Class Reunions at Dowling Catholic

Transcription

1 Class Reunions at Dowling Catholic and Class Masses in the St. Joseph Chapel ST. JOSEPH ACADEMY // OLD DOWLING HIGH SCHOOL // DOWLING CATHOLIC HIGH SCHOOL Alumni Office contact: Brooke Pulliam WELCOME BACK! We are excited to offer the opportunity to use the new chapel for reunion masses and to help facilitate your return to the school to celebrate the Eucharist with your classmates. DATE SELECTION The Alumni Office will facilitate date selection. Please contact us with as much advance notice as possible; six months being preferable. Once the date is confirmed, the Alumni Office will reserve your date with the DCHS Buildings & Grounds Department. Specific responsibilities are outlined later in this document. NOTE: 2017 Reunion Mass dates are: June July July EVENT OPTIONS The following details apply in all cases 1. Weekend Mass times to be discussed with Alumni Office 2. Provide your own celebrant; stipend paid by reunion class 3. Provide your own musician and/or vocal talent; stipend(s) paid by reunion class 4. You must be willing to share the chapel with another class reunion (or classes) 5. The building must be vacated by 10 pm 6. Maximum capacities dictate space usage: Chapel 380 Narthex 75 seated at tables 100 standing with minimal tables Cafeteria 250 RENTAL SCENARIOS There are three rental scenarios for reunion events at Dowling Catholic. 1

2 In order to respect the generosity of the Dowling Catholic community which made the recent campus renovation and addition of the St. Joseph Chapel possible, we must take proper care of these facilities. The following fees help provide the funds necessary to ensure proper upkeep of the facility. The dollar figures highlighted below indicate the minimum expected out of pockets expense for each event type. Additional costs each reunion group may incur include catering costs, table and chair rental, decoration expenses, vocal music and accompanist needs, to name a few. A list of the minimum expenses follows. If AV equipment (screen and projector) is requested, they can be rented from DCHS for $50. This fee is NOT included in the minimums indicated below. You must provide the lap top. MASS ONLY $100 Mass in the Coppola Family St. Joseph Chapel $100 Suggested donation as building use fee MASS + RECEPTION $405 min Mass in the chapel plus reception in the narthex $250 Building use fee $505 min Mass in the chapel plus reception in the cafeteria $350 Building use fee RECEPTION ONLY $355 min Narthex reception $200 Building use fee $455 min Cafeteria reception $300 Building use fee MONEY COLLECTION/BILL PAYMENT BANK THROUGH DCHS: Each reunion class has the option to hold their class account through the bank used by DCHS. If you hold your class account with the school s bank, please be aware of the following: (1) All fees due to Dowling Catholic (building use, event insurance, security guard, AV) will be transferred from that account upon class reunion representative approval. Fees payable to 2

3 outside vendors will be processed by the Alumni Office (rental costs, caterer, vocal music and accompanist, etc.) once invoices are submitted to the Alumni Office. (2) All invoices charged by outside vendors must be invoiced to Dowling Catholic Class of 19XX/2XXX and must be submitted promptly to the Alumni Office so timely payment can be assured. (3) All funds collected from reunion attendees should be submitted to the Alumni Office for deposit into the class account. Forward checks and cash for deposit ASAP - DO NOT wait weeks and weeks to submit money for deposit. The advantage to holding a class reunion account with the school s bank is to take advantage of tax exempt status and forgo paying state sales tax. These tax documents are available from the Alumni Office. ACCOUNT AT OUTSIDE BANK: If an account is not held with the school s bank then all collected funds and bills must be handled by reunion planners. Tax benefits will not be available and the Alumni Office will not handle deposits and payments. REUNION RSVPS Each class is responsible for tracking reunion RSVPs. Given the fact that reunions take place each year, the Alumni Office is not staffed to handle this aspect of reunions. SECURITY If beer and/or wine will be served, a security guard must be on premises at all times. This is a West Des Moines city ordinance and is handled by a uniformed, off-duty West Des Moines police officer. The Alumni Office will arrange (Diane at ). There is a 3 hour minimum. Cost is $35 per hour ($50 per hour on national holidays) and the officer must receive payment by check or cash at the beginning of the event. RESPONSIBILTIES FOR EACH EVENT TYPE MASS ONLY Responsibilities of DCHS Manage and update the SJA/Old Dowling/DCHS alumni database Provide printed class list and labels Reserve the space Provide building access to appropriate areas Be on site to greet and facilitate the event Chapel and narthex area are clean and prepped for use (including rest rooms) Coordinate with celebrant for Mass preparation Provide campus tour Final approval of full event details with reunion planners Responsibilities of Reunion Planners Confirm a Mass celebrant and share number of attendees 3

4 Invitations/ all communication with classmates RSVP tracking Payment of fee(s) in advance Timely communication with Alumni Office MASS AND NARTHEX RECEPTION Responsibilities of DCHS Manage and update the SJA/Old Dowling/DCHS alumni database Provide printed class list and labels Reserve the space Provide building access to appropriate areas Be on site to greet and facilitate the event Chapel and narthex area are clean and prepped for use (including rest rooms) Coordinate with celebrant for Mass preparation Provide campus tour Podium and small sound system (if needed) Available for on-site deliveries prior to the event Garbage removal to dumpsters on site Final approval of full event details with reunion planners Projector and screen ($50 fee for use) Responsibilities of Reunion Planners Confirm a Mass celebrant and share number of attendees Invitations/all communication with classmates RSVP tracking Payment of fees in advance Timely communication with Alumni Office Caterer Linens Table & chair rental Set up Rent sound system (if larger system is needed) Event insurance ($50) Security guard coordination and payment ($35/hr, 3 hr min; $50/hr on holidays) General clean up Remove all decorations and leave tables clear and clean Fold down and stack rented tables and chairs at designated nearby location (failure to handle this incurs a $50 fee) Laptop for AV program MASS AND CAFETERIA RECEPTION Responsibilities of DCHS Manage and update the SJA/Old Dowling/DCHS alumni database Provide printed class list and labels Reserve the space Provide building access to appropriate areas Be on site to greet and facilitate the event 4

