HOLY CROSS IMMACULATA CATHOLIC PARISH2011.hciparish.org/wp-content/uploads/2011/02/2014... ·...

HOLY CROSS – IMMACULATA CATHOLIC PARISH

Church of the Immaculata

WEDDING POLICIES AND PROCEDURES

Sep-14 Holy Cross-Immaculata

Holy Cross-Immaculata Parish

30 Guido Street Cincinnati OH 45202 513.721.6544

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Parish Wedding Staff

513-721-6544 (phone)

513-721-6177 (fax)

Rev. Jeffrey Bacon Ext. 6 Parish Priest

[email protected]

Deacon Tracy Jamison Ext. 7 [email protected]

Letty Reifel Hater Ext. 3 Parish Office Manager [email protected]

Sharon Down Wedding Music Coordinator

[email protected]

30 Guido Street Cincinnati, OH 45202 www.hciparish.org

mailto:[email protected]





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Welcome to Holy Cross Immaculata!

The people and staff of Holy Cross-Immaculata are happy to help you prepare for your married life together, and especially the celebration of the Sacrament of Marriage together. These Policies and Procedures are in place to ensure that the liturgy in our church celebrating the Sacrament of Marriage be, first, prayerful, and as a result, a more meaningful encounter with Christ for the two of you. The celebration of the Sacrament of Marriage is an action of the entire Church in whose presence you commit yourselves to one another. It is an act of worship, and therefore communal. And that’s why many things that might take place outside an act of worship aren’t appropriate to include in a Catholic wedding. It’s also why we aim to facilitate prayerful participation in the liturgy.

General Policies and Procedures

Couples who wish to be married at Holy Cross-Immaculata should contact the parish office no less than 6 months and ordinarily not more than 16 months before the proposed wedding date. An appointment is then made with the wedding staff to discuss marriage preparation, fee schedules and available dates. A date cannot be secured until the parish has received payment for the wedding fee. The priest and deacon at Holy Cross-Immaculata are happy to serve as celebrants for weddings. It’s fine if you wish a visiting priest or deacon to be the celebrant; however, that priest or deacon must contact Holy Cross-Immaculata in order to secure a date. Can I Get Married at Holy Cross-Immaculata Church? All engaged couples who are free to marry and one party is a practicing Catholic are welcome to celebrate the Sacrament of Marriage at Holy Cross-Immaculata. When either the bride or groom is not Catholic, we will not include the Mass as part of the wedding liturgy. Again, the sacrament of marriage is an act of worship, and therefore communal, and possibly the first time the families come together. How inviting is excluding your non-Catholic family and friends from full participation in your celebration? This also avoids an awkward situation where one of the newly married receives Holy Communion and the other does not. Wedding Fees The fee structure is three-tiered: parishioner for greater than 16 months, parishioner less than 16 months, and non-parishioner. Included in the fee is the use of the Church, the stole-fee (stipend for the priest or deacon if in-parish couple), marriage preparation fees, wedding day coordinator, server, keyboardist, cantor, parking attendant and use of the parish center prior to the wedding for the bride and bridesmaids. The fee is non-refundable. There are no fee modifications to accommodate not utilizing any or all of the items listed. Wedding Days/Times Holy Cross-Immaculata celebrates weddings on Friday evening at 6:30 pm, Saturday morning at 10:30 a.m., Saturday afternoon at 1:30 pm., and Saturday evening at 6:30 p.m. See the section,

Wedding Day Schedule for more details.



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Out-Of-Parish Couple/Out-Of-Parish Celebrant

Couples that are not long term parishioners of HCI are considered out-of-parish.

Non-members of Holy Cross-Immaculata (or those who are not members at the time of

the wedding planning) need to arrange to have a priest or deacon, other than a member

of our staff, to officiate at the wedding.

A priest of deacon will not obtained or assigned to your wedding by Holy Cross-

Immaculata.

It is the responsibility of the wedding couple to obtain the celebrant for their wedding.

