Facility Rental Files

The Facility Rental Files module (/rental-files) tracks non-liturgical bookings of parish social halls, gymnasiums, meeting rooms, and outdoor facilities.

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Creating a Rental File

1. Navigate to Rental Files (/rental-files) and click + New Rental File (/rental-files/create).
2. Input the event details:
   • Renter / Organization Name: Contact person, phone, email, and address.
   • Event Type: Reception, Anniversary, Meeting, Fundraiser, Community Event.
   • Facility Requested: Parish Hall, Kitchen, Pavilion, Meeting Rooms.
   • Event Date & Time: Setup start, event start/end, cleanup conclusion.
3. Click Create Rental File.

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Managing Rental Compliance & Details

Inside the rental file (/rental-files/{id}):

1. Requirements & Compliance Checklist

• Signed Rental Contract / Agreement: Upload scanned signed agreement.
• Diocesan Special Events Insurance: Certificate of Liability Insurance or diocesan event insurance policy.
• Alcohol Policy & Permits: Security officer requirements, liquor license/permits (if serving alcohol).
• Setup & Floor Plan: Room configuration, table/chair counts, kitchen usage terms.

2. Financial Ledger & Security Deposits

• Rental Fee: Facility usage charge based on hours or package.
• Refundable Security/Cleaning Deposit: Track deposit received and track return/deductions post-event.
• Janitorial / Sound Tech Fees: Itemize staffing charges.
• Record payments and print official receipts and balance statements.

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Customizing Rental Requirements

Configure default rental requirements at:

• Settings > Rental Requirements (/settings/rental-requirements).