MARY, MOTHER OF MERCY PARISH
Parish Facility Use Policy & Standards
Mary, Mother of Mercy Parish receives many inquiries about the use of the parish halls and
facilities from parishioners and non-parishioners alike.
In an effort to serve the community as stewards of God’s gifts, we must preserve our facilities
with rules and regulations that safeguard their appearance and content, and protect our parish interests as
we are ultimately responsible for what happens on the property.
RESERVATIONS FOR USE:
 The Pastor, or his designated representative, will evaluate each request for approval.
 Parish functions will receive primary consideration over private functions.
 Applications for use of the facilities are available in the parish office. Please make arrangements
as early as possible to obtain and execute the form, identifying your hall of preference, the nature
of the function, date or dates requested, etc. This form should then be submitted to the parish
office.
CONDITIONS FOR USE:
 The facility will be clean and ready for your use on the date you reserve.
 No decorations of any kind may be taped or attached to the walls.
 No smoking is permitted in or near any parish facility.
 No organization may enter a facility for set-up of an upcoming function while Lifelong Faith
Formation (LFF) or youth activities are in session in accordance with Diocesan Safe
Environment Policies.
 Mercy Hall – All front doors (4) must be UNLOCKED whenever the hall is in use, as per Fire
Code for the State of New Jersey.
 Items may NOT block any entrance/exit in ANY facility while in use, per above Fire Code.
 Cars must park in designated parking spaces and never in the Fire Zones around the buildings.
CLEAN-UP REQUIREMENTS:
Any parish organization or renter who uses a parish facility is expected to follow the guidelines
below:
 Empty ALL trash cans, replace liners and put trash/recycles in the designated areas outside.
(Mercy Hall-Only the rectangle can, (trash & recycle) remain in the greater hall. All other cans
are to be stored in the ice room.)
 Clean ALL spills, food, cake frosting, glitter, confetti, etc. from the floor. Mops, brooms and
vacuums are available for your use.
 Mercy Hall - Replace all tables, chairs and partitions into the LFF configuration. (* )
 Leave the kitchen clean; counters and sinks need to be cleaned, sanitized and dried.
 No items are to be left in the refrigerators unless labeled by the organization for future use.
 Any equipment in a facility for general use there shall not be removed from that facility.
 Turn off all lights, stove, ovens, etc. including the lights in the restrooms and restroom area.
 You are responsible for the cost to repair and/or replace any damaged or broken items in the
facility.
(*) A diagram of the Lifelong Faith Formation set-up is posted on the inside of the table closet door.
All tables and chairs should be wiped clean and ready for LFF use.
For anyone using a caterer:
 The caterer is responsible for leaving the hall in pristine condition.
 If you plan to use a bar, proper precautions must be used. Please make arrangements to discuss
these precautions, as well as planning the location of the bar within the facility.
 Limited kitchen facilities are available; however, the caterer must furnish dishes, glassware,
silver, tablecloths and any other amenities.
 We will be happy to meet with you and your caterer to view the facilities and to discuss your
needs.
 Any parish group may request permission to hold two (2) fundraisers on campus per fiscal year.
 No one may fundraise at the door of either church without special permission from the pastor.
Any ministry or organization not adhering to the “Use Policy and Standards” for our facilities
will forfeit the privilege of using the facilities for ministry functions and meetings in the future.
FEES for RENTERS:
Rental fees are payable to Mary, Mother of Mercy Parish for facility use other than parish
ministries.
Lower Hall, Pitman
Capacity: 150 max.
Our Lady’s Hall, Pitman
Capacity: 80 max.
Mercy Hall, Glassboro
Capacity: 250 max.
$300 – parishioners*
$500 – for all others
$250 – parishioners*
$450 – for all others
$400 – parishioners*
$600 – for all other
Please Note:
 In addition to those fees, a security deposit of $200 is required. This will be held in escrow and
will be refunded to you minus any charges for repair of damage or inadequate cleaning.
 Fees and completed insurance forms must be submitted to the parish at least two full weeks prior
to the event.
*Parishioners: A parishioner of Mary, Mother of Mercy is an active member, registered with the parish
for at least one (1) year and, by our records, shows use of weekly envelopes indicating regular
contributions.
INSURANCE AND LICENSES:
 Insurance: In addition to the facility rental fee, a Certificate of Insurance form must be
executed as required by the Diocese of Camden. There is a separate, non-refundable $100 fee
for this mandatory insurance and must be submitted at least 2 weeks prior to the event. This
check is to be made payable to the “Diocese of Camden”.
 You must complete and pay for a Temporary Liquor License, if applicable.
Special Note: Hall rental fees and Certificate of Insurance are NOT required for regularly scheduled,
parish sponsored ministry meetings and activities.
The parish is blessed with beautiful facilities for our use in building
the Kingdom of God! As Stewards of all of God’s gifts, to us, let us give
our full attention to the care and continued upkeep of these facilities!
MARY, MOTHER OF MERCY PARISH
Application for Use of Hall
Check one:
1. Church Lower Hall, Pitman _______
2. Mercy Hall, Glassboro _______
3. Our Lady’s Hall, Pitman ___________
4. St. Joseph’s Meeting House _________
(for parish ministries only)
Name:
Date of use: ____________________
Address:
City:
Phone:
Organization: _____________________________________
DESCRIPTION OF PLANNED USE: ______________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Time of Event:

Set up: Times?

Approximate number of participants: _________________________________________

Is food being served? ______________________________________________________

Is caterer being used? ______________________________________________________
From:
To: _______________________________
Special Needs? ____________________________
If yes, please supply name and address of caterer:
Name:
Address:
Phone:

Is liquor being served
[ ] Yes
[ ] No
CONSENT: I will abide by all of the rules, regulations and fee schedules described in the “Parish
Facility Use Policy & Standards” at Mary, Mother of Mercy Parish.
Signature:
Approved:
Date:
[ ] Yes
Pastor/Parish Authorized Representative:
[ ] No