Initiative Guidelines
Step-by-step guide to coordinating an initiative at St. Leonard
START HERE
STEP 1: Complete a calendar request form: Word Doc. // PDF
- Submit it to calendarrequests@stleonards.org or hand-deliver to the Parish Office. Do NOT send it to an individual's email.
- Once approved, check the parish calendar to verify that it is listed the way you expected.
- If there are changes or cancellations, notify the Parish Office.
STEP 2: Is this initiative a fundraiser or collection that hasn't been done at St. Leonard before? If yes, contact Karen Tenfel. New fundraisers/collections must be approved by Finance Council.
STEP 3: Will this initiative include the participation of anyone under the age of 18? Contact Lisa Jachimiec,
EVEN IF...
- you have completed Safe Environment Education
- you have hosted an event including children/teens before
- children/teens will be accompanied by a parent or guardian
- the event is virtual
STEP 4: Plan promotional opportunities (see below).
One-Two Weeks Before Your Event
If applicable
- Request room set-up from maintenance (two weeks prior)
- Contact Bryan for Audio/Visual needs
- Sign the Alcohol Acknowledgement form
- Contact Michelle for use of the kitchen & paper supplies
- Pick up money bags and deposit forms
- Pick up keys in the Parish Office (one-two days prior)
During Your Event
If needed
In the Ushers’ Room:
- Landline to dial 9-1-1
- First-Aid kit and ice packs (labeled drawer)
- Accident report forms (far left drawer)
- Emergency staff contacts
Defibrillators (AEDs) are near the food pantry, hallway outside the chapel, and Holy Family (gym) lobby.
Sidewalk salt is available inside doorways.
After Your Event
- Unless another plan is communicated, reset the room to standard set-up (map posted in room).
- Tidy up as appropriate. Take out garbage that includes food scraps.
- Deposit any money collected. Do NOT take it home.
- Lock up, turn off the lights.
- Leave in groups of at least two (i.e. don’t leave by yourself)
- Return keys as soon as possible. Bring them to the Parish Office during office hours or drop them in the black drop-box outside of the Parish Office door.
- Let us know about any damage or stains/major spills.
Promotional Opportunities
Bulletin
Bulletin articles are due according to the calendar below. Articles can be run twice. Information or photos may be condensed or edited. Contact Samantha in the Parish Office for assistance.
eNewsletter (Constant Contact)
The eNewsletter is limited to events, collections or deadlines occurring in the week following the email being sent.
If your event has a registration, collection or sign-up, it may appear in the Constant Contact one additional time as soon as event information is available.
Contact Samantha in the Parish Office for assistance. If you’ve already submitted information for the bulletin, you do not need to send it again. Otherwise, content can be submitted by noon on Wednesdays prior to the eNewsletter you’d like your information to appear in (the newsletter is sent on Friday mornings). Information or photos may be condensed or edited.
Pulpit Announcements
Contact BryanA requested announcement before Mass begins can be submitted to Bryan Staedler in writing (by email, dropped off or mailed). It must be received by the Wednesday before the weekend to be announced. It should be no longer than 2-3 sentences, and may be edited for length.
Witness Talks/Videos During Mass
ProceduresTo submit a request, contact Bridget or call the Parish Office at 262-679-1773. Be prepared to indicate that you are requesting a witness talk during Mass, the weekend you are asking for, and information as to what you want to discuss and why.
Please note that those who have already reserved the promotional table and/or are sponsoring Hospitality Sunday on a given weekend have first rights to a witness talk/video that weekend.
You may choose to play a 2-3 minute video in place of a witness talk. Contact Bridget in the Parish Office to discuss the content and which weekend you would like it played at Masses.
Our Director of Communications and Marketing is available to assist with anything from consultation to assistance with filming and editing based on her schedule. If you would like to work with Samantha, please contact her at least one month prior.
Marquee Signs/Display Signs (Gathering Space)
The display signs in the Gathering Space are 21” x 27.” You may use them for two weeks. Contact Samantha in the Parish Office to request dates to display your sign and to submit artwork you plan on using for approval. You may also request assistance in creating artwork.
Hospitality Sunday
Ministries/Committees/Groups are welcome to sponsor a Hospitality Sunday, typically the first Sunday of the month. It’s a great way to highlight your ministry! Contact Michelle in the Parish Office for details.
Promotional Table
Calendar RequestIf you would like to use the promotional table after Masses, submit a calendar request to calendarrequests@stleonards.org
Those using the promotional table must have someone attending the table. You may not simply leave materials and leave the table unattended.
Please note that those sponsoring Hospitality Sunday on a given weekend have first rights to the promotional table that weekend.
Mailings
If your group is doing a mailing of more than 200 identical pieces, contact the Parish Office early in the process about possible substantial cost savings by using bulk mail. Call 262-679-1773.
Where can I leave print materials?
If you would like to leave materials in the kiosk (in the Gathering Space by the coat rack), contact Michelle in the Parish Office. Do not leave materials there without communicating with us prior. Thank you for helping us keep items orderly, timely and relevant.
You may have materials available at the promotional table if and when you have properly reserved it. Materials may not be left on the promotional tables unattended.
Promotional materials may never be left on the free items tables or any other tables.
Using the St. Leonard Logo
Folder LinkMake sure that any St. Leonard logos you use are approved. We have created an online folder with a brand document to guide you, and approved logos for you to download.
Tip: Evangelize!
Personal invitation is the most important and effective tool to encourage others to participate in your initiative. Prioritize quality over quantity in invitation. It is more important to make a personal connection with one person than to hand out 100 flyers.
Thank You
Thank you for your leadership in our faith community and for helping us grow in our mission. Your attention to these procedures and policies helps you take ownership of your ministry, keeps campus and programming running smoothly for all, and helps our faith community focus on the goal: discipleship.
