All rentals shall be on a first-come, first-served basis, and will be accepted up to eighteen (18) months prior to the event. Certain dates and holidays are blocked out for rentals due to annual events and services. A waiting list will be maintained for the eighteen-month open period. As this facility was built to benefit the parishioners of the St. Joseph Church/Bread of Life Community, active parishioners are given a discount to the fees, as shown above. To receive the discount, the event must be for the direct benefit of the active parishioner or his or her household members and no other beneficiary. An active parishioner is one that is:
1) Registered in the Parish,
2) Actively participates in Parish activities, and
3) Returns Gods gifts to the Parish Community through stewardship donations of
time, talent and/or treasure.
Use of areas other than the parish hall or meeting rooms needs to be arranged well in advance of the event. Use of the kitchen (see Kitchen Rules under Equipment and elsewhere below) shall be arranged at the time of the original rental agreement, as there is a fee for its use.
GENERAL RULES COVERING RENTALS
In general, rental starting periods vary, but the end of the event may not be past
Young children must be under the direct supervision of an adult 18 years of age or older.
The entire building is smoke free. Smoking is permitted outside the parish hall at the north and west doors. The renter will take all means necessary to enforce the parish’s smoking rules and shall ensure that the parish hall remains a smoke-free facility throughout the term of the renter’s occupancy under the terms of the rental agreement. Any damage caused by smoking in the facilities will be deducted from the security deposit as specified in the rental agreement.
Renters are expected to furnish a setup diagram for tables and chairs to the parish office two weeks prior to the function. Time allowed for decorating is considered a courtesy beyond the rental period and must be done when there is no other conflict in scheduling. If no other event is scheduled, the renter may decorate the rented space the evening before or during the day before their event is scheduled. This must be cleared with the parish office at least three days prior to the event.
Once the parish hall is set up per the setup diagram, the renter shall not move or re-arrange these furnishings. No furniture shall be removed from the facility at any time, nor should any doors be propped open or exits blocked in any way, as this is in violation of the Fire Codes.
The rental areas are part of a complex that contains a Perpetual Eucharistic Adoration Chapel. Renters shall take all means necessary to respect the solemnity of the Chapel and Eucharistic Adoration area next to the Center and to not allow any act, music, performance or other event that would be inappropriate for a Christian facility. Music volume levels should be maintained at a reasonable level and any requests for lowering the volume should be complied with.
The following are prohibited from the facility at any time: unauthorized intoxicants, illegal drugs, firearms, fireworks, flammable materials, illegal gambling, animals (except guide dogs), or media that is inappropriate for a
Any representative of the parish or police officer shall have the right to gain access to the premises for administration of the Rental Agreement and/or law enforcement purposes.
No outside cooking or grilling is allowed on the parish grounds without prior written approval from the rectory office. Only the preparation of cold foods or the warming of precooked hot foods will be allowed.
Functions involving young people under the age of 18 years of age must have adequate adult (over 18) supervision as follows: Up to grade 8: one adult for every 10 children
Grades 9-12: one adult for every 15 children.
DECORATING AND SPECIAL EFFECTS
Table and freestanding decorations are encouraged. Nothing may be placed on the walls, crossbeams, doors or windows. No tape, fasteners, nails, screws, glue, glitter, pins, bubbles, items hanging from the ceiling or sprinkler heads or other materials which may deface room surfaces. No construction or painting of decorations on the parish property is allowed. Likewise, no rice, confetti or birdseed is allowed on parish property. No tape, wax, sawdust, silicone powder, etc. is to be used on the floors. Candles or open flames are not allowed, although decorative votive candles, tapered candles on the head table only, and Sterno burners for chafing dishes are allowed to be used as long as proper precautions are taken.
Lights and speakers for bands and sound systems shall be freestanding and placed away from walls, crossbeams, and ceiling tiles. Band or sound system personnel should inspect the area well in advance of the event to ensure proper power supplies are available for their equipment. No special effects, such as pyrotechnics, flash pots, fog machines or other such equipment shall be used.