The priest or deacon that will celebrate the marriage should be confirmed prior to booking

the wedding date. If this is not possible, securing a priest or deacon should be the priority

in the wedding planning.

The form, Sacrament of Marriage Celebrant (last page of this document) must be

completed by the priest or deacon scheduled for the wedding and returned to Holy Cross-

Immaculata as soon as possible.

If the priest or deacon is not part of the Archdiocese of Cincinnati, they will have to

provide, in addition to the Sacrament of Marriage Celebrant form, a copy of their Letter of

Faculties or celebret issued by their Archdiocese.

The chosen priest or deacon is expected to give the required instructions for marriage

preparation.

The priest or deacon will be expected to complete the required marriage preparation

documents for permanent archiving at Holy Cross-Immaculata Parish.



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The Wedding Itself: Do’s and Don’ts, Some Helpful Advice

1. There are no limits or restrictions on the size of the wedding party, The larger the wedding party, the more complications that can arise, meaning more stress. If you are trying to involve friends and family, ask the priest or the staff for ideas: we can give you other ways to involve people!

2. Anyone who is an altar server, reads or distributes Holy Communion in a Catholic wedding must be a practicing Catholic. This is not necessary for those who assist in other ways. It works a lot better if those who read have read before at Mass. Only those who have been trained to so can distribute Holy Communion.

3. Flower girl/Ring bearer: although the parish strongly suggests that children participating be at least 5 years of age and of sufficient maturity to process down the aisle without fear. Be ready for the possibility that younger children may get “stage fright”: have a “Plan B”. To help minimize the “stage fright” we recommend that prior to the wedding you bring the young wedding participants to Mass and bring them with you to Communion. Familiarizing them with the venue can possibly alleviate some of the wedding day angst.

4. A wedding day coordinator from Holy Cross-Immaculata parish will help you plan the wedding and be present for the liturgy. The parish staff will also help the priest get all paperwork in order. If you have hired a wedding planner to help you, please understand that the Holy Cross-Immaculata wedding staff will coordinate all liturgical preparation, the rehearsal and the celebration of the liturgy. We recommend your personal wedding coordinator help the bride and bridesmaids in the parish center.

5. For safety and other reasons, rice, birdseed, confetti, sparklers, flower petals and balloons are not allowed in Church or the Holy Cross-Immaculata campus. Additionally, luminaries or other lighting implementations outside are not permitted.

6. We ask when considering/planning activities while in Church or on parish property that you be respectful and leave the Church clean of any debris. . Sorry, no aisle runners. These are a waste of your money; they usually don’t work and because they are a great way for someone to trip (especially in high heels); they are a lawsuit waiting to happen. For the same reasons of safety, no candles are permitted in the center aisle at any time.

7. If you have refreshments available for the wedding party, please keep them to a minimum (e.g., simple snacks and bottled water) and provide for cleanup. Beverages and food are permitted in the Parish Center only. Please contact the parish office manager for approval to have food or drink in the Parish Center.

8. Wedding Attire: To a bride one of the biggest decision after selecting that perfect man is her wedding dress and those of her bridesmaids. Common sense is a good guide when it comes to wedding attire. On the one hand, you want your outward appearance to be a reflection of your style and inner dignity. With this in mind, we strongly suggest that you try to avoid dressing in a way that distracts from the liturgy. a. Dress selection should be modest i.e. no cleavage, appropriate fit, etc. We understand that

off the shoulder/ strapless style of dresses are currently very popular. To maintain the suitability of an off the shoulder/strapless style dress consider the importance of appropriate foundation garments for the bride and bridesmaids.

9. Because a Unity Candle is not a Catholic liturgical symbol it is not used. For Catholics, the Eucharist is the primary symbol of unity. You are encouraged to forgo the lighting of a unity candle. While the unity candle has become a popular addition to many ceremonies, it does not have a place within the Rite of Marriage of the Catholic Church. Couples who wish to have the candle ceremony are encouraged to incorporate the ceremony into the rehearsal dinner or the reception.



