Mater Dei Parish Facility Use and Rental Policy
The facilities at Mater Dei parish are available on a first come, first served basis, and are only available for use and/or rent by registered parishioners.
Official parish-based organizations may schedule events and activities without charge and are not required to submit forms or pay for insurance.
Registered parishioners may schedule use of facilities for private functions. Fees apply.
Parish facilities are not available for the use of any other organization or individual except those listed above. Parish-based groups are those that are formed and report to the Pastor. All other groups are non-parish based.
Weddings: For information on weddings at Mater Dei, please see the Mater Dei Parish Wedding Guidelines.
Use of Facilities
Scheduling
All use of parish facilities is scheduled through the parish offices. All events must be scheduled in advance through the parish secretary. Her email is secretary@materdeiparish.com. You may also call the office at 972-438-7600.
Registered Parishioners: You must submit to the parish office a Facility Use Agreement and purchase Special Event (SE) Insurance in order to use parish facilities*. Official Parish-based organizations do not need to complete these forms or pay to use parish space.
Facility Use Agreement
Anyone who wishes to rent parish facilities must complete a Facility Use Agreement at least three weeks prior to the event. Forms are available in the office or can be emailed.
Special Event Insurance
Individuals and non-parish based groups are required to purchase Special Event Insurance from the Dallas Diocese for their event. The usual premium is $103 per event (it may be more if there are more than 250 participants). Alcohol may be served at the event, but that fact must be clearly marked on the SE Insurance application submitted to the Diocese. This form is completed online and payment is made through the website.
- Go to: https://eventus.ajgrms.com/ , then click on “Quick Quote”
- Select “Texas” for the state, then “Catholic Diocese of Dallas”.
- Then select “642 Mater Dei Latin Mass Community” for the parish
- The system will take you through the quoting & purchase process and you will pay at the end of the process. A Binder/Certificate evidencing coverage will be emailed to you.
- Submit this form with the Facility Use Agreement to the parish office.
*NB: Individuals utilizing space for any size funeral reception and for Baptism receptions of less than 75 people do not have to rent facility space.
Hours of operation
Facilities are available for use, subject to availability from 9 a.m. to 11 p.m. Cleanup must be completed by midnight. Setup and cleanup time is included in the reserved time.
Conduct of Guests
Parish organizations and individuals that reserve the use of these facilities will be held responsible for the care of the facilities and the conduct of individuals attending their meetings and events. Use of facilities is restricted to the areas specifically reserved for the occasion. Use of other areas may result in cancellation of the event or in the levying of additional fees for areas used.
Dress Code
Mater Dei has a dress code and expects those using their facilities to respect it and abide by it. Here is the parish dress code, which can also be found at http://materdeiparish.com/about/:
To help facilitate the spirit of prayer and recollection, and in charity to God and neighbor, please respect the following dress code at Mater Dei:
Both men and women – All dress should be clean and neat according to one’s means, and modest. Casual clothes should be avoided as regular Mass attire (shorts, athletic shoes, etc.). On weekdays, one does not have to be quite as formally dressed, and for those going to or from work, exceptions are understandable, but one’s clothing should still reflect modesty and reverence.
Men – Either a button down shirt or a pullover shirt with a collar, and neat and clean pants; Men should consider wearing a tie to Church and in cooler weather, a suit coat.
Women – Clothes that are not tight-fitting. No see-through or revealing material such as sheer fabric or lace as the only layer (except for head coverings of course). Modest necklines (no low-cut, plunging or deep-scoop). Shoulders covered and 1/4 length sleeves. Skirts should cover the knee when seated; no slit above the knee.
Veiling is welcomed and appreciated – 1 Corinthians 11:2-16
Decorations
Decorations may be used that are appropriate for the occasion; they must be appropriate for use in a Catholic parish setting. Decorations may be attached to existing things in the room or hall, but must not ruin or destroy what they are attached to. Festive wedding items like rice, birdseed, flower petals and confetti may not be used. Bubbles may be used outside. All decorations must be removed at the conclusion of the event. Failure to remove decorations or clean-up will result in loss of all or part of the facility deposit.
