FACILITY USAGE POLICIES

These Policies and Rules are intended to govern the scheduling and use of the facilities of Curé of Ars Parish. All facilities at Curé of Ars shall be assigned, used, and cared for in a manner that serves and supports the ongoing mission of the Catholic Church. 

Requests should be submitted using the Facility Request Form. If you need help submitting the form, please contact the parish office at 913.649.1337.

PRIORITIES

The following priorities for use will govern the scheduling of the facilities:

Funeral/sacramental use will take first priority. Please note that other scheduled activities may be relocated at short notice to accommodate funeral/sacramental-related needs. As soon as possible, Parish staff will notify a representative of the affected group of alternative rooms/arrangements based on available facilities.

AVAILABILITY

Curé of Ars is a very active parish with many flourishing organizations and ministries. We are experiencing increased demands for a limited supply of facilities. This means that you may not always get the requested facility or date. Event planners should have backup dates in mind.

BLACKOUT DATES

ONLY liturgical meetings/events will be scheduled in any parish facility during Holy Week, Triduum (Holy Thursday, Good Friday, and Holy Saturday), Easter, Christmas Eve and Christmas, Ash Wednesday, All Saints (Nov. 1), Assumption (Aug. 15), Immaculate Conception (Dec. 8).

No meetings will be scheduled for New Year’s Eve, New Year’s Day, Memorial Day, July 4th, Labor Day, or Thanksgiving.  No events will be scheduled in the PAC in the month of July in order to refinish the floor annually.
 

FACILITIES DEFINED

Facilities governed by these policies include

1. Sanctuary
2. Church vestibule
3. Church Back Chapel
4. Cry Room
5. Father Burak Room
6. Ars II Room (parish office)
7. Mary’s outdoor garden area
 

Use of the Cafeteria, school conference room, courtyard, and Library are to be scheduled with the school, please contact 913.648.2620.

Parish Activity Center (PAC) - Please contact the parish office at 913.649.1337.
 

FACILITY RESERVATION TIME FRAME

By May 15, all calendar requests for meetings and events through June 30th of the following year are due. Space will be granted only for a one-year time period from July 1 - June 30. Repeating (including weekly and monthly) events must be re-submitted each year as they are not automatically carried forward.

All requests will be evaluated by the Parish Administration. Dates and room assignments are based on the above priority list.  All conflicts will be communicated by parish staff to the affected groups for a resolution.

This schedule is subject to change at any time and all parties are reminded to be flexible. 

Requests received during the course of a fiscal year are to be submitted at least 2 weeks in advance of the desired use for meetings and 4-6 weeks for outside events. No date/space should be considered allotted until confirmed by the parish office. The scheduling of major Parish or Archdiocesan events means that rooms may not be available for regularly scheduled use. Parish and required Archdiocesan events will supersede events previously scheduled. 

Requests should be submitted using the Facility Request Form. If you need help submitting the form, please contact the parish office at 913.649.1337.

You will receive a confirmation that your event is scheduled and the location, or a notice that your request cannot be fulfilled. A submitted request should not be considered approved/scheduled until confirmed via email.

Please do not assume a room is available because it is empty. If you have not scheduled the use of a room/space through the parish office and received a confirmation, the space is not available for your group to use. 
 

WORSHIP SPACES

Food and/or drinks of any kind are not allowed in the worship spaces of the church or back chapel at any time. If medically necessary, a water bottle with a cap is acceptable.
 

CHURCH VESTIBULE

The Vestibule is primarily intended as a communal gathering and welcoming space.  After-Mass use of the church vestibule on weekends will be limited in terms of the number of weekends when events will be scheduled, the number of concurrent events, and the nature of those events. When granted, a specific location within the vestibule, together with associated equipment (e.g. table(s) and easels) will be provided and are not to be moved or changed without prior approval of the parish office. 
 

CANCELLATIONS

For Ministry Groups: If you cancel a facility reservation, please notify us by email at [email protected] as soon as possible. It is important to do this immediately in order to make the space available for others and to allow the event to be removed from the bulletin, website, and calendar as needed. 

In the event of cancellation due to inclement weather or uncontrollable situations, fees will be refunded excluding the cost of insurance. Cancellations within 2 weeks of an event due to a change of plans will be refunded less insurance and a 10% administrative fee.  

SET-UP & TAKE-DOWN

The Father Burak Room has a standard set-up of tables, chairs, and other equipment.  You are welcome to move these for your specific needs but are required to return them to their original layout upon completion of your meeting/event. Should you need assistance with set up, please note that on your request form as we do not normally have staff available.

Father Burak Room Layout

GENERAL CLEAN-UP 

We need everyone who uses the facility to pick up after themselves. Thus, the ministry/group/party holding an event is responsible for cleaning up all refuse and food serving items (including coffee pots, serving trays, utensils, etc.) at the conclusion of their event. All items must be returned to their original location prior to leaving the building, not left on counters or in drying racks. 

• If you had food/drink, make sure the tables and chairs are wiped off. If you use the tables for crafts, coloring, etc., cover them with plastic before using them. No paint, glitter, or confetti-like products may be used on carpeted surfaces. Be sure that all marks are cleaned off the tables and chairs.

