Facility Usage Guide & Agreement

Welcome. Your event, your ministry, and your mission are important to us. American Martyrs Catholic Community is committed to support the greater South Bay community at large and to support you in doing God’s good work through your event. Your event is just one of over 5,000 events American Martyrs hosts each year. Our Parishioners have donated the considerable funds that built, remodeled, and maintain our facilities so that we can share them with you and your guests, and more importantly so that you can do the good work of your organization. Enjoy our Parish’s hospitality, in Christ’s name.
 
Disclaimer: 
Please take good care of our equipment and facility. Be aware that many people use our facilities, kitchens, and A/V equipment. Its functionality depends on each user’s proper use and care. Be prepared… if something doesn’t work because a prior user has misused, broken, or removed a critical component, you may need to proceed with your event without that support or equipment.
 
Time of Use:
Events are scheduled to start and finish at specific times. In addition to the time of your event, you may be scheduled additional time for setup and cleanup. If additional time is needed, please schedule when booking the facility. Setup and cleanup for events must occur within the time reserved for your use.
 
Keys and Electronic FOB’s:
If you have been issued a permanent FOB, you can proceed directly to your reserved facility. FOB’s are activated for the duration of your booking when the facility scheduling calendar indicates a reservation.
 
If you need to request a loaner FOB, or access for additional people, please ensure you do this at least 5 days prior to your event. Loaner FOB’s are to be returned to the Welcome Center, in person or through the mail slot near the elevator immediately after your event.
 
Audio/Visual Equipment:
Our audio (microphones and mixer), video (cameras, TV displays and projector) are state-of-the art and fairly simple to use. You must be trained to use the system. You, or someone from your event, needs to do an in-person tutorial with one of our staff before being able to use our systems.  This is an absolute. Our tutorial hours are by appointment.

If you intend to provide music, musicians, a band, or choir, be advised that our audio resources may require a usage fee and do require a trained audio professional. All outside vendors need to provide a valid Certificate of Insurance with the required minimum coverage prior to the event.
 
Wi-Fi:
Our network may restrict certain content and applications. VPN’s will not work.
 
Space Limitations:
Use is limited to the facility assigned. Booking one space does not allow for the use of any other space, except for parking in the Parking Lot. For example:  the booking of O’Donnell Hall does not include the use of the Plaza, Kitchen, Stage, or the Our Lady of Miraculous Medal Room.
 
Delivery or pickup of rental equipment:
Delivery or pickup of rental equipment (tables, chairs, catering equipment, etc,) at any time other than what is listed on the Facility Use Application is not permitted without prior approval.
Setup: It is the responsibility of the user to provide the manpower for setup, including the setup of any tables and chairs. Set-up is not available for meetings or events without being subject to a custodial fee. If set-up is approved, submit a set-up diagram and any special equipment needed to the Events Manager 5 to 8 days prior to the event.
 
Furniture and equipment:
May not be used without approval. Tables, chairs, overhead and LCD projectors, microphones, etc. owned by the Church may only be used for events of the Parish, may not be removed from their assigned room, and must be returned to the same position and/or location as it existed prior to the permitted use.
 
Cleanup:
Cleanup is the responsibility of the event representative within the scheduled time of the event. Leave all areas clean, free of any trash and/or personal items, and in the same or better condition in which it was found.
 
Close and lock all windows, doors, and gates and fully secure the facility, turn off all lights and fans, sweeping, mopping, wiping up tables and chairs, removing decorations, removing all food and beverage items, and taking out all trash. Please do not leave alcoholic beverages in any facility. This poses a problem with our AA and Al-anon friends and is a danger to our students. If we find it necessary to clean or reset after your function, we may charge for services rendered.
 
Kitchen:
All areas must be completely cleaned; Clean sinks, stove, ovens, and grill, if used. Sweep the floor, turn off and clean coffee pots and turn off and clean appliances including fryers, ovens and stoves. American Martyrs does not provide the use of dishes and utensils. Please remove ALL items place in refrigerators from refrigerators, no exceptions. 
 
Trash:
Trash needs to be bagged and moved to the dumpsters located in the parking lot behind O’Donnell Hall after your event. Any leakage from trash bags must be cleaned up. Trash cans should be relined after use. Extra trash bags are usually provided in the bottom of most trash cans.
 
Next Event Setup:
As a user of our facilities, you share in the responsibility to assist us in preparing for the parish event following yours. Please be prepared with the ‘manpower’ and the time to reset tables and chairs per our request at the end of your event.
 
On Saturdays in O’Donnell Hall, this most often includes putting up 20 tables and 200 chairs for our Sunday morning after-mass gatherings. A floor plan will be provided.
 
Decorations:
This policy applies to decorating inside or outside of all buildings. Facilities must be left in the same condition as they existed prior to use.

