Facility Scheduling: Meetings and Events

All in person and virtual events and meetings need to be scheduled online and listed on our Parish Calendar in order to use the facilities at SEASCC and to be advertised in parish communications.

Parish Office Secretary, Mary Murillo I marymurillo@seascc-ont.org  I 909-947-2956,  ext. 101

 Facilities Scheduling Basics

1. Requests should be submitted via Email using the Facilities Request Form (also found on the Parish Website – seascc-ont.org).

2. Events and Meetings can be scheduled as recurring events or one-time events.

3. Requests should be submitted at least two weeks prior to the date needed.

4. Liturgical events have priority over all other events.

5. SETUP NEEDS and any special requests such as time to decorate or cook and needs such as microphones, sound system, TV/DVD, Projector, etc., must be submitted with the request form. Again, two weeks’ notice is needed.

6. Please allow three days to have your event approved and scheduled.

7. The Parish Office Secretary is the only one who can schedule your event.

8. You will be sent a confirmation email once your event has been entered in the Parish Calendar. Please do not assume your event has been approved.

9. If this is a fundraiser, approval of the Pastor is required. When you fill out the scheduling form, the Parish Secretary, will take it to the Pastor for approval, which can take a week or longer.

10.  All scheduled events can be viewed online at: calendarwiz.com/seascc. The website can be accessed anytime to confirm your event has been scheduled.

11.  If you need to cancel or reschedule your event, please re-submit your form and include the changes and alert the Parish Office as soon as you can.

12.  For additional information, see the General Facilities Guidelines (Appendix E).

13.  If you need a bulletin announcement to promote your event, please email our Bulletin Editor, Pastoral Associate, Coleen Richardson, at bulletin@seascc-ont.org at least 30 days prior to the desired publication date. Further instructions on Bulletin Submission Guidelines can be found on page 14.

14.  Please remember: the event must be approved and scheduled on the parish calendar before it can be advertised.

15.  Each fiscal year, a listing of scheduled parish events is submitted to Catholic Mutual Group (CMG) so that they can assist with the planning from a risk management standpoint. (Appendix I).

Courtyard Scheduling (Non-fundraising and Fundraising) Ministries may schedule time after weekend Masses to promote events or their ministry.

Parish Office Secretary, Mary Murillo I marymurillo@seascc-ont.org I 909-947-2956, ext. 101

Courtyard (Outdoors) Scheduling Basics

1.      Scheduling the use of courtyard for advertising outside after Masses must be done at least 2 weeks in advance.

2.      Requests should be submitted via email to Mary Murillo, marymurillo@seascc-ont.org

3.      Please note: ONLY 1 activity will be approved on any one weekend due to space limitations and not to crowd the courtyard.

4.      On rare occasions, two activities may be approved depending on the nature of the events being promoted at the same date and time.

5.      A volunteer from your ministry must be at each weekend Mass to answer questions about the event/activity.

6.      You will be responsible for any set-up, manning the tables, and returning the items to the appropriate area, as needed.

7.      The Parish Office, Pastoral Associate and the Parish Staff are not responsible for your materials.

8.      Any items not removed following the last Sunday Mass will be discarded.

9.      Fundraising requires approval from the Pastor.

10.   If you did any fundraising, please remember to share the results of your efforts with our Parish Office to share your success and to say 'Thank you' to our parishioners for their generosity.

Security, Keys and Access Codes

The necessity for security access control for churches and places of worship in SEASCC is no different than security for any other "businesses". Churches and places of worship are sanctuaries. They are welcoming spaces where people go to recharge and center themselves spiritually. But, sadly, in today’s world, all facilities, including places of worship, need to ensure they can control and monitor access, as is done here at SEASCC.

Unlike in companies or established businesses, SEASCC does not have a dedicated security team. Instead, we’ve formed a security “ministry” consisting of the Pastor, Pastoral Associate and two trusted volunteers, Frank Lindsay and Victoria Abeleda, who will take charge of providing good safety and access to clergy, staff and ministry volunteers, once approved by the Parish Office, in order to perform the needs of their ministry function at SEASCC.

Security, Avila Hall and Kitchen Coordinator, Frank Lindsay 951-751-8794 I flindsaysr@aol.com

Security, Avila Hall and Kitchen, Assistant Coordinator, Victoria Abeleda 510-589-1182 I abeledamvictoria@gmail.com