Overview

St. John the Baptist Catholic Church has rooms of various sizes and configurations available for rent by organizations and private individuals.  Our various rooms are warm, inviting places to hold meetings, conferences, trainings, banquets, weddings, parties, and other events, and are fully wheelchair accessible.    

The Church rents rooms to outside groups on a space available basis.  Please contact our Facility Manager to determine if space is available when you need it.

 

Room Applications/Reservations

Reservation applications are available through the Facility Manager or in the corresponding "Documents Box", and will be presented to the Pastor and Parish Resource Leaders for approval.  Parish Resource Leaders meet every other Tuesday and will review room applications at that time.  The Facility Manager will notify the requester if their application has been approved.

Reservations should be made at least 4 months prior to the event and a Certificate of Liability Insurance must be obtained for ALL non-Parish related functions and some Parish-related functions.  The Facility Manager will inform the requester if insurance is necessary.

Parish-related functions include but are not limited to:

  • Activities related to the Worship and Sacramental life of the Parish.  For example, Masses, Penance Services, Funerals, Funeral Meals, Weddings, Programs related to the Sacraments (Baptism, First Communion and Confirmation).
  • General Parish activities including Stewardship Fair, Annual Volunteer Appreciation party, Parish Picnic, RE Programs, Knights of Columbus Pancake Breakfast, School Programs, Auction.
  • Activities for Parish organizations including ministry meetings, pillar board meetings, Parish Council, etc...

Non Parish-related functions include but are not limited to:

  • Social Events such as:  Wedding Receptions, Anniversary Celebrations, Birthdays, Baby Showers, Family Reunions, Recitals, etc...
  • Charitable, Civic and other non-profit Organizations - these organizations may not promote positions contrary to Catholic Church teachings.

A firm reservation of the facilities is placed after the application has been approved by the Parish Resource Leaders and when half of the rental fee is paid.  The remaining balance is due two weeks prior to the event.

Room Fees

Rental fees are non-refundable and include the setup and tear-down of chairs, open and close of the facility, heating and cooling of the facility, and use of the Parish Kitchen.  Setup includes dining tables (up to 40 , 60" rounds) with chairs, 6' or 8' registration/buffet tables and bistro tables (up to 7).

If an unscheduled event conflicts with your reservation (ex. a funeral), the Parish reserves the right to make the facility available for this use.  We will make every effort to work with you to resolve any conflicts.

The Reverend John A. Petuskey "Great Hall"

The Great Hall is the largest space in the Parish with 7,500 square feet, accommodating approximately 400 people.  The room is carpeted, equipped with the latest technology for all our audio visual needs, and includes access to the Parish Kitchen.

Rental Rate:  $1,300.00

To insure privacy for an event in the Great Hall, the Commons may be reserved for an additional $200.

The Commons

The Commons is a little more than 2,000 square feet, accommodating approximately 100 - 150 people.  The room is carpeted with a fireplace and living room style furniture at the north end.  Access to audio visual equipment and the Parish Kitchen is included with the reservation.

Rental Rate:  $500.00

The Gathering Space

The Gathering Space is located off the Church, is about 3,500 square feet, and will hold approximately 200+ people.  There is no Kitchen available, but there is a serving area with sink and running water.  No alcoholic beverages may be served in The Gathering Space.

Rental Rate:  $250.00

The Church Sanctuary

As long as the event does not promote positions contrary to the teachings of the Catholic Church, there is no charge for active, contributing members of St. John the Baptist Parish.  A contributing member is identified as someone who contributes $550.00 per year to the regular Church collection.  Any person(s) not recognized as a contributing member, may be denied a reservation request or charged a fee of $550.00 for the use of the Sanctuary and the added costs to the Parish.

Facilities and equipment are available on a case-by-case basis and the Parish reserves the right to develop and change procedures and practices at any time.

Use of the School Gym

Gym access is controlled through St. Elizabeth Ann Seton Catholic School (SEAS).  The gym must be scheduled through the SEAS Office and school usage will have priority over other events.

General Liability Insurance

Special Events Coverage is a mechanism, which allows the Archdiocese of Oklahoma City to extend liability coverage to an individual or organization using Parish facilities for a Non-Parish sponsored event.  For a cost of $95 per event, $1,000,000 in liability coverage is extended to a Non-Parish sponsored facility user (lessee).

Information on obtaining this insurance is located in the "Documents Box".

Setups, Cancellations, Rules

Room Setups:

Physical arrangements of the room, equipment, and seating must be planned two weeks prior to the event and provided to the Facility Manager.  The room and its contents must be used with care and left in an orderly condition.

