Transcript Directives for Special Events Groups and Organizations

Roman Catholic
Diocese of Fresno
Diocesan Directives for
Special Events, Groups
and Organizations
A Collaborative Resource Provided by:
Office of the Vicar General
Parish Financial Reporting
Office of Ministries
Risk Management
Safe Environment
When to use this document…
When the event involves a location
other than the parish facility
When the event involves a
presenter from outside the
Diocese
When the event is advertised at
more than the hosting parish
When the event involves an
exchange of money
How to use this document….
Section One: Risk Management and
Insurance
Section Two: Invitation of Visiting
Clergy or Presenters
Section Three: Financial
Concerns
Appendices
Appendix 5: Event Checklist, p. 20
Step One: (at least 90 days before event)
· Decide on goal of event and type of event
· Receive approval from Pastor/Administrator
· Set Committee(s)
· Review Event Checklist(s)
Step Two: (at least 60 days before event)
Seek approval for event, sending forms to the
departments listed below:
· Trip and Function Form – Risk Management
· Clergy Approval (Priests or Deacons from outside the
Diocese) – Vicar General’s Office
· Speaker/Musician Approval – Office of Ministries
Step Two:
Appendix 1: Trip and Function Form, p. 14
•For use with ANY event that
•takes place off parish grounds
•is an event larger than just the
parish
•includes a presenter from
outside the Diocese of Fresno
•will involve an exchange of
money or goods in any way
•MUST have signature of pastor or
administrator
Step Two:
Appendix 3: Approval of Presenters, p. 18
Approval of Clergy presenters requires a
Letter of Suitability addressed to Bishop
Ochoa, sent to Vicar General’s office. This
must be presented and approved before
final arrangements for the event are made!
Note that any clergy that is coming from
outside the country will need to provide
verification of their visa status. Please
contact the Vicar General’s office for any
priests coming from outside the US.
Step Two:
Appendix 4: Approval of Presenters, p. 19
For lay presenters or women religious:
• approval form
•a recent resume, curriculum vitae, or
official biography
• a letter of good standing
•for women religious, from her
superior
•for presenters within the Diocese
of Fresno, from the pastor
•for presenters from outside the
Diocese of Fresno, from the
bishop’s office
Step Three:
Safety and Insurance Requirements
Once approval has been granted, be sure to submit
the following, as needed:
· Insurance Certificate Request, for events at a
location other than Diocesan property – Risk
Management
· Letter of Suitability – Vicar General for Clergy –
Office of Ministries for Laity
· IRS Form W-9 for those receiving a stipend
· Event Permission Forms, if minors are involved –
for help, contact Diocesan Catechetical or Youth
Ministry Coordinator
Step Four:
Advertising and Marketing
Once flyers are done, send a copy to the
Office of Ministries for our files. If the Bishop
is participating in the event, send a copy to
the Bishop’s Office as well.
Advertisement in other parishes or through
media can only be done with the
pastor/administrator’s permission. Please
be sure to ask permission before advertising
in another parish.
Other Issues
Money Handling at Events, p. 10
•Stipends/Monetary Payments require special
preparation and documentation.
•Donations /Collections must go through the
parish office, and the parish uses a check to
pay anything that needs to be taken care of.
•Counting Money should be done by two or
more people, using the form in Appendix 6.
Other Issues
Types of Fundraisers and implications
starting on page 11
•Raffles/Bingo must be preapproved and have
their own guidelines to follow.
•Fundraisers and events that include sales of
food or other items could involve sales tax,
sellers permits, and health code certification.
•Health Code Requirements, Appendix 7, p. 22
Other Issues
High Risk Activities
•Partial list in Appendix 2, p. 15
•Full list in Risk Management Manual
Overnight travel, with adults
and/or minors
•With adults, travel must be preapproved
and Medical Release forms must be used.
•With minors, the above holds true,
including all Safe Environment guidelines
and having an appropriate number of
qualified chaperones.
Special Events
Processions, Appendix 8, page
23; Risk Management
Visits from Pilgrim Image
or Relics, page 8; Vicar
General
www.dioceseoffresno.org
For assistance please contact:
• Office of the Vicar General
• Parish Financial Reporting
• Office of Ministries
• Risk Management
• Safe Environment