Holy Family Catholic Church

Policy and Procedure - Rental of Parish Facilites Policy

The Diocese of Charlotte Financial Policies & Procedures Manual states that "Parishes may rent their facilities for weddings, anniversaries, and other gatherings of parishioners, and to nonprofit (501c) organizations." "Parishes may not rent facilities to for-profit organizations or to individuals who are not parishioners." Holy Family provides the opportunity for outside groups to rent rooms within the Parish Activity Center. Room fees are $25.00 per room and $100 for use of the kitchen and facilities. If the entire facility including the kitchen is rented, the fee is $300.00. Rent for the Picnic Shelter is $50.00. Alcoholic beverages are not permitted on the premises.

Procedure

Representatives of groups seeking to rent Parish Activity Center Rooms must obtain a Parish Activity Center Room Rental agreement form from the parish office, or you may download and print the forms (below) for your convenience. The form should be completed on site and a check for the rental fee attached. Fees are payable in advance.

It is likely that the party renting the facility will not have a Certificate of Insurance in hand at the time of rental. It will be necessary for the Office Manager to follow up with the person signing the agreement for this document. Groups renting facilities on an on-going basis need only file this document with Holy Family once at the beginning of each calendar year.

Rental agreements with remittances attached should be delivered to the Office Manager for posting of cash and comparison with the facilities schedule to ascertain that each scheduled usage has been paid for by the person renting the facility.

The Office Manager will bill the respective organization for the cost of repairs resulting from damage to the rooms by any group using the facility.

The Office Manager will maintain a schedule of room rental fees collected from each organization. This schedule contains a sub-schedule for each organization to record check number, date, amount and period covered by the check attached to each rental agreement.

The Office Manager will follow up with groups currently using our facilities that have not completed a rental agreement form, or provided a Certificate of Insurance or made payment in advance . Groups known to contribute annual donations which exceed our normal room rental fees still need to complete a rental agreement form, provide a certificate of Insurance and indicate their expected donation in lieu of fees in the space reserved for the Rental Fee.

Choose appropriate printable form:

Parish Activity Center	Picnic Shelter
Room Rental Form	Rental Form