Effective
Rental Coordinator Phone: 781-275-6318
Fax: 781-271-9879
E-mail:
GENERAL:
The
The terms and conditions, payment terms, and capacity limitations for renting St. Michael Parish Center are shown below. These terms apply to both parishioners and non-parishioners alike. All outside support services, including catering, police and fire department personnel when required, are the responsibility of the renting party and are not part of this agreement.
Space available for rental:
The
Parish
Hall
·
Capacities:
o
“Banquet
Style” - 250 Maximum (seated at tables)
o
“Theater
Style” - 500 Maximum (seated, no tables)
o
Maximum
number (standing) allowed in the hall, per Fire Dept regulation - 600
·
Small,
slightly elevated stage area is part of Hall
·
Sound
system integrated into Hall
·
Main
access is via Parish Center Main Lobby
·
Parish
Hall rental may be with, or without, Kitchen rental
Kitchen
“Caterer’s kitchen” - Supports serving of already prepared
foods (e.g., foods prepared by a caterer)
Equipment:
·
Institutional-size
range
·
Institutional-size
refrigerator and freezer
·
Double
conventional ovens
·
Microwave
oven
·
Dishwasher
·
Ample
counter area
·
Direct
access to hall
·
“Caterer’s
entrance” in back
Meeting
Rooms:
·
Triple
Meeting Room (convertible to 3 smaller meeting rooms)
o
Capacities
(as triple meeting room):
§
“Theater
Style” - 48 maximum (seated, no tables)
§
Round
Tables - 40 maximum (5 round tables/8 chairs per table)
§
Rectangular
tables – 48 (6 rectangular tables/8 chairs per table)
o
Capacity
(each individual room of the triple meeting room):
§
“Theater
Style” – 16 maximum (seated, no tables)
§
Rectangular
tables – 16 (2 rectangular tables/8 chairs per table)
·
Five
Individual Meeting Rooms (in addition to Triple Meeting Room)
o
Capacities
§
“Theater
Style” – 16 maximum (seated, no tables)
§
Round
table – 8 (1 round table/8 chairs per table)
§
Rectangular
tables - 12 (2 rectangular tables/6 chairs per table)
·
Conference
Room
o
Capacity
– 8, seated around fixed conference table
o
Equipped with white board, bulletin board
·
Library:
o
Capacity
– 10, seated around fixed conference table
o
Available
to St. Michael parishioners for reading and for pursuit of a deeper
understanding of our Christian faith
o
Provides
comfortable setting within the library for bereavement counseling
Supporting Material:
Audio/Visual Equipment:
Parish Audio/Visual equipment and musical instruments are not included
in the room rental agreements. However, use of the sound system integrated into
the Parish Hall will be considered to be included in the Hall agreement. Setup
of this system is the responsibility of the
Use of the Center’s
telephone jacks for computer communications is not allowed.
Consumption of Food & Drink:
Serving of Food:
Food may be served in the main Parish Hall; in this case, rental of the
Kitchen must be included in the rental agreement. Light foods (e.g.
pastries, cookies) may be served in meeting rooms; no food is to remain
following the meeting—room is to be thoroughly cleaned and swept. The following
applies when serving of food is included in the rental agreement:
·
Groups provide their own food and paper products
·
If the event is to be catered, the caterer must be named in
the rental agreement. The Parish reserves the right to deny use of the premises
to specific caterers.
·
All food provided for an event is to be removed from the
refrigerator and freezer when you leave.
·
The kitchen and serving areas are to be cleaned, wet mopped
and swept, and the trash placed in designated dumpsters at the conclusion of
the event.
·
Stop
& Shop, Whole Foods, Barnstormers, Bruegger’s
Bagels, Dunkin Donuts and other retail stores are located on The Great Road
within one mile of the
Serving of non-alcoholic drink:
Non-alcoholic drink may be served in the main Parish Hall and in
meeting rooms (with prior agreement); kitchen refrigerators can provide
temporary storage.
·
Groups provide their own beverages, containers, paper goods
·
Kitchen is available if some preparation of the beverages
is necessary
·
Coffee
makers of various sizes are available in the Kitchen. A rolling cart is
available in the kitchen to move heavy items
o
For
parish events only: the Kitchen has a “Coffee Cupboard” which is equipped with
everything needed to make coffee: ground coffee (regular and decaf), filters,
sugar and sugar substitutes, napkins, cups, and stirrers. Groups may use
anything in this cupboard for their needs. Groups must provide their own cream.
Serving of alcoholic drink:
The use of alcoholic beverages is discouraged. It is recognized,
however, that serving of alcoholic drink can be desired for some events. In this
case, it is the responsibility of the Renter to ensure the event complies with
all applicable laws, including Town of
·
If liquor will be consumed, a 24-hour liquor license must
be obtained from the Bedford Town Manager’s Office two weeks prior to the
event.
·
Proof of liability insurance coverage must be provided by
the Applicant in an amount no less than $1,000,000.00 naming St. Michael Parish
and Roman Catholic Archbishop of
SUPERVISION AND ORDER:
General:
·
The
Parish, through its building custodian, maintains supervisory control of the
premises over the period of the rental.
·
Evening
functions (including necessary cleanup) must end by 9:30 PM. Exceptions may be
made at the time of rental as agreed to by the Parish.
