Procedure for Requesting the Use of St. Paul Campus Facilities
As our parish community continues to grow, an increasing number of ministries, apostolates, and parish groups require meeting rooms and event spaces throughout the year.
To ensure that every group receives the support it needs while allowing our staff and security team to serve the entire parish effectively, all facility requests must follow the procedures outlined below. Clear communication and advance planning help us avoid scheduling conflicts and provide the best possible service to everyone.
Definitions
One-Time Event
A one-time event is scheduled only once during the parish fiscal year (July 1–June 30). Although some events occur annually, organizers are encouraged to submit requests for the following fiscal year beginning in May to allow adequate planning and avoid last-minute scheduling conflicts.
Recurring Event
A recurring event is a meeting or activity that takes place on a regular basis (weekly or monthly) using the same room, time, and setup.
Setup Time
Setup time is the period before the event reserved for decorating, arranging tables and chairs, preparing refreshments, setting up audiovisual equipment, and organizing registration or check-in.
Parish staff will provide the room setup according to the approved request.
End of Setup Time
Setup must be completed by the approved setup end time. Additional setup time will not be available unless it has been requested and approved in advance.
Event Time
Event time is the scheduled period during which the meeting or activity takes place. Group leaders will be granted access before the event begins. Security personnel will unlock the facility and verify that the room is ready for use.
Event End Time
The event must conclude at the approved end time. Please allow adequate time within your reservation for cleanup. Access to parish facilities is limited to the approved reservation period.
Cleanup
Before leaving the facility, please:
- Dispose of all trash and tie closed all garbage bags.
- Return the room to its original condition.
- Turn the thermostat to the OFF position, if applicable.
- Inform the on-campus security officer that your group has left the facility whenever possible.
Safety and Security
The safety of all parishioners, guests, volunteers, and staff is our highest priority.
When using parish facilities:
- Be aware of your surroundings at all times.
- Report any suspicious activity immediately to parish security.
- Whenever possible, designate one entrance for your event.
- Keep that entrance monitored by a volunteer.
- Do not leave exterior doors propped open or unattended.
Event Cancellation
If your group needs to cancel an event, please notify the parish office at least 48 hours in advance. This allows staff to update the parish calendar, notify the appropriate personnel, and make the facility available for other ministries if needed.
Approval of Guest Speakers
Guest speakers and presenters from outside St. Paul Parish require prior approval before being advertised or invited to speak.
This policy applies to:
- Lay speakers from other parishes
- Priests or deacons from another diocese
- Religious sisters, brothers, or clergy serving outside the Diocese of Orlando
Before promoting your event, all required documentation—including a current Letter of Good Standing when applicable—must be submitted to the parish office for review and approval by both the Diocese of Orlando (when required) and the Parochial Administrator of St. Paul Parish.
Submitting a Facility Request
All requests for meeting rooms and parish facilities must be submitted through the parish’s online Smartsheet Facility Request Form.
Requests submitted by phone, email, or in person cannot be guaranteed and may be redirected to the online request form.
Review Process
After a request is submitted:
- The parish office receives the request.
- The appropriate staff member reviews the parish calendar for scheduling conflicts.
- If the requested space is available, the request is evaluated according to the needs of the event and any required approvals.
- Staff members coordinate any necessary room setup, audiovisual support, or other logistical needs.
Final Approval
The Business Manager grants final approval for all facility requests.
Once approved, the requesting group will receive confirmation by email.
Parish Calendar
After final approval, the event will be added to the official St. Paul Parish calendar.
Only events appearing on the official parish calendar are considered confirmed.
Promotion of Events
Parish events may be promoted through parish communication channels only after they have received final approval and have been placed on the official parish calendar.
Parish Donation
Groups wishing to make a donation to help offset the cost of facility use or to support the parish may submit a check to the parish office. Donations are appreciated but do not guarantee priority scheduling or facility approval.