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10. No alcoholic beverages or illegal drugs are permitted on the Holy Cross-Immaculata

campus. All Holy Cross-Immaculata buildings are smoke free. Please note that intoxicated members of the Wedding Party are cause for delay/cancellation of the wedding on the spot.

11. If a member of the wedding party smells of alcohol, that person will not participate. If either the bride or groom smells of alcohol, this will be cause for cancellation of the wedding on the spot. See HCI Alcohol Policy

Wedding Day Schedule We understand that your wedding day is your number one priority but the celebration of Mass is paramount to our parish. In light of our Mass schedule and wedding time slots there is minimal flexibility in the start time of a wedding. To minimize any inconvenience to your guests or those that worship at our church please adheres to the following wedding schedule. Scheduling is structured so that it usually does not interfere with after ceremony photography. Friday Evening Wedding Normally we do not have a Mass scheduled on Friday’s so you will have more flexibility with the time you, the bridal party and guests can arrive and depart from the parish grounds. We will not schedule a weekend wedding rehearsal on your wedding day. Please be aware that the parking lot gates are locked after the wedding for the evening and will not open until the following morning. We recommend that you inform your guests of this parking restriction. Saturday 10:30am The Church usually opens early on Saturday. Staging time for your wedding can be discussed with your wedding day coordinator. It is possible that another wedding could be scheduled in the 1:30pm time slot so you should plan to depart the premises by noon. This minimizes the possibility of your guests being inconvenienced by the arrival of the next wedding party. Saturday 1:30pm We will ensure that the Church will be available at noon for any required venue staging. We offer Confessions at 3:45pm so you and the wedding party should plan to depart the premises by 3:30pm. This allows for prayerful time before confession. Additionally, we also celebrate Mass at 4:30pm which necessitates the parking lot be empty for parishioners. Saturday 6:30pm Please anticipate that our 4:30 Mass attendees will not vacate the parish parking lot until at least 5:30pm. The parking lot will be at capacity and will not accommodate parking of the wedding party. If the bridal party plans on using a shuttle service the bride and bridesmaids are welcome to arrive and wait in the parish center. Please be aware that the parking gates are locked after the wedding for the evening and will not open until the following morning. We recommend that you inform your guests of this parking restriction.



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Rehearsal Schedule Friday weddings are given priority to Friday rehearsals and therefore will only be scheduled once the six month window for scheduling a wedding has closed. So your wedding rehearsal will be scheduled six (6) months prior to your wedding date. When multiple weddings are scheduled we do schedule more than one rehearsal in a single day. We will not schedule a rehearsal on a day when a wedding is scheduled. Preferable rehearsal times are 5:00 pm and 6:30 pm. Friday evening wedding:

Rehearsals for Friday evening weddings are usually scheduled for Thursday, the day before your wedding.

Saturday wedding: Ordinarily we schedule a Saturday wedding rehearsal for Friday evening unless we have a Friday evening wedding.

The celebrant and wedding coordinator assigned to your wedding will conduct the rehearsal. Visiting clergy are encouraged to attend rehearsals to familiarize themselves with the worship space and the policies of the parish. Because the Church schedule is often tight, it is imperative that rehearsals begin on time with all members of the wedding party and liturgical ministers (i.e. lectors and Communion ministers) present. Without exception (!) the marriage license must be brought to the rehearsal and given to the celebrant or wedding coordinator for its proper completion.