·
Functions
involving young people under 18 years of age must have adequate adult (over 18)
supervision as follows:
o
Up
to grade 8: one adult for every 10 children
o
Grade
9 – 12: one adult for every 15 children
·
All
adults involved with youth groups using
·
St.
Michael staff must have free access to all rooms at all times.
·
The
Applicant is held responsible for the preservation of order at all activities,
and is responsible for any loss or damage occurring during Applicant's use of
St. Michael’s facilities.
CLEAN-UP:
Rental space will be clean and necessary set-up will take place at the
start of your rental period. Space is to be returned to the prior condition
before the end of your rental period unless other arrangements have been
approved. (The
·
If you are employing a caterer, please make sure to provide
this policy to the caterer. You remain the responsible party for clean-up.
·
Take everything with you that you bring in.
·
Cleaning of the rented space is the responsibility of the
group renting the Center. The group may do it themselves or employ a
cleaning service.
o
Dispose of all trash (bagged) in the dumpster.
o
Upon
departure, coffee makers must be cleaned, unplugged and left in the condition
they were found
o
Clean all surfaces: tables, counters and floors.
o
Wet mop the kitchen floor (mop and
bucket in storage closet near the caterer’s entrance).
o
Dry mop the Parish Hall.
·
Other activities expected of a group prior to vacating
rental space include:
o
Leave the Room’s furniture in the order it was found
o
Erase the whiteboard and dispose of litter
o
Turn-off the lights and any equipment used
o
Inform the custodian of any damage or malfunctioning
equipment
MISCELLANEOUS:
·
Putting up
decorations or scenery, or moving furniture is prohibited unless prior
permission has been given
·
Do
not stick anything on the walls or painted surface, using tape, nails, push
pins or tacks.
·
No
parking at any time in designated fire lanes or restricted parking areas.
Services of the Bedford Police
Department:
·
St. Michael Parish and the Town of
Fire Prevention and Public
Safety requirements:
·
No
flammable or combustible decorations or pyrotechnic devices may be used in the
building. All decorations are subject to inspection and approval by the Chief
of the Bedford Fire Department. In case of doubt, samples should be submitted
to him for prior examination.
·
No
device or appliance causing flames or sparks shall be used, unless such device
or appliance is approved for use in the buildings by the Fire Department.
·
The
use of decorative candles or other similar devices is specifically prohibited.
·
Smoking
is not permitted at any time in the
·
Wine
or similar alcoholic beverages may be brought into the Hall and consumed by
patrons attending an event only if prior approval has been received. (See “Serving
of alcoholic drink,”
above).
·
Criminal
penalties are provided by statute for violation of state laws relating to public
safety in public buildings. The parish and its representatives have no
authority to make exceptions to the provisions of these laws. The following
provisions must be complied with.
o
The
number of persons permitted in the Parish Hall and/or the meeting rooms must be
restricted to the maximum number as set forth in the agreement
o
No
person using the Hall and meeting rooms shall permit any obstruction either by
persons or objects to exist in aisles, stairways or emergency exits.
o
An
Emergency Evacuation Plan for the Parish Hall will be posted in the Hall and
will be made available by the Parish 14 days prior to the scheduled event.
o
In
the Parish Hall, an audible announcement shall be made not more than ten
minutes prior to the start of each program to notify occupants of the locations
of the exits to be used in case of a fire or other emergency. (In the
case of programs at the Parish Hall that continue with the same participants at
a regular frequency, e.g., weekly or monthly, an audible announcement at
successive programs is not required).
o
Persons
using the Hall and meeting rooms shall cause the immediate removal of all fire
hazards.
ADDITIONAL TERMS AND CONDITIONS:
·
The
Parish Office will strive to maintain all confirmed bookings as stated, but reserves
the right to reassign rooms to maximize the use of space.
·
The
Parish Office reserves the right to cancel any event for which it deems public
safety at risk.
·
Bookings
are for the specified room or rooms only. Exclusive use of corridors and other
common areas for booked activities is prohibited, except with explicit
permission in the confirmation letter.
·
The Renter is required to confirm the satisfactory
condition of the facilities prior to the start of the scheduled event. Any
complaints should be made to the custodian or his designee at that time.
Complaints submitted after the event will not be accepted.
·
Center users are required to maintain a sound level which
does not disturb others.
·
The Renter must leave the space at the time specified in
the booking confirmation, and in a condition acceptable to the Parish Center
Office (see CLEAN-UP section).
·
The custodian will lock up the rooms and the facility.
FEES:
See attached fee schedule
PAYMENT PROCEDURE:
·
Security
deposit must accompany the application form to reserve the Parish Hall. Payment
in full is required 30 days prior to the event. In case of cancellation, the
deposit is refundable if notice is received at least 30 days prior to the
scheduled event. Refer to current fee schedule.
·
Acceptable
methods of payment are limited to cash and certified check. Personal and
business checks are accepted only at the discretion of the Office. Accepted
checks that are returned due to insufficient funds or stopped payment are
subject to a service charge plus the check amount.
·
Once
your application and deposit have been received and use approved, a
confirmation letter will be sent. Your use is not approved until you have
received this confirmation letter.
·
Full
fee (as listed on current fee schedule) will be due THIRTY (30) DAYS PRIOR TO
EVENT.
·
Security
deposit will be returned one week after the event after cleaning has been
completed and in the judgment of the Parish no loss or damage has occurred.
(CenterT&C022604)