Third Party Hosted

Use of Archdiocese Parish or School Facilities for Special Events

Occasionally, individuals or non-parish affiliated groups approach an Archdiocese Parish or school location seeking to utilize their facilities for a "special event.” These groups can include one-time events like wedding receptions, birthday parties, family reunions as well as regular meeting groups such as Boy Scouts, Knights of Columbus, and rotary clubs. While each location is covered by the insurance program provided through the Archdiocese, it is necessary for individuals or groups interested in using the facilities to provide proof of General Liability insurance with minimum insurance limit requirements of $1M occurrence/ $2M aggregate.   To fulfill this insurance requirement, the facility user has two options: they can either provide evidence of insurance meeting the specified amount of General Liability coverage, or they can participate in the Special Events Program purchase offered.

To ensure the safety of all parties involved and protect the parish from liability, it’s critical that insurance coverage for 3rd parties is in place.

Here’s a step-by-step guide:
 

1. Fill & Sign the “One Time- 3rd Party Special Event Facility Use Agreement”:

Why? This agreement outlines terms, insurance needs, and waivers.

Accessing the Agreement:

• Open the” One Time -3rd Party Special Event Facility Use Agreement”.

Fill in the Agreement:

• Complete the required fields.
• Ensure the correct Legal Entity name is used for the location. To find it:

 

1. Open the “ANOVenueCodes” Excel Spreadsheet.
2. Look for "Column I" labeled “Legal Entity Name for Contracts”.
3. Copy and paste the correct name into the agreement for the Lessor fill-ins.

Final Steps:

• Click “submit”. The Risk Management office will review and return it if corrections are required.
• Keep signed copies at the facility and send one to the Risk Management office.

 

2. Provide or Verify Insurance:

Groups must show a Certificate of Insurance. This should:

• Confirm GL coverage of at least $1M Occurrence/ $2M aggregate.
• List both the parish/ school AND the Roman Catholic Church of the Archdiocese of New Orleans as additional insured.

If the group doesn’t have their own coverage, they can purchase coverage via our Gather Guard Program in Step 3.
 

3. Purchasing Special Events Coverage:

For groups without their own insurance:

Get the Referral Link:

• Open the ANOVenueCodes Excel Spreadsheet.
• Find your venue's address.
• Copy the embedded website link in “Column A”. This is the “referral link” to give to the group.

Group Purchase Steps:

1. Click the given referral link. It takes them to GatherGuard's website.
2. Look for this message: “Welcome! You have been sent to us by the Roman Catholic Church of the Archdiocese of New Orleans.” If this doesn't appear, they must not proceed and should retry the link. A group should never have to enter the location details.
3. Choose the “event type” from the given options.
4. Complete the application form and pay. They'll automatically receive the necessary certificates.

By following these steps, leaders ensure non-parish groups using the facilities have everything in order. This ensures everyone's safety and protects against potential liabilities.