Reservations

Saint James Ministry Space Reservation Form

St. James is a vibrant faith community. The information we gather here will be used to reserve space and equipment. It may also be included in our weekly bulletin's upcoming events, parish monthly calendar, bulletin boards, and website. If you do not find the name of your group below, please complete the Group and Individual Space Reservation Form to submit your space request.
Adult Ministries

Women's ClubKnights of Columbus4th Degree AssemblyHelping HandsPro-Life MinistryFirewood MinistryFinancial PeaceHarvest/First Fruits/Webster SpringsLegion of MaryOther
Parish & Liturgy

Saint James Arts AcademyReligious Education & RCIA/RCIT (English)AdministrativeFatima Shrine & PilgrimagesSt Peter DocentsDivine MercySafe EnvironmentMarriage Preparation & NFPBaptisms/Baptism PreparationSaint Zita's CupboardSaint James ServersSaint Simon of Cyrene Trucking
Youth Ministries

American Heritage GirlsTrail Life USAAltar GuildPB&J Sewing ClassesQuo Vadis & Fiat (Vocations)Youth GroupAltar Servers
Ministerio Hispano

BautizosEducacion ReligiosaGrupo de OracionGrupo de JovenesPreparacion MatrimonialPreparacion de QuinceanerasEvangelizacionMinisterio Hispano (Consejo Pastoral, Lideres)Legion de MariaOther
Family Ministries

Saint James Family MinistrySaint James Homeschoolers
Information about your Ministry Spotlight weekend or Event
Reservation submitted on:*

MonthDayYear
Point of Contact*

First NameLast Name
Cell Phone *

Area CodePhone Number
Preferred Email*
Ministry Spotlight Request?

If so, your request will be forwarded to bulletins@stjameswv.org for a space in the requested weekend's bulletin. Please indicate if you will need a Ministry Table in the Narthex and the weekend you are requesting. If additional space is not needed for your spotlight weekend, there is no need to complete the rest of the Reservation Form.
Is this a request for a ministry spotlight?

Yes. We will NOT need a Ministry Table in the Narthex.Yes. We will need Ministry Table in the Narthex.No, we only need space/insert in the bulletin.
Safe Environment. If youth are present, two Safe Environment approved adults must be on site for the duration of the event. Your space request will not be processed unless you identify the required Safe Environment Adults. Contact Allie Enos at vcre@stjameswv.org to find out more about the Safe Environment program for your ministry members.
Name of Event*
1st Safe Environment Approved Adult

First NameLast Name
2nd Safe Environment Approved Adult

First NameLast Name
Event Start Date/Time Requested*

MonthDayYearHourMinutesAM/PM Option
Event End Date/Time Requested*

MonthDayYearHourMinutesAM/PM Option
Attendees under age 18*
Estimated Number of Attendees*
Recurring Events

Please complete the section below for meetings or events that repeat. Please note that reservations for all events end on May 31 each year. If your end date is earlier than May 31, you will be able to enter it below.
Recurring Events

NoDailyWeeklyMonthlyOther
Day of the Week

SundayMondayTuesdayWednesdayThursdayFridaySaturday
Recurring Monthly

1st Week of each month2nd Week of each month3rd Week of each month4th Week of each monthLast Week of each month
This recurring event ends on

MonthDayYear
Date
Event Setup

Please note that every classroom has a picture by the door of the standard set up. If you move tables/chairs, please be sure to return the room to the set up shown on the picture. A vacuum cleaner is available for your use should you need it. It is stored in the single Ladies bathroom by the Saint Francis classroom in the Lower Level.
Time access is needed (if different from Event Start Time)

:HourMinutesAM/PM Option
Check out time (allow time for clean up)

:HourMinutesAM/PM Option
Room(s) Requested

St FrancisSt AnthonySt AgnesSt ClareSt LucySt BenedictSt GeorgeSt Michael HallLibraryConference RoomNarthexSt Zita EntranceThomas Hall (Harpers Ferry)St James NaveChapel of Saint Peter
Room(s) Requested - Reserving the Social Hall REQUIRES the hiring of the Saint James Servers.

Social Hall
Outdoor Space(s) Requested

Cristo Rey Soccer FieldFátima ShrineAmphiteater AreaPatio behind Social HallIrish Ring of Fire FirepitSt Roch Chapel AreaField across St MichaelHoly Angels PlaygroundBasketball Court (parking lot)
Social Hall Events ONLY

The St. James Servers is a youth ministry that provides real job skills and leadership training. The ministry supports our efforts to follow Catholic social teaching and be a "green" parish. Events held in the Social Hall and serving food or drinks employ the St. James Servers. This allows us to use our large collection of china rather than pollute the environment with Styrofoam and plastic products.
Will you be serving food in the Social Hall? Meals in the Social Hall require the use of the china and glassware provided by Saint James as well as the hiring of the Saint James Servers. Please contact SJS at sjservers@stjameswv.org

Catering service needed. We will forward your request to our MOJO's Catering service. You will be contacted shortly after the reservation has been approved to make arrangements.Food will be prepared off-site by another catering service.
If you would prefer to use paper products, please consider holding your event in Saint Michael Hall or the Saint James Library.
NOTICE

Read carefully and check the boxes below if you are requesting any space other than the Social Hall for your ministry event.
By checking the items below, you are letting us know you understand and are committed to helping us keep our parish spaces clean and ready for the next user. When you serve food in St. Michael's Hall, Library, Narthex, classrooms, or outdoor spaces, you commit to:

Using paper products. My group will not use styrofoam.Removing all trash and placing in the dumpster.Wiping tables and other surfaces with "green" products provided by parish.Sweeping or vacuuming the floor.Notifying Saint James Reservations (reservations@stjameswv.org) of any damage found in the room or caused during your event/meeting.
Is your event a fundraising event?

Please coordinate your fundraising activities with St. Zita's Cupboard. Tickets and products are to be available for purchase through our gift shop.
Check one of the following:

My event is not a fundraising event. Leave the next section blank.My event is a fundraising event. Complete the next section.
Type of fundraiser

Event -- ticket sold through St. Zita's CupboardProduct -- sold through St. Zita's CupboardOther -- offered at the entrance to St. Zita's Cupboard by ministry membersIndependent -- fundraiser will not require St. Zita's supportOther
Other important information . . .
OFFICE USE

Master CalendarSt Zita's barcodesSJ ServersBulletin, Web, BoardsOther
Annual Report - Number Served or Attended
Number of Attendees
Annual Report - Fund's Raised
Should be Empty:

Saint James Ministry Space Reservation Form

Information about your Ministry Spotlight weekend or Event

Ministry Spotlight Request?

Recurring Events

Event Setup

Social Hall Events ONLY

NOTICE

Is your event a fundraising event?