How to Plan an Event at St. Francis Xavier

HOW TO PLAN AN EVENT AT ST. FRANCIS XAVIER

Please note, this document outlines how to plan an event and not a regularly scheduled ministry meeting. Those are scheduled and booked separately with Stephanie Fuentes. 

If You Are a Ministry 

Step 1: Email Stephanie Fuentes (sfuentes@sfxavier.org) the following information: 

  • Top 3 desired dates in order of priority
  • Start time and length of event 
  • Meeting description
  • Top 2 desired rooms for space 
  • Whether other ministries are involved 

Step 2: Publicize. 

Should you desire the event to be publicized in the church bulletin or website, advertisement needs to be submitted to Stephanie Fuentes (sfuentes@sfxavier.org) by Monday at 4pm (prior to the desire Sunday you wish the advertisement to be published)

  • When promoting and publicizing your event, include a note requesting potential participants to email their accessibility needs in advance of the event, to the event organizer.

Step 3: Host your event. 

  • Share any feedback, lessons learned, what worked, what didn’t with Stephanie Fuentes (sfuentes@sfxavier.org)

Step 4: Reimbursement.

  • Should you have a Pastor approved budget for this event, reimbursements can be issued via Damely Tineo (dtineo@sfxavier.org) upon event’s completion 

If You are Not a Ministry / Looking to Start a New Ministry

Step 1: Scheduling Request Form.

  • Fill out and submit a scheduling request form (Scheduling Request Form) to Greg Timmes (Gtimmes@sfxavier.org) and await confirmation of availability of requested space.
  • The Rental Fee is determined based on event duration, number of people attending, set up, clean up, etc. 


Step 2: Pastor Approval of Proposed Event

  • The event and fee (if necessary) are presented to the Pastor for approval, via the Church of St. Francis Xavier Staff.


Step 3: If approved, the Lessee is contacted by Church staff and a fee is presented to the Lessee. 

  • Security deposits are deemed necessary on a case by case basis.

Step 4: Liability Insurance. 

  • A link to an insurer can be provided or the Lessee can provide it through a different company as long as Certificate of Insurance (COI) is sent via email before the event. 

Step 5: Confirmation of Event & Scheduling

Step 6: Publicize. 

Should you desire the event to be publicized in the church bulletin or website, advertisement needs to be submitted to Stephanie Fuentes (sfuentes@sfxavier.org) by Monday at 4pm (prior to the desire Sunday you wish the advertisement to be published).

  • When promoting and publicizing your event, include a note requesting potential participants to email their accessibility needs in advance of the event, to the event organizer.

Step 7: Host your event. 

  • Share any feedback, lessons learned, what worked, what didn’t with Stephanie Fuentes (sfuentes@sfxavier.org)

Protocol to Enable Accessibility 

Event organizer should have already received specific requests for accessibility, if advertised on promotional materials.

The following points will help enhance the experience of all virtual events, for everyone. 

  1. Whenever possible, all speakers should have proper lighting in the front of them (not behind) to ensure better visual display for lip reading.
  2. Speakers should always read the actual text of the slides or any prepared materials, first, rather than just talking through the content – to ensure more accurate closed captioning delivery.  
    1. Read the actual text, then elaborate on the points.
  3. Documents that are shared on screen should be shared in an accessible PDF format 3-5 days in advance of the event, if possible. 
    1. Be aware not all PDFs are screen readable unless designed to be. https://helpx.adobe.com/acrobat/using/create-verify-pdf-accessibility.html.  
    2. MS Word is easy for screen readers as is MS Powerpoint; Google docs are not
    3. Pictures or pictorial charts in presentations should have written descriptions or data provided in numerical format
  4. Videos presented should have a written description ahead of time to convey necessary information, that can be shared either in the chat or via closed captioning. 
    1. There should be a designated chatroom manager who actively types and shares relevant descriptions of images, speakers or performers on screen for live performances
    2. If videos do not have a corresponding written explanation, the video should be paused to explain verbally what is being portrayed
  5. All zoom meetings must utilize the closed captioning option 
    1. This requires a staff member who is a subscriber to the captioning service to start the meeting (Bob C., Luz, or John M – reach out to Stephanie for a contact)

Required Covid-19 Regulations 

In the midst of Covid 19 – the space rented will need to be sanitized thoroughly before and after the event; all attendees will be screened (temperature and questionnaire form) upon entering. MASKS ARE REQUIRED FOR THE ENTIRETY OF THE EVENT. 

Maximum Capacity for each room

  1. West Room(10ppl)
  2. Mary Chapel (20ppl)
  3. Parlor (2ppl)
  4. Main Church (170ppl)
  5. Hurtado Hall (170ppl)