  • Decorations must be erected and removed in a manner not destructive to property.
  • You must bring your own decorating supplies - pushpins, scissors, pens & paper.
  • No Exit or hallway to an exit may be obstructed, covered or blocked in any way.
  • All decorations and fasteners must be removed at the end of the event.
  • Decorations may not be attached to or conceal any fire pull station, heat/smoke detector, extinguisher, or fire sprinkler etc.

O’Donnell Hall Decorations:
ODH has been designed for event decoration. The walls are not only state-of-the-art soundproofing but can be used as a pin board to support decorations. Only pushpins are allowed. NO STAPLES. Damage to the fabric surface by staples, sharpies, paint, and tape are very expensive to replace. Ceiling decorations can only be hung from the ceiling décor mounts provided. Do not touch, move, or adjust ceiling tiles for any reason. DO NOT attach anything to any other part of the ceiling including the T-Bar. Do not attach your own T-Bar mounts. Soffit outlets with remote controls are provided if you hang strand lighting.

  • Art gum may be used on finished or painted surfaces.
  • Tape is not permitted on any carpeted or upholstered surface.
  • If you tape on wood (do not use any kind of tape on any painted or finished wood surface), linoleum or tile floors, use only gaffer or painter’s tape, remove. 

We will pass on any removal costs necessary to remove any residual or to make any repairs.
 
O’Donnell Plaza:
No food service on the plaza. Plaza tiles are permeable to grease and stains.
If music is played after 8:00 pm, all plaza doors must be closed to respect neighborhood residents. Plaza strand lights are to be turned off by 10:00 pm.
 
Events Serving Alcohol:
Event shall ensure that it and all its personnel responsible for serving alcohol will maintain all approvals, licenses, filing, registrations, and permits required by Law in connection with serving alcohol and provide copies to American Martyrs prior to event.

  • Users wishing to have alcohol at an event must state this on the application.
  • The user is responsible to verify that anyone consuming alcohol is of legal drinking age.
  • Alcohol for any event may never be left unattended before or during an event and must be removed from the facility immediately after the event.
  • Alcohol consumption must be monitored at all times.
  • The event leader takes on the full Liability for irresponsibly serving alcohol and any subsequent actions of those served at the event.
  • No kegs may be stored in O'Donnell Hall refrigerators at any time.

Alcohol is not permitted outside the rented facility.
 
Music and Amplified Sound:
Sound can only be amplified to the level that it is contained in the room, opening windows reduces the level sound can be amplified. Sound levels that respect others in adjoining spaces must be maintained. Outdoor music or other amplified sounds, noise, lights, or other activities that violate local time restrictions or disrupt adjacent neighborhoods is not allowed. All outdoor music is prohibited after 8 PM without permission of the Events Manager. Music by DJs and/or live bands may be permitted but must be identified on the Facility Use Application.
 
Tables after Masses:
Up to 3 tables on any Sunday are available outside of the Welcome Center if reserved with the Facilities Manager. Groups are expected to remove all flyers, posters, and trash from the tables after usage and recycle/dispose of them in appropriate receptacles. Tables and chairs must be removed immediately after Masses.
 
Outside Vendors:
If you have contracted with an outside vendor of any kind - drapery, tables & chairs, decor, catering, entertainment, etc., A CERTIFICATE OF INSURANCE LIABILITY IS ABSOLUTELY NECESSARY to perform work or provide services on our campus. All vendors must supply a Certificate of Liability BEFORE arriving on campus. Contact the Facilities Manager for the proper forms.
 
You are responsible for providing supervision of rental deliveries and returns. This includes meeting vendors to accept delivery and assist with unloading or placement of materials. Rented equipment must be picked up immediately following your event. We do not have any storage facilities. AMCC is not responsible for loss, theft or damage.
 
Smoking:
American Martyrs is a smoke-free environment. Smoking is not permitted anywhere on the grounds.
 
Parking:
Use of the parking lot is at your own risk. The Parish is not responsible for any loss or damage that may occur. Vehicles can be towed without notice for parking; in fire lanes, in zones marked with red curbs or lines, in designated handicap spaces, along or outside of marked parking stalls. No overnight parking. Vehicles inappropriately parked may be towed at the owner’s expense. All fines are the responsibility of the vehicle owner.
 
Not allowed in or on Church or School Property:

  • Weapons
  • Illegal drugs or substances.
  • Riding on Skateboards
  • Riding on Bikes
  • No animals except certified service animals.

Revoking use of Facilities:
Failure to adhere to any or all of the policies may result in the user being asked to leave the facility in addition to loss of future privilege to use facilities. Consent for a use is not consent for a subsequent use or for use by other persons. The Parish reserves the right to revoke and/or refuse use for any reason including:

  • Failure to submit verification of liability insurance if required.
  • Failure to obtain a required liquor license.
  • Users are disrupting other events.
  • Damage is done to the facility.
  • Police have to be called to the event.
  • User does not adhere to the facility guidelines.