Madeleine Room

rev. 11/15/22

Use of Madeleine Room

1. The use of the Madeleine Room (Event) is only for those connected with the Marianist Family in some way (User) (i.e. vowed religious Marianist, Marianist school, Marianist parish, Lay Marianist group, etc.).

2. The Event must either be a vowed religious (SM or FMI) activity OR a program or meeting sponsored by a Marianist-connected entity. In the latter condition, the Event must be for spiritual, formation, and/or educational purposes. Layperson social occasions such as birthdays, wedding receptions, anniversaries, etc. do not qualify. Meetings of groups such as government entities and community service organizations do not qualify.

3. Determination of Marianist connection and appropriateness of the Event is ultimately up to the Chair of the Mount St. John Campus Council. If the Chair of the Mount St. John Campus Council is not available, the Director of Mount Saint John Facilities will cover this responsibility.

4. No one ministry or group may set up a “standing” use of the Madeleine Room.

5. The space is only to be scheduled for daytime/early evening use. No overnight use is permitted, e.g. “lock-ins” for youth groups.

6. Alcohol use is permitted only if 1) the general public is not invited to the event, 2) alcohol is not sold or used as a fundraiser, and 3) the lessee falls under the Marianist Province of the U.S. insurance policy.

Priority of Use

1. Priority of room usage is for SM or FMI Events. Therefore, requests by other Marianist-connected groups can only be reserved a maximum of 6 months before the Event.

2. Outside of 6 months, an event can be put on a waiting list by registering it on the reservation web site (Section 9).

3. Should an SM or FMI event require the use of the Madeleine Room (such as a funeral) and another group has already reserved the space for that time period, the Chair of the Mount St. John Campus Council will discuss possible alternatives with the parties involved.

Scheduling and Fees

1. To schedule use of the Madeleine Room, visit https://mountsaintjohn.org/madeleine-room. If the request is approved, an email will be sent to the User with additional information, instructions, and a contract to sign. A User will be notified by email of unapproved requests as well.

2. To view availability of the Madeleine Room, visit https://qac-ohio.org/?page_id=1254

3. Daily charges will be levied for use of the space. For 1 to 4 hours of usage, the charge is $40. For 4 hours to 6 hours, the charge is $60. For more than 6 hours, the charge is $80. Setup time must be included in the rental time period. One hour beyond the contracted usage time will be provided free of charge to allow for cleanup if the “no cleanup” option (fee) is waived. Rates are subject to change.

4. For an additional "no cleanup" fee of $40, cleanup of the space to the original condition (trash, sweeping, wiping tables, moving furniture, etc.) will not be required.

5. The room can hold 145 people and has about 100 chairs, 25 tables at 5'x30", and one table at 10'x3'.

6. Invoices will be emailed after the Event, and payment is due within 30 days of invoicing.

Parking

1. Employees at Mount St. John have priority for parking spaces surrounding the Chaminade Center. If an event is scheduled during regular business hours, those attending should park in Lots A and C.

Supervision

1. Lessee assumes responsibility for supervision of all participants and/or activities without assistance or involvement of the Marianist Province of the United States or any of the ministries at Mount Saint John.

2. Only “blue tape” may be used on walls, and User should provide the tape for the event. No push pins, thumb tacks, or other adhesives are permitted.

3. Only pillar-type candles or votive candles are permitted. They must be placed in holders in a stationary spot on a steady surface. User should arrange where candles can safely be placed. Any spills in wax will result in additional charges.

Supplies and Clean Up

1. Mount Saint John Facilities (MSJF) will stock janitorial supplies, such as trash bags, dishwashing supplies, restroom supplies, and cloths for wiping down surfaces. These may be found in the pantry next to the refrigerator in the kitchen as well as in various drawers in the kitchen.

2. Technology equipment including a Wireless Handheld Microphone, Lavalier Microphone, All in One Virtual Conference camera/microphone (for Zoom, Google Meet, etc.), Video Projector and Screen, Desktop Computer, and Elmo (Opaque Projector) are available for use, but must be requested in advance on the reservation form.

3. When finished using the space:

   • Lock the double doors in the Madeleine Room by pushing the button lock in the handle and ensuring the doors can’t be pushed open.

   • Turn off all lights.

   • Turn off technology equipment and return it to the original places.

     • Turn off the wireless microphone and lavalier microphone if used. (Push the button at the end of the handheld or the top of the lavalier and hold for 2 seconds.)

4. For those Users who have waived the “no cleanup” option (fee), they are responsible to return the Madeleine Room, kitchen, etc. to the original condition. Original condition includes the following (Failure to do the below will result in a $40 additional fee.):

   • Return all tables and chairs to original positions (pictures of original condition set-up are posted in the Madeleine Room).

   • Wipe down all tables/surfaces.

   • Sweep the kitchen and Madeleine Room floors. A dust mop is located in the janitorial closet in the hallway just outside of the Madeleine Room.

   • Place all dirty dishes and silverware in dishwashers and start the cleaning cycle. If possible, clean dishwasher items should be returned to appropriate cabinets or drawers. If not, MSJF will empty it later.

   • Wash and put away all non-dishwasher-able items.

   • Take out all trash and replace liners.

     • Liners are located in the pantry next to the refrigerator.

     • Do not place liners in recycling bins.

     • Trash, recycling, and compost (no meat or dairy) receptacles are placed outside of the exterior (south) kitchen door. MSJF will move the trash and recyclables from this area.

     • Unplug all small electrical appliances.

     • Remove all food items, including condiments.

Damages

1. User will pay for the cost to repair any damage or loss to furniture, audio visual equipment, kitchen equipment, walls or floors.

Insurance and Indemnification

1. If the User is not directly under the insurance coverage of the Marianists, then the User will have to purchase additional insurance for the Event and agree as follows:

• User warrants and will provide evidence in the form of a Certificate of Insurance that its insurance coverage provides that the Marianist Province of the United States is specifically “added as an additional insured” under User’s policy for Comprehensive General Liability coverage for bodily injury, including death, of $1,000,000 per occurrence, with an aggregate of $2,000,000, plus $1,000,000 in Property damage per occurrence. This coverage shall be considered primary insurance and any other coverage available to the Marianist Province of the United States shall be considered excess. The insurance required is in addition to and separate from other obligations contained in the agreement.

• User agrees to save and hold harmless, indemnify and defend the Marianist Province of the United States from any and all liability including liability arising out of negligence, for bodily injury, including death to any person or for any damage to property, resulting from, or arising out of, the User’s use of the premises.