The Archdiocese of Cincinnati acknowledges each parish’s role in providing facilities to its parishioners and the surrounding community. The use of parish facilities for non-sponsored events has increased over the past few years. As this usage increases, and lawsuits are an ever-increasing reality, we need to address the liability associated with offering parish facilities for non-sponsored activities. To be considered for a parish sponsored group or activity, there are two basic tests:

1. The Pastor has the authority to start, direct, control, manage, expand or eliminate the activities of the organization.
2. The Pastor has the authority to sign checks on the organization’s checking account and receives the monthly banking statements.

When an organization requests to use a parish facility for an event that does not pass these basic tests, then the group is required to provide proof of insurance and sign a facility use agreement. Coverage for the liability must be at least $1,000,000.00. The group can provide proof of insurance by either:

1. Providing a certificate of insurance that includes the following three names as covered: The Archdiocese of Cincinnati, Archbishop Dennis M. Schnurr, and St. Thomas More Parish.
2. Purchase Special Event liability coverage from the Archdioces of Cincinnati.

Parishes that provide cake, coffee, and refreshments to participants as a normal course of operation after a Baptism, Funeral, or a special parish sponsored event are NOT required to have insurance. These events are considered Parish sponsored events. However, when a family member requests the use of the facility for a private luncheon, dinner, party, or reception, all special event requirements must be completed. Examples of some non-sponsored events (which are not all inclusive) include wedding receptions, anniversary receptions, birthday parties, class reunions not sponsored by the school, parties, and workshops by non-parish groups and social clubs.

If the parish is approached by civic groups, humanitarian organizations, or other such groups that the pastor feels promote the mission of the Church, these nonpaying groups may be permitted to utilize the facilities of the parish at the pastor’s discretion. While these groups represent a low risk to the assets of the parish, all members of the group must annually sign a “Hold Harmless Agreement” to use the parish facilities. 

Recurring meetings by all outside organizations must obtain the liability insurance and sign the Facility Use Agreement. These include home school groups, community organizations, support groups not sponsored by the parish, and fraternal organizations. All outside organizations use of parish facilities must be approved by the Pastor prior to booking.

The following type of non-parish events and other exclusions are prohibited:

1. Non-parish athletic events
2. Any activity with firearms
3. Fireworks
4. Motorized vehicles of any size
5. Carnivals
6. Amusement rides
7. Events of more than 250 in attendance
8. Overnight events
9. Inflatable devices

     Host liquor activities are automatically covered with the purchase of a policy. This means that if liquor is served at an approved event in the           parish hall no separate insurance is required.
    
    There are three instances in which a special liquor insurance policy is required:

1. If liquor is being sold
2. When there is an admission price to the event which includes liquor
3. If liquor is served as part of a fund raising event

    The parish must discuss these situations with the Archdiocese for approval prior to the booking of these events.

Licensee's use of the facility, including but not limited to those which may be asserted by third parties.

1. Licensee shall carry or obtain comprehensive general liability insurance in the amount of not less than $1,000,000 and shall include the Church, the Pastor of the Church, the Catholic Archdiocese of Cincinnati as additional insureds thereunder.
2. Licensee will not charge for (whether by admission fee or otherwise...see exceptions above) alcoholic beverages served at Licensee's event and will otherwise comply with all laws regarding the use and consumption of liquor.
3. Church shall assume no liability for the loss, damage or return of any items of personal property brought onto the premises by Licensee, or any of its guests. Licensee shall assume all liability and risk of loss for any loss or damage to items of personal property brought onto premises by any member of said Licensee, or any of its guests. The Church shall assume no liability for the loss or damage of vehicles parked in the Church parking lot by Licensee, or any of its guests.
4. Any change or modification to this contract will not be effective unless made in writing and signed by both parties to this contract.

The Archdiocese of Cincinnati also requires an independent outside contractor agreement between the school and any organization providing special enrichment programs to the school. There is also a school summer camp agreement. Specifics for these programs may be downloaded from the above Private Event Links.