5 Chapel and cafeteria are clean and prepped for use (including rest rooms) Coordinate with celebrant for Mass preparation Provide campus tour Podium and cafeteria sound system available Available for on-site deliveries prior to the event Garbage removal to dumpsters on site Final approval of full event details with reunion planners Responsibilities of Reunion Planners Confirm a Mass celebrant and share number of attendees Invitations RSVP tracking Payment of fee(s) in advance Timely communication with Alumni Office Caterer Linens Set up Rent sound system (if larger system is needed) Event insurance ($50) Security guard coordination and payment ($35/hr, 3 hr min; $50/hr on holidays) General clean up Remove all decorations and leave tables clear and clean Fold down and stack rented tables and chairs at designated nearby location (failure to handle this incurs a $50 fee) Laptop for AV program Projector and screen ($50 fee for use) FACILITY MANAGEMENT DETAILS EVENT INSURANCE Event insurance is not required when only holding Mass. Receptions and similar events on property require coverage for personal injury, property damage and liquor liability. Event Insurance must be purchased by host group. Cost is $50 per event and will provide $1,000,000 in coverage per event (not per claim). The application form is available from the Alumni Office. It must be filled out by reunion group and submitted to the Alumni Office along with a check payable to Dowling Catholic High School a minimum of two months prior to the event. Please review the form for specific coverage and procedures. Provider is Catholic Mutual Group, Omaha, NE, DAMAGE CLAUSE Reunion groups will be responsible for any damage in the areas occupied or to equipment used that was caused by attendees of the event. Reimbursement payments shall be made no later than 30 days upon receipt of damage notice. Spills should be reported to staff on hand immediately. TABLES AND CHAIRS 5

6 Reunion groups are responsible for renting tables and chairs through local party supply companies. Several vendors regularly used by Dowling Catholic include: Classic Events & Parties (formerly A to Z Rental) Exhibits & Displays Des Moines Rental Delivery and Pick-up of rented tables may only take place between 8:45 a.m. and 2:45 p.m. weekdays. We cannot arrange this on weekends. Pick-up will take place on the day after the event if the event falls Monday through Thursday. Pick-up will take place on Monday if the event is on Friday, Saturday or Sunday. Please coordinate delivery and pick-up times with Alumni Office. On school days, please avoid school start (7:45-8:30 am) and dismissal (2:45-3:30 pm) times. CATERING An outside caterer will be necessary for food and beverage preparation, serving and clean-up. Caterer should be secured by the reunion group and final details must be communicated to the Alumni Office at least one week prior to the event. Access to an ice machine (lower level near gymnasium accessible by elevator or stairs) and water is provided. USE OF DCHS CAFETERIA The guiding rule is the cafeteria (tables, floors, surrounding area) will be returned to the way it was found. If not returned to the way it was found, the group will be billed $100 per hour (minimum 1 hour) for clean-up. USE OF THE DCHS KITCHEN No serving pieces, utensils, bowls, etc. can be used from the DCHS kitchen. All materials necessary to prepare and serve the catered items must be brought in from outside including prep tables, carts, etc. We can provide minimal cooler space (rolling milk cooler but not walk-in cooler space) and a sufficient number of garbage receptacles. All garbage must be emptied in the DCHS dumpster outside the loading dock when all clean-up is complete. If any additional space or services are requested, then you must hire a DCHS kitchen employee to be present. Make this request through the Alumni Office. The rate is $20 per hour with a minimum 2 hour requirement. Ovens and dishwashing equipment are also available when a paid kitchen employee is hired. BEVERAGE SERVICE It is the policy of Dowling Catholic High school that the serving of alcoholic beverages be limited solely to beer and wine. No hard liquor is allowed. Additionally, beer and wine may only be served in an interior area of campus inside the building. No alcoholic beverages may be served outside any door or in any adjacent outside area. The sole exception is the enclosed courtyard located between the Krause Family Media Center and the cafeteria. 6

7 ENTERTAINMENT/PA SYSTEM/MUSIC Reunion groups may access the PA system available in these areas free of charge: Cafeteria: Podium, microphone and speakers inside the cafeteria are sufficient to cover the length of this space. DJs are allowed but the use of live music is only allowed inside the building. Live music will not be allowed in any outside area of campus. Chapel: Standard PA available and piano available Narthex: No PA Podium: Available for the cafeteria and narthex If a larger audio system is required, it may be rented from Conference Technologies ( ). PARKING/SIGNAGE Parking for the event will be discussed and decided upon prior to the event. Directional signage and a map will be provided by the Alumni Office. All traffic patterns, signage and rules will be followed without exception as other DCHS organizations, sports teams, etc. may be on campus at the same time. The two main lots most convenient to the chapel include the north lot (70 spaces) and northwest lot (45 spaces). DECORATIONS For reunion receptions, it is the responsibility of the reunion group to set up and remove all decoration items. These items are not available from the Alumni Office. With the beauty of the Chapel, it is highly recommended that you keep décor to the minimum. The decorations placed in the chapel may not be moved or removed. You will have to work around what is already in place, which is typically only decorated during feast seasons. Flowers may be delivered to the school through the main front doors (northwest side). No food or drink (other than water) is allowed in the chapel. No smoking is allowed on school property. MUSIC All mass music must be approved religious repertoire and have basis in sacred scripture BEST OF LUCK PLANNING YOUR CLASS REUNION! 7