At all times, the meeting rooms shall be used in a manner consistent with the rights of others.  Groups whose meetings unreasonably disturb and interfere with the use of the Parish by other Parishioners, or guests who cause damage to Parish property may be asked to end their meeting ahead of schedule and/or leave the premises immediately.

Snacks and beverages may be taken into meeting rooms, but must be removed and cleaned up prior to leaving the area.  Colored punch cannot be used in carpeted facilities.  No glass containers, beer, or pop bottles are permitted on the Parish grounds.

No group may reassign its use of a meeting room to another party.

Activities will be confined to the room reserved.

Meeting space will normally be available 30 minutes before the scheduled meeting.

For weddings, the Church Sanctuary will generally be available 2 hours prior to the ceremony.

Other facilities may be available four hours prior to receptions and other social events.  The facility user should check with the Facility Manager one week prior to the event to determine if early access is available.

Special arrangements for delivery and pick up must be made for ANY items (chairs, dance floors, plants, decorations, etc.) rented for the event.  Any/all rentals if not picked up immediately following the event, must be picked up at the start of the next day.  No exceptions.

St. John's is not responsible for any items lost or damaged during an event.

KEYS WILL NOT BE AVAILABLE FROM THE RECTORY UNDER ANY CIRCUMSTANCES.

Audio Visual:

The Parish has the following items available for various rooms:

Wireless Microphone

Handheld Microphone

LCD Projector with remote access

Computer or HDMI cords available to connect personal laptops to projector - preference is for group to use their own computer

Bands and DJs:

If a band or DJ is scheduled for the event, they must provide their own sound equipment and will not be allowed to connect to the Parish sound system.

Should a dance floor be needed, it must be rented from a rental vendor. 

Cancellations:

Groups wishing to cancel their reservation must notify the Facility Manager one week prior to the scheduled event.

Rules:

A reasonable ratio of adults to minors (as determined by Safe Environment requirements) must be present in the room at all times if the meeting or program involves minors.

No children under the age of 16 may be left anywhere on Parish property without being attended by an adult.

No stapling, tacking, or taping of linens, banners, flipcharts, decorations, etc. to the walls, doors, ceiling, or floor of any room is allowed.

Helium balloons are not allowed.

Smoking and use of illegal controlled substances are not permitted in any of our facilities.  Users or organizations that ignore the non-smoking request will not be allowed continued use of the facility.

Alcohol usage must be communicated at the time a reservation is made and must follow the guidelines established by the Parish. 

Alcohol (other than sacrificial wine) is NEVER permitted in the Church Sanctuary.

No one under the age of 21 is permitted to drink alcoholic beverages or beer on the premises.  Rules for use of alcoholic beverages on Parish property can be found in the "Documents Box".

Events held with music must cease at 11:00 p.m. and cannot be heard 50 feet away (this is a violation of City Code).

All activities must end by midnight, unless special permission is obtained from the Parish Resource Leaders at the time of application review.

If a caterer is hired for the event,  they will be responsible for the clean-up.  It the caterer fails to comply with this provision, they will be refused future catering opportunities at this facility. 

Linens, Dishes and Cleanup

Parish sponsored groups and ministries needing linens must contact the Kitchen Coordinator at 405-340-0691 x123 to place their order.  Linens must be ordered at least 2 weeks prior to the scheduled event to coincide with the linen delivery schedule.  If a special delivery has to be made, a fee may be assessed.

Groups and events other than Parish sponsored ones will be required to coordinate their own linen rental.

Parish sponsored groups and ministries will not be charged for Parish owned dishes, flatware, etc...however these items must be reserved 2 weeks prior to the event to ensure availability.  If dishes, glassware, or flatware must be rented for the event, the costs associated with this expense will be passed onto the organization.  Each organization is responsible for reporting broken items.  Dishes must be returned to their proper area, clean and free of spots.

No equipment may be removed from the Parish Kitchen without prior approval.

Cleanup

At the conclusion of the event, the user is responsible for returning the facility back to its original condition, including returning equipment or supplies to original storage location and removing any decorations.  All facilities must be left clean and ready for the next user. 

The term "clean up" means the Parish Kitchen must be completely restored to its previous condition.  Sinks, counters, stoves, and microwaves must be wiped clean.  Dishes, glasses, and utensils must be washes, dried, and put away.  Used and dirty dishcloths must be placed in the hamper for laundering.  Paper and trash must be picked up and placed in the dumpster located on the northwest corner of the Parish Center.  Floors must be swept clean.  Cleaning supplies, including trash bags, brooms, and dust pans will be stored in the janitor's closet in the Parish Kitchen and must be returned when cleaning has been completed.

If excessive debris is present, please notify the Parish Office at the earliest convenience.

Any damage to equipment, a meeting room, or the Parish Kitchen must be reported to the Facility Manager within 24 hours of use.