Many communities struggle with a shortage of public space in which to hold meetings, events, and offer education. These communities often view local churches and their facilities as accessible and welcoming places that meet their needs. When it comes to such use, however, church leaders often are challenged to develop consistent facility policies and practices. Yet careful building use can be an excellent form of congregational stewardship, providing hospitality and, in some cases, evangelistic opportunities.
Five factors demonstrate why churches need up-to-date policies and practices on facility use.
1. Coordination. There is a limited amount of space in a church. Some rooms are more appealing than others for different groups. Does the church want its ministries to have priority over outside organizations in facility use?
2. Responsibility. Churches need to define the who, what, when, and how of facilities use. How much space preparation must be done by church staff? How much by users? How will the space be protected from damage? Who does what in cleaning up and returning the space to the best condition? What happens when space is misused or damaged?
3. Cost. Who pays for facility use? How much for which space – and for how long? Are there different rates for members (if any cost) than for non-members? Between individuals and organizations?
4. Liability. What happens when there is physical damage? Personal injury? How are repairs made? How and when are damages assessed? How does the church protect itself against liability claims? When must users provide proof of insurance?
5. Security. Who oversees the safety of the building, its contents, and the people on the property at any given time?
Well-developed policies regarding the use of church facilities create a clear understanding between church leaders and users of the facilities – critical to good relationships with members and non-members alike. They also help to limit the church’s exposure to property damage and injury claims should something go wrong in the use of the facilities.
–Excerpted from the article “How to Manage Church Facility Use,” by John Throop, in the Building Church Leaders download, “Best Church Practices: Church Facilities Management.” To purchase this download, which includes samples of forms, policies, and procedures, click here.