Temporary heat sources are not permitted in the facility at any time. Extension cords must be rated to carry the load for which they will be used. It is not permitted to tape cords to the floor. An entry mat will be provided to cover cords in the event they must be traversed.
Renters are to supply their own ladders when decorating. All decorations and effects are to be removed from the facility upon the completion of the event.
EQUIPMENT
Please view the facility prior to your event to determine what materials you may need to bring. Rental of the facility includes the use of our round and rectangular tables, chairs, beverage areas, sinks and counter space. It does NOT include oven, grill, fryers, coffee makers, coffee carafes, dishwasher or other kitchen equipment usage, or the use of utensils, china, linens, extension cords, ladders and the like. We do not have an ice machine, so the renter needs to make their own arrangements for ice. We do supply trash cans, trash bags, dry mops, wet mops and buckets and limited other supplies for clean-up. Only when your band or DJ is unable to provide a microphone will the parish permit use of our sound system. The parish hall sound system is designed for the hall space only and must be set up for use by parish personnel. In no way is our sound system to be used by a band or DJ, e.g., as an additional amplifier.
Caterers and renters are allowed access to the kitchen only to store their supplies and perform limited functions. The use of the sinks is permissible to wash dishes, but the dishwasher is not available. The counter tops may be used. Modest refrigerator space is available. Crock-pots, broiler ovens, Sterno heaters or similar heating devices may be brought in and used. However, the use of the kitchen utensils, other equipment, appliances, cleaning supplies, paper products and other items is not permitted. The renter is responsible for hiring the caterer; therefore it is your responsibility to see that they follow all the rules contained herein. Please communicate these rules to them so that there are no misunderstandings.
ALCOHOL SERVICE AT EVENTS
If alcohol is to be SOLD at the event, a Special Occasion liquor license must be obtained from the Liquor Control Board. To allow time for the application and acquiring the license, the need for a liquor license should be communicated at the time of completing the rental agreement, with at least four weeks notice required. The cost of the license is $30 per day. Notice this only refers to alcohol being sold!
St. Joseph Church/Bread of Life Community does not provide beverage service. It is strongly suggested that a professional beverage server be engaged for your event. No person under 21 years of age shall be served, furnished, or consume alcoholic beverage on the parish grounds. Alcoholic beverages shall neither be served after
Two serving areas are provided for beverage service and should be used. All beverages at receptions, parties, etc. shall be served in plastic containers only. Glassware may be employed at dinners, but should be removed from tables before a dance begins. The renter is responsible for emptying full trash cans during the event and removing full bags to the dumpsters. Trash bags are provided by the parish.
SECURITY POLICE
You are required to arrange for an off-duty police officer for all events where alcohol will be served! Evidence of the arrangements should be received at least two weeks prior to event
RETURN OF FACILITY
The facility must be left in the condition it was rented or the security deposit may not be returned in full and any unusual cleanup or repairs required as a result of the event, which exceeds the security deposit, will be billed to the renter.
Specifically, to be considered left in the condition it was rented, the rented area must meet the following: All personal property belonging to the renter and his/her guests are removed
¨ All food is removed
¨ All decorations removed from the hall
¨ All tables cleaned off, tablecloths or covers removed
¨ Atrium/patio areas inspected and all trash removed
¨ All trash picked up from the room(s) rented, the hallway and parking lot and put into trash containers.
¨ The renting party is responsible for making sure they or their caterer completely cleans the kitchen area if it is used. This includes removing all food and cooking equipment, cleaning all tables, counter tops and sinks, removing all trash to the dumpsters, sweeping the floor and wet mopping the floor as needed. This is critical to the security deposit refund.
CONCLUSION
While this seems to be an exhaustive list of rules for the use of our facility, it is meant to protect this fantastic asset that the parishioners of St. Joseph Church/Bread of Life Community have built for the greater
If you have any questions concerning these rules, please contact the parish office at:
Phone: (814) 452-2982
Fax: (814) 452-4400
Email: office@stjoesbol.org