Holy Family Event Request Form

Holy Family Building Use / Event Reservation Request Form

Please complete the form below to reserve an available room at Holy Family. Please NOTE that this submission does not indicate that the date for your meeting or reason for meeting has been approved by Holy Family staff/ or leadership. *Requests are NOT a guarantee of booking. Approval of said event or room reservation will be given by Holy Family Administrative staff once approved. Please fill out a separate form for each event submission/ meeting request if the request is not a recurring monthly meeting or event.
Event Reservation Submission Policy

Event Request Submissions must be submitted at least 4 Weeks before the requested event date for appropriate approval.
Todays Date of Submission*

MonthDayYear
Date
Main Contact Name*

First NameLast Name
E-mail*
example@example.com
Phone Number (Cell Phone)*
Please enter a valid phone number.
Phone Number (Home Phone)
Please enter a valid phone number.
Main Contact Address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Group/Organization Requesting Usage*
Number of People Projected*
Is Alcohol Being Served? If Alcohol is being served-please allow Holy Family 3 weeks lead time to the event to obtain a valid liquor license from the State of Delaware Alcohol Board. You will need to pay Holy Family the cost of the license- Event Licenses start at $5 and go up based on the length of the event*

YesNo
Do you have keys to access into the building for your meeting or event? NOTE: If meeting occurs during the week, please sign out a COPY of the Church key at Church Office during Office Hours AT LEAST 3 DAYS before your meeting or Event*

YesNo
Do you require any tables or chairs to be set up? If so please indicate if you are bringing you own tables and chairs or need them provided and reserved by Holy Family and need our Maintenance team to set up.*
Are you aware of your building alarm code for your group? If not, please notify the church office as soon as possible before your meeting or event to obtain the right code for your meeting in the appropriate building where it is being hosted at. All groups using meeting space need to be aware of their code if they are meeting after normally office business hours.*

YesNo
Event Being Catered?

YesNo
Entertainment/DJ?- DJ must provide any Contact Information

YesNo
If Event has Entertainment/ DJ Please provide below their Full Contact Information (Name, Phone Number, Company/Business Name, & Email Address)
EVENT ADDITIONAL NOTES (Use for information about Set Up Dates, Out of Sequence Dates etc.) if applicable
What is the Purpose of the Meeting?
Name of Event/Meeting*
Would you like your Event/Meeting Gathering Promoted on the Church Media Outlets? If so please select below:

Church Weekly BulletinChurch Email Marketing FlocknoteChurch Gathering Space TV SlideshowDisplayed in Church Gathering Space in Print
Please provide an advertising message for events planned at Holy Family- For Example(Poinsettia Sales, Bake Sale, Special Dance or Dinner Etc.). Please put N/A if Not Applicable*
When would you like the event advertisement included on Holy Family Media Outlets? *NOTE- The event promotion MUST be approved by Holy Family Leadership FIRST order to have one of these options below considered

2 weeks before event3 weeks before event
Best Time to be Reached (Mornings, Afternoons, Evenings or Anytime?)*
Single Event Information

Fill out this section of the form if you want to have a single event at a certain time during the calendar year of Holy Family. We DO NOT host or schedule events during the months of July or August in any of our church campus rooms available. Sorry for any inconvenience that those months aren't available for your event.
Projected Event Date Start*

MonthDayYear
Date
Projected Event Date End*

MonthDayYear
Date
Day of the Week Requested

SundayMondayTuesdayWednesdayThursdayFridaySaturday
Event Requested TOTAL Time: Include PREP TIME AND CLEAN UP TIME in this Time Range- Please include the range of time for your whole meeting reservation. For Example- If you meeting time is at 6PM on a week day and you require an hour of set up, please indicate from 5:00PM to whenever you think your meeting could potentially end*

Hour Minutes

AM/PM Option

to
until
Hour Minutes

AM/PM Option
Event Requested PREP Time: Indicate the time range that your event will need for Set Up*

Hour Minutes

AM/PM Option

to
until
Hour Minutes

AM/PM Option
Event Requested Clean-Up Time: Indicate the time range that your event will need for CLEAN-UP*

Hour Minutes

AM/PM Option

to
until
Hour Minutes

AM/PM Option
Event Location Requested: *Please check all locations Requested for Proper Event/Meeting Usage*

ChurchChurch Gathering SpaceChurch Small Front Office Conference RoomParish Social HallParish Hall KitchenOutreach Building Conference RoomReligious Education CenterReligious Education Adult Conference RoomReligious Education Youth Conference RoomChurch Front Vestibule EntranceChurch Grounds/Parking LotOther
If Using the Religious Education Classrooms, please indicate which classroom/classrooms you would like to use.