Marriage Preparation – In-Parish Couples Only

The priest or deacon who is officiating at your wedding will be responsible for the steps of preparation for your marriage. These steps routinely include several meetings with the priest or deacon, completing paperwork, providing a newly issued Baptismal Certificate from the church where you were baptized, attending a Pre-Cana workshop or Natural Family Planning course, and a FOCCUS communication inventory. These things are pretty standard for Catholic weddings throughout the United States. Any couples who are having their weddings at Holy Cross-Immaculata must complete these requirements as directed by the priest or deacon witnessing the marriage. Be sure to meet promptly with the priest or deacon you plan to preside at our ceremony. In the event that either party in any way participated in a prior marriage, a Decree of Nullity must be provided, demonstrating that person is free to marry. A wedding date will not be scheduled until the Decree of Nullity is obtained. The priest or deacon can explain this further. The Archdiocese of Cincinnati requires that all engaged couples participate in an approved marriage preparation program. Information included in the folder you received from Holy Cross-Immaculata at your initial meeting with the priest or deacon describes the options available in the Archdiocese. If you live outside Cincinnati, check with the staff at your home parish about programs provided in your area. An original (copies are not acceptable) certificate acknowledging the successful completion of one of the programs must be supplied to the priest or deacon presiding at your wedding. Marriage Preparation Only It is standard for marriage preparation to be conducted at the church where you are being married. There are instances where the bride and groom are local but plan for their wedding to be celebrated in another city, possibly their hometown. We understand the inconvenience of traveling to



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participate in wedding preparation. In such circumstances, Holy Cross-Immaculata does offer wedding preparation for those not having their wedding at our parish. A marriage preparation fee will apply.

Music – In Parish & Out of Parish Couples

Holy Cross-Immaculata upholds the Roman Catholic Church’s guidelines regarding appropriate music for all liturgical celebrations, including weddings. All texts must be suitable for use in the liturgy, directed toward God (sacred) and be free of associations which render them inappropriate. While popular songs and secular music have no place in the wedding liturgy, they may very appropriately be sung at your wedding reception. No recorded music or accompaniment tapes may be used at the wedding liturgy. The style of music chosen should also be within the realm of what is normally used at Holy Cross-Immaculata, be it classical or contemporary. Certain parts of the liturgy are intended to be sung in a fashion in which the assembly can join: an Opening Hymn, Gloria, the Responsorial Psalm, Gospel Acclamation, Holy, Holy, Memorial Acclamation, Amen, Lamb of God, and a hymn during Communion. These, as well as other parts of the liturgy can be in Latin if desired. The congregation may also sing a recessional hymn. Solos and choral selections are typically best used as part of the Prelude or at the Preparation of the Gifts. Working with the Music Wedding Coordinator you can chose the specific music for your celebration. The parish music director has final approval about questionable music. You are welcome to suggest music of your own choosing, the parish music director can guide you with suggestions for traditional and contemporary music. Musicians (organist/pianist and cantor) for your wedding will be provided by Holy Cross-Immaculata. The musician and vocalist that will be hired for your wedding are of the highest caliber and talent. Additional musicians/vocalist hired by the bride/groom are to be compensated directly from the couple. Additional musicians/vocalist are not included in the wedding fee.

Vocalist/Soloist If you request an outside vocalist to assist our cantor that individual must audition with the parish Music Coordinator. We must be assured that the candidate is not only proficient vocally but also knowledgeable of the Liturgy to ensure their ability to participate in a manner to support the sacredness of the Mass. Once approved the wedding music coordinator will make their recommendation as to what portion the guest cantor will participate during the liturgy. If there is a disagreement the final determination will be with the presider. Guest Musicians Same requirements as vocalist apply.



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Liturgical Environment The Church at Holy Cross-Immaculata is a place of dignity and prayer; it is a privilege to enter her doors to pray. We ask that you, the wedding party, and your guests respect the Church and all other properties. Since the Roman Catholic Church follows a liturgical calendar, there will be certain liturgical symbols and decorations present during the course of the church year (e.g. Advent, Christmas, Lent and Easter). This seasonal environment is intended for all liturgical celebrations during that time of the year, including your wedding. The existing environment will not be changed or removed for your wedding. Flowers used for the wedding celebration are not merely decorative but are offered for the further honor and glory of God. We suggest that flower arrangements from your wedding be left in the church. You may choose to dedicate your flowers in memory, in thanksgiving, or in honor of a relative or friend. That information can be given to the Wedding Coordinator for publication in the parish bulletin. Any furniture, chairs, tables, displays, etc. are not to be altered or moved without approval of the wedding day coordinator or presider.