Tables, Chairs, Additional Equipment
Chairs and tables are available for use by those who reserve the use of rooms. If more chairs & tables are needed than is what is normally in the room, arrangements are made for their use at the time of the reservation.
Additional chairs and tables may be rented and brought in, but they must be removed at the conclusion of the event and arrangement made for their removal from the property. Mater Dei parish is not responsible for any equipment rented from outside companies. It is the responsibility of the person renting the equipment to sign for its delivery and arrange for its removal after the event.
Music
You are welcome to contract with a band, disc jockey, instrumentalists, etc. to provide music for an event. The name of the agent or contact person, their businesses address and phone number must be provided to the church offices before the event. The music must be appropriate for an event occurring on church property and limited to the area of the facility rented for the event. As these facilities are in a residential area, the volume of music may not be excessive and must conform to city ordinance.
The parish owns a small sound system, which may be used for an additional deposit, which will be returned in full if the system is not harmed.
Parking
Two lighted parking lots are available, as well as street side parking in the neighborhood. Mater Dei Parish is not liable for any loss or damage to any vehicle or its contents while in these lots. Organizations and individuals may contract with a valet service.
The name of the company, their business and address and phone number must be provided to the church offices prior to the event.
Security Guards
Mater Dei does not require the use of Security Guards for functions at our facilities. If you do wish to use a security guard for an event, a list of Irving police officers who have served in this capacity for the parish off-duty are listed on the resource page.
Security guard’s name, company, address and phone must be provided to church prior to the event.
Kitchen Use
Use of the kitchen is included with parish hall rental. Non-consumable items are available to use; you must provide your own consumables. You may use the refrigerator and freezer as available space allows, the oven & stove, microwaves, sinks, dishes, coffee urns, utensils, etc. The parish hall manager will review all this with you.
You may wish to use an outside caterer and they may use our kitchen as they are able.
Organizations and individuals are expected to leave the kitchen clean and free of trash. The parish hall manager will review what you need to do before you leave.
Organizations and individuals will be held responsible for any damage or loss of equipment.
Alcoholic Beverages
Per diocesan policy, only beer and wine may be served on parish premises. The use of alcoholic beverages in these facilities is with the requirement and expectation that all of those consuming such beverages are of legal drinking age, and that consumption is done in a mature manner and within legal limits and monitored by responsible adults. Those groups or individuals offering alcoholic beverages at their function assume full responsibility for the behavior of their members and guests.
Mater Dei Parish provides the facilities only and allows the use of alcoholic beverages with the requirement that they be used in an adult, legal and responsible way. Mater Dei Parish is not responsible for the actions of any guest or member of any organization at, during, or after any event held at these facilities.
Other
If you are renting the parish hall, the parish hall manager will contact you to meet and review this document and the Parish Hall & Kitchen use policies.
Facility Rental Fees
Cleaning Deposit for all events: $300 per event
The cleaning deposit is due to the parish office at least three weeks prior to the event. The deposit will be refunded if the facility is left as it was found. If parish tablecloths are used, they will be cleaned by our facilities manager and the charge for cleaning will be $2.50/tablecloth, taken from the cleaning deposit.
We do not have a janitorial staff, so you are expected to clean up entirely after your event. You will be notified within 72 hours as to the status of your cleaning deposit.
Sound System Deposit: $250
Facility rental fee for set-up: If a room is needed in advance to decorate or set up either the night before or the day of the event, the hourly set-up fee will be half of the rental fee.
If set-up is done the evening before and the event takes place after noon the next day and the room cannot be used in the morning, there will be an additional fee of $100 charged.
Parish Hall/Kitchen : $50/hour
(capacity: 192)
Any classroom: $15/hour
Large classroom capacity: 21
Large classrooms: St. Anne, St. Francis, Little Therese
Small classroom capacity: 7-15
Fee Payment:
The rental fee, deposits, Facility Use Agreement and Special Event Insurance certification are due to the parish office no later than three weeks prior to the reserved date.
Recommended Caterer (can also decorate the hall):
Susan Gallagher: http://www.thelpb.net/ ; lpg@tgconsulting.com