Classroom 1Classroom 2Classroom 3Classroom 4Classroom 5Classroom 6Classroom 7Classroom 8
Please describe your event and the necessary needs of each meeting room you are requesting related to you event- For Example- Usage of the Parish Hall- explain why the hall needs to be used to run the event if an additional meeting room is used*
Recurring Event Information

Please use part of the form if you are trying to schedule a recurring event at Holy Family in a given calendar year. All events are subject to approval by Holy Family Leadership. Recurring Events are only available to occur during a given year at Holy Family from September to July
Event Name
Event Date Range Start
Event Date Range End
Daily Event

Every DayEvery Other DayEvery 3rd DayEvery 4th DayEvery 5th DayEvery 6th Day

Weekly Recurrence- Select All Day Options that Apply to Your Recurring Event Request

	Sunday	Monday	Tuesday	Wednesday	Thursday	Friday	Saturday	Sunday
Every
Every Other
Every Third
Every Fourth
Every Fifth

Monthly Recurrence- Select All Month Options that Apply to Your Recurring Event Request

	Sunday	Monday	Tuesday	Wednesday	Thursday	Friday	Saturday	Sunday
First
Second
Third
Fourth
Fourth
Last

Event Location Requested: *Please check all locations Requested for Proper Event/Meeting Usage- The Parish Hall is only used and rented to PARISH GROUPS or Religious Education Usage*

ChurchChurch Gathering SpaceChurch Small Front Office Conference RoomParish Social HallParish Hall KitchenOutreach Building Conference RoomReligious Education CenterReligious Education Adult Conference RoomReligious Education Youth Conference RoomChurch Front Vestibule EntranceChurch Grounds/Parking LotOther

Contact Consent for Event Submission

Please read the attached "Information Regarding the Use of the Parish Facilities" and sign and date below. Consent Statement: I have been informed of the "Rules for Use of Facilities" and agree to adhere to them. I agree to inform my representative at the function of these rules in the event that I am unable to be there in person. I will receive a copy of these Rules with my confirmation sheet.
While planning your Holy Family Church Group or Single Event, please keep in mind:

• If you require pre-meeting buffer time to set up, please indicate that on the reservation form.

The time you list as "Start Time" is the time that you will be officially granted access to the space.

• Event set up in the Parish Hall and Gathering Space may not take place during Mass times.

• The parish will be closed on published holidays and parish Holy Days.
No meetings will be scheduled.
• If your regularly scheduled meeting falls on a holiday, please mark the date that you cannot meet in the space beside "Regularly scheduled months/dates that we will not meet" and list the alternate date under "Special Event Information". If you do not indicate an alternate meeting date, that meeting will not be scheduled.

• Please remember the list of months that you do not meet, such as December or July.

• Please note the Church Office hours when arranging a time to pick up keys or set up:
o Monday-Thursday: 9am-3pm
o Friday: 9am-12pm

The Church Office also could be closed for certain U.S. Holidays- Please see Holiday Closure schedule in files attached

• Special collections such as raffles and fundraising activities in the Gathering Space before/after Mass are limited to two weekends per special collection. Weekends must be pre-approved but need not be consecutive. No exceptions will be made.

• If you are seeking a liquor license for an event your group is holding, please be sure to request it at least 3 weeks in advance by calling the Church Office at (302)368-4665 or emailing church admin at kpruitt@holyfamilynewark.org.

• If your group wishes to advertise meetings or events in the Bulletin, please send me the information as soon as possible after completing the form. If you don't have certain events planned by that time, email me 3 weeks before the event and I will include it in the upcoming bulletins I am editing.

NOTICE: Your meeting request will go through an approval process for facility availability and also general approval by church leadership after submission. Please do not assume that your meeting and dates for meetings are automatically approved and able to be put into the church calendar immediately.
I look forward to working with you to coordinate the calendar. We appreciate your assistance in keeping the parish maintained properly.
If you have any questions about the calendar or the enclosed reservation form, I welcome you to call me directly at (302) 861-0129.
Please refer to Event Submission Building Use Policies Below for Reference
Please refer to Bulletin Deadline Policy for Publication
Name of Person Authorizing Event

First NameLast Name
Date Agreement Signed

MonthDayYear
Date
Should be Empty:

Holy Family Building Use / Event Reservation Request Form

Event Reservation Submission Policy

Single Event Information

Recurring Event Information

Contact Consent for Event Submission