Parking and the Parish Center 1. The Holy Cross-Immaculata Parish Center is not situated to serve as a dressing area for the

bride or bridesmaids. We recommend that all bridal dressing and preparation be done before arriving at Holy Cross-Immaculata. Public restrooms in the Parish Center may be used by the wedding party for last minute touch-ups. Consider the Parish Center a place for relaxation before the liturgy. The wedding party is responsible for making sure the space is returned to the condition in which it was found and all trash is removed. Valuables are not to be left unattended in the Parish Center or anywhere on the Holy Cross-Immaculata campus. Holy Cross-Immaculata cannot be held responsible for any items missing from the Parish Center or any other area. Cell phones should be kept in vehicles and not used by the bridal party in Church.

2. Parking is limited at Holy Cross-Immaculata. There are 26 marked slots with possibility of approximately 10 extra spots when double parked. Other lots are available and some couples opt to hire a shuttle in order to transport guests from the reception facility to Holy Cross-Immaculata and back. No cars may block Guido Street or be parked on the paved walkway in front of the main entrance. If any of your wedding guests will be in need of handicap accommodations, please let us know in advance.

3. Also, be advised that on Friday and Saturday evenings, the gates to the parking lot are locked, and remain locked until 7 am. All guests from the wedding and their vehicles should clear the lot within the hour after the ceremony. Holy Cross-Immaculata does not allow any overnight parking.

If all of this seems overwhelming, it may be helpful to remember that these guidelines are the result of many years of experience celebrating the Sacrament of Marriage. Be assured that these guidelines arise out of our desire to help you prepare a wedding liturgy which will be prayerful, dignified and memorable. For any questions or clarifications, please email the office.



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Wedding Policies for Photographer

Please provide your Photographer a copy of these guidelines Normally, flowers cannot be delivered until 2 hours before the wedding.

Holy Cross-Immaculata Church or staff do not accept responsibility for the security of flowers or

other items placed in the Church or parish center prior to, during or after the wedding.

No aisle runner is permitted due to the danger of slippage on floors and fire hazard with floor

heat vent in the center aisle.

Bows may be attached to the pews with ribbon. No pins, wire, hooks or tape may be used.

Entrances to individual rows may not be cordoned off.

Flowers may be placed on the main Alar, statue pedestals, steps but may never obscure the

Ambo (pulpit), the Altar or the Celebrant’s Chair.

Flower boxes for the bridal party are to be taken to Daily Mass Chapel (door to the right of the

Sanctuary) upon delivery. The florist or family is responsible for removal of all boxes, paper and

other debris related to the flowers.

At the discretion of the couple we ask that flower arrangements be left for the weekend Liturgies

with the exception of flower arrangements placed on pews. All pew decorations or flower

arrangement being kept by the wedding couple/florist be removed immediately after the

ceremony



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Policies for the Photographer/Videographer Please provide your Photographer/Videographer a copy of these guidelines

When interviewing a photographer question them on their ability to obtain quality photographs at

a distance because due to the proximity of the photographer the majority of photos will be from the back or side of the Church.

The photographer is to check in with the Wedding Coordinator upon arrival the day of the wedding.

The photographers/videographers will not be permitted in the church until 1 hour before the wedding.

Pictures taken in the sanctuary must be finished 30 minutes prior to the start of the liturgy. After the Wedding Liturgy has concluded, pictures in Church need to be concluded within the time frame listed in the Wedding Policies, section “Wedding Day Schedule” (page 2). The church must be clear by the designated times to accommodate other scheduled weddings, times of prayer and reflection, confession, and Mass.

The liturgical environment is not to be altered in order to accommodate the photo shoot. No liturgical furnishings, e.g. candles, chairs, etc., are to be removed. Tape is not to be used on the walls and floors.

The Church is a house of worship at all times, and is to be respected as such during the photo shoot. Dress and behavior should be respectful. Posed photos in church are not to be suggestive or comedic.