• Vacuum the room if needed. (Vacuum is located in the closet in the Fr. Burak kitchen.)

• Trash should be disposed of in designated receptacles. Large amounts of trash should be disposed of in the dumpster located in the enclosure north of the school.

• Sweep floors, clean the sink, and wipe off counters in the kitchen.

• Put away all unused paper and other supplies.

• Check all restrooms to see that they are clean and in proper order (flush toilets, pick up paper).

• No food is to be left in the refrigerator

• Notify [email protected]  if anything is broken or damaged.

• Turn off all lights.

• Leave the room like you found it or better!

MISCELLANEOUS

• No tape of any kind is to be used for any purpose. That includes taping or otherwise affixing things to the walls, windows, tables, chairs, pillars, interior doors, and exterior doors.

• No burning candles or oil lamps, of any size, or open flames are permitted to be brought into any room or facility. Sterno cans for chafing dishes are permitted with proper precautions to remove adjacent flammable materials.

• All parish facilities are non-smoking.

• Firearms and weapons of any kind are not permitted on parish grounds or in parish buildings except for law enforcement officers

• Please observe where items are stored before using them. Return the items to their proper places.

• All users of the facilities are expected to protect the facilities from unusual wear and damage.

• Users may be responsible for damage due to their misuse of the facilities.

• The Parish reserves the right to approve or not approve any requested use of the facilities.

• Parish-owned equipment, furniture, or movable articles pertaining to the facilities shall not be removed from the facility. Parish equipment may not be borrowed or rented for private use.

• Users are responsible for ensuring that all exterior doors are closed tight, interior doors shut, and lights turned off (including washrooms) before leaving the building.

KEYS

The church building is open from 6:30 am-9 pm. All meetings/events need to be concluded by 9 pm unless otherwise approved.

The parish office is open M-Th 8:30 am-4:30 pm and F 8:30 am-noon.  Should your meeting in the Ars II room fall outside of this time,  you must check out keys and return keys to the parish office during normal business hours.
 

KITCHEN USE

Kitchen countertops, cabinets, refrigerators, and freezers are for temporary storage during your event time.  All food and drinks must be removed from the refrigerator after the event.  

Items in the drying rack by the sink are to be put away at the conclusion of the event before leaving the kitchen.
 

STORAGE

Storage is generally unavailable at Curé of Ars facilities.
 

SPECIAL EQUIPMENT

The use of AV equipment should be detailed on the request form.  Some items require direction to use properly. The Parish staff will be happy to train you. Please call the parish office at 913.649.1337 to set up an appointment.
 

SUPERVISION OF CHILDREN

The safety of our children, both in and about parish property, is of paramount importance. Any behavior or action that presents an actual or potential danger to our children will not be tolerated.  All local, state, and federal laws and regulations must be followed at all times.

Children are to be supervised by an adult in all areas of the parish facilities at all times.

Supervision includes keeping the children in eyesight at all times and preventing the children from running and participating in activities that could cause harm to themselves, others, or the facility. During group meetings, it is the responsibility of the group’s adult leadership to maintain awareness of the whereabouts of all children present and to provide supervision of those children. An adult should never be left alone with a minor(s); at least two adults are to be present at all times when interacting with minors.

All adults in contact with minor children in the course of running parish ministries or parish events must have previously completed all of the requirements specified by the Archdiocese of Kansas City in Kansas for the Protection of Children and Youth. Currently, these requirements include an online background check, completing the ethics course (VIRTUS certified), and acknowledgment/adherence to the Archdiocesan Code of Conduct.
 

NON-PARISH SPONSORED EVENTS

Parishioners of Curé of Ars are welcome to request the use of the parish facilities, please fill out the Facility Request Form.
 

NON-PARISH SPONSORED EVENT INSURANCE

Per the policy of the Archdiocese of Kansas City in Kansas, any group using Curé of Ars facilities that is not officially sponsored by the Parish or Archdiocese is required to pay for Archdiocesan liability insurance (or provide a certificate of coverage naming Curé of Ars and the Archdiocese as additional insureds) according to the current fee structure specified by the Archdiocese of Kansas City in Kansas.  

Parish/Archdiocesan sponsored organizations, as well as Parish/Archdiocesan sponsored events, are covered by Archdiocesan insurance.
 

FEES

• There are no fees or charges for use of facilities for Curé of Ars sponsored/sanctioned groups. 

• A fee will apply to parishioner personal events and non-parish sponsored events.

SECURITY

Everyone on the campus is asked to assist in providing a safe environment by being alert to suspicious behavior.

1) If you feel endangered, call 911

3) Be observant. The more information you can provide to Police, the better.
 

PARKING

Please observe all fire lanes, handicap, and no-parking areas. This ensures that police, fire, and paramedics can easily access the buildings in an emergency.
 

SUBMIT A REQUEST

Requests should be submitted using the Facility Request Form. If you need help submitting the form, please contact the parish office at 913.649.1337.

Facility Request Form