Room Use / Calendar Request

We are so happy to have your ministry and committee at St. Clare. Please take a moment to complete your meeting and calendar requests for the 2023-2024 year. Calendar requests MUST be submitted each year even if your dates stay the same. Please read the guidelines under the form before submitting as well as checking the calendar (https://74023484.view-events.com/calendar/74023484/month) to make sure the room or space you are wanting to reserve is available.

Throughout the year it is up to the committee to keep the parish office updated on any changes to this schedule.  Space is limited and we want to keep our facility usage up-to-date.

If you would like us to advertise your event or meeting please contact us and let us know by filling out a bulletin/website/social media request form.

St. Clare of Assisi is blessed to have active groups and organizations in addition to its varied formational programs for children and adults. In order to facilitate the usage and scheduling of parish events the following policy is established for the good of the community.
 

Usage of parish facilities

**Parish facilities are exclusively for parish and school activities.**
**The spaces are not for rent for private events or sports outside
of St Clare of Assisi.**

All parish organizations can use the facilities for their meetings, activities and events.  Limited audio visual equipment is available upon advanced request.  Each organization is responsible for setting up prior to the events and cleaning up afterward. When your meeting is done it is your responsibility to leave the room ready for the next meeting. If it is a large event, or your group is unable to set-up and clean, the cleaning crew may be available with notice (for a fee outside of regular working hours).

• Remove all decorations.
• Vacuum/mop floors if necessary and empty trash to outside receptacle.
• Wipe down tables and chairs with provided cleaning supplies.
• Stack and put away tables and chairs.
• Lock up & return key to Parish Office.

Many groups use the kitchen area and storage is limited. It is important that each group is
considerate of others. This specifically means that no group or individual can store large amounts of food in the freezers or walk-in for extended periods of time. Food must be stored in sealed containers. Our kitchen is regulated by the St. Louis County Health Dept. – Be sure to follow the guidelines posted in the kitchen.

Rooms Available for Use

Priorities

With the great variety of events and activities and the limited facilities at St.Clare, it is necessary
to establish priorities in scheduling events and activities.

• The Celebration of Eucharist and the other sacraments take precedence over all other activities.  This includes the usage of all buildings. There will no events scheduled during Mass times (this includes sports, fundraisers, etc.)
• The second level of priority is for educational and formation programs for children and adults.  This includes activities of the Adult Faith Formation and Youth Ministry.
• Third priority is for parish wide events, parish organizations or groups. Youth Activities (Athletic Association and, Scouts), Ambassadors, Knight of Columbus, etc. will fall under the third level of priority.

Scheduling

All requests for using parish facilities must be in writing using the “St. Clare of Assisi Parish Schedule Request Form.” NO SCHEDULING CAN OR WILL BE DONE OVER THE PHONE.

A request for a facility is not confirmed until the individual requesting the meeting, etc. receives
confirmation from the Parish Office in writing or email. The parish administration retains the right to deny usage of the facilities to any group or individual.

The school building is reserved for the Elementary School from 7:00 a.m. to 3:30 p.m. each school
day. This includes the Gym, Cafe, Library, and lobbies. The Pastor or Principal can make exceptions for use of the Gym. For times after 3:30 p.m. the normal scheduling process is to be followed.

When there are PSR classes on Sunday morning and Monday evening, the entire school building
is reserved. 

After completing forms please return to the Parish Office. Forms can be emailed to
[email protected].
 

Using Parish Facilities

Keys

You are responsible for making arrangements to pick up a key during regular business hours
from the Parish Office prior to your scheduled event. Regular business hours are 8:00 am until
4:30 pm, Monday through Friday. Please remember that the Parish Office is closed on all national
holidays and Holy Days of Obligation. Please return key to the Parish Office following your
event. Many of our doors are now locked/opened electronically. Check with the Parish Office
staff regarding the necessity of keys.  If any keys or key tags that are borrowed for events are lost, stolen or broken, there will be a replacement fee of $25.00 required to cover the cost of a replacement. 

Set-Up and Clean-Up

You are responsible for all set-up and clean-up arrangements. This includes tables, chairs,
decorations, etc. Clean-up includes emptying all trash and recyclables into outside receptacles
as well as returning the room to its usual arrangement (posted in most rooms). Assistance from
the cleaning crew must be arranged well in advance of the event. If set-up or cleaning is
required by the parish cleaning crew, a charge may be assessed.

Special Equipment

You are responsible for making arrangements for the pick-up and return of special equipment
such as TV, VCR, microphones, audio-visual equipment, etc. Check for proper functioning and
operation of equipment ahead of time. Please indicate special equipment needs on the Schedule
Request Form.

Supplies

The parish has some cleaning supplies in the cleaning closets. A key on the ring should open the
supply closet.
 

**Please use only the room assigned to you.**
**Please report any problems or concerns to the Parish Office.**
**Verify that you have completed the Schedule Request Form and that
 you have received confirmation of the event from the Parish Office.**