Event Planning FYI
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Event Planning GuidelinesWHEN PLANNING & SCHEDULING A PARISH EVENT,
HERE ARE SOME IMPORTANT STEPS TO KEEP IN MIND:
- After deciding upon a date for your event, please contact the Parish Office to put the event on the parish calendar. Even if the event is only for your group & not a parish-wide event, all events need to be added to the parish calendar. This helps us to know what is going on, when, & where. Some events may need Father’s approval, so please call to schedule your event AT LEAST, if possible, a month before. **NO DATES AND/OR LOCATIONS FOR EVENTS/MEETINGS ARE CONFIRMED UNTIL THEY ARE RUN THROUGH THE PARISH OFFICE.
- If you would like your event promoted in the bulletin, please get a brief article to the Parish Office. All articles for the upcoming weekend’s bulletin need to be into the Parish Office by noon on Monday. Please note that around the holidays, the deadlines for the bulletin do change due to the need to get events to the publishers earlier than normal. These dates vary year by year, if your event does fall around those times, please contact the Parish Office far in advance to confirm.
- If you would like your event(s) to be advertised in Father’s weekly “Father’s Friday Flocknote,” you can email him a brief description of the event, location, date, time, to him. Please share it with him by Wednesday of the week of the event. Note that, though they are few, there are weeks where Father does not send out a Flocknote. He will do his best to include your event in one of his notes.
- If you would like your event advertised on our parish website, please email the details & a description of the event to our webmaster at [email protected]. In order to ensure that your event is advertised on time, please see the website publication guidelines by clicking here.
- If there is any set up needed for the event, other than what you are able to provide, please inform the Parish Office along with your contact information. Our maintenance person will get in touch with you to confirm the details. Please note that there may be a slight fee associated for maintenance help. During the event there is not normally a maintenance person on call except for in case of emergencies. Any requests for maintenance help MUST BE MADE at least a week before the date of your planned event.
- If you are in need of a key to unlock doors for your event, please contact the Parish Office. The key must be picked up & signed out during normal business hours. Only someone over 21 is allowed to sign out a parish key. Keys must be returned ASAP after the event. They can be dropped into the mail slot in front of the Rectory if the office is closed.
- If your group is using the gym, cafeteria, or PSR classroom, please remember to disarm/alarm the school security system before/after your event using your fob/alarm code.
- If you are in need of student volunteers to help with your event, there are students in need of service hours at various area high schools that may be able to assist. Please let us know of the need when you call the Parish Office to schedule your event & we can provide you with some possible contacts for volunteers.