The photographer is permitted in the front pew only during the processional. After the processional the photographer must leave the front pew to the allowed areas.

During the wedding celebration the photographer is permitted in the back of Church, the Choir loft and the side aisles up to the second pillar from the front. The photographer is not permitted down the middle aisle or in front pews during the celebration.

The sacristy, (clergy vesting area) is not available for photography session before or after the wedding.

The use of flash photography during any liturgical celebration, including weddings, is prohibited. When selecting your photographer please consider the limitations of photography inside the Church. Photographers are not permitted to detract from the Liturgy by taking shots in or near the altar area. They are to be discreet.

Videographers are asked not to plug into the Church sound system. See the Wedding Coordinator for use of outlets. Due to the age of the wiring, some outlets may

trip the circuit breaker. Unfortunately, those photographers/videographers who disregard these expectations will be warned, and if the behavior persists will be asked to leave the premises, placed on a list to bann from further engagements at the Holy Cross-Immaculata church. The staff will be happy to recommend vendors who adhere to our policies ]



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Wedding Preparation Timeline At least 6 months prior to the wedding ____ Contact parish office ____ Call for an appointment with Father or a member of his staff (Note: if you plan on another priest or deacon officiating, you will want to meet

with him at this time. Let us know who this is. We must have the name and confirmation from the outside clergy who will be officiating before reserving the date.

____ Pay wedding fee or establish wedding payment plan ____ Set wedding date ____ Begin service hours ____ At your initial meeting with Father (or other clergy working with you) will give

you a M1 questionnaire. The Bride and Groom will each separately answer each and return them to the parish office via email or to the church office within one month.

____ Complete online FOCCUS Instrument and have two meetings with FOCCUS couple.

____ Attend NFP, PreCana, Engaged Encounter or other suitable marriage preparation (see attached handout for more information).

3 to 6 months prior to the wedding ____ Call for Baptismal Certificate ____ Submit request for additional musicians (optional) ____ Complete archdiocesan paperwork with celebrant ____ Complete required service hours ____ Six months prior to wedding date contact parish office to schedule

wedding rehearsal. -------- Six months prior to wedding date all wedding fees are paid

1 to 3 months prior to the wedding ____ Discuss musical options with Music Department ____ Submit plan from florist and photographer ____ Final appointment with celebrant ____ Finalize liturgy plan with celebrant.

During final 30 days ____ Obtain Marriage License from County Clerk’s Office ____ Notify all those who need to attend Rehearsal of date and time (including Wedding party, lectors, communion ministers and parents). ____ Bring to Rehearsal: Marriage License, written list of procession order, Prayers

of the Faithful and a copy of the program.



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Sacrament of Marriage Celebrant

Dear Reverend/Deacon,

A couple has informed us that they have contacted you and requested you perform their wedding at our parish. It is expected that you will celebrate the marriage ceremony and unless otherwise arranged, conduct all marriage prep for the couple as well as obtaining all required documents. Please submit the entire marriage file to Holy Cross Immaculata at least three weeks prior to the wedding date. The purpose of this letter is to confirm that you will indeed celebrate their marriage and therefore requesting that Fr. Bacon grant delegation to you. To that end, please complete the following: Date of Wedding: _________________Time:________ Name of Bride: First______________________ Middle ___________________ Last __________________________ Name of Groom: First______________________ Middle ___________________ Last __________________________ Name of Priest: _______________________________________________ With the Archdiocese of *________________________________________ *If not with Archdiocese of Cincinnati please attach copy of your Letter of Faculties issued by your Archdiocese

Parish/Assignment: ______________________________________________________ Address: __________________________________________________________________________ __________________________________________________________________________________ Phone: _______________________________ Email: ______________________________________ Priest Signature: _________________________________________ Thank you for sharing your time to help this couple celebrate the sacrament of marriage. Holy Cross-Immaculata Wedding Staff If you require additional information, please call the parish office. For your convenience we have attached a copy of our Wedding Policies.



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