Effective Date:
Part I – Facility Rental Policy Overview
Policy Purpose
This policy ensures that the facilities of [Church Name] are well-managed and utilized in a manner consistent with the church’s values and beliefs, as formally stated in the [Church Name] Statement of Faith, Purpose, Vision, Mission, and Core Values (accessible at [generic link]).
[Church Name] seeks to serve as a place of transformation and community connection, making its facilities available to members, adherents, and the local community, subject to certain guidelines that align with the church’s values and beliefs. Facilities are available for use by church staff and members, as well as by non-members with a reference from a church member.
Rental fees are structured to keep the facility as accessible as possible while ensuring that [Church Name] meets its obligations as a charitable organization. While fees may be prohibitive to some, this policy seeks to balance accessibility with responsible stewardship of church resources.
All facility rentals are subject to the terms and conditions outlined in this policy, which supersedes any pre-existing rental policies.
Part II – Prioritization for Facility Use
Requests for facility use will be considered in the following order of priority:
- Church-Sponsored Events – Activities scheduled and supervised by church staff or volunteers.
- Weddings and Funerals – Subject to approval by the pastoral team.
- Not-for-Profit and Charitable Groups – Organizations with purposes aligned with the church’s values and beliefs that comply with the designated charitable purposes of the church.
- Private and For-Profit Groups – Individuals or groups whose activities do not conflict with the church’s values and beliefs.
Notes:
- Not-for-profit groups may be charitable or non-charitable but must exist primarily for the benefit of their members or the public.
- Similar purposes refer to organizations whose values and beliefs align with those of [Church Name].
Part III – Standard of Conduct for Facility Use
This Standard of Conduct is intended to reflect the commitment of [Church Name] to biblical principles in all aspects of facility use. Renters and guests must agree that final authority on acceptable conduct within church property rests with the church leadership.
All renters and guests must adhere to the following:
- Respect the property of the church and others. Comply with all local safety and occupancy ordinances, including fire, parking, and overcrowding regulations.
- Demonstrate respect, love, and consideration for others in all activities conducted on church premises.
- Refrain from engaging in or promoting activities contrary to the biblical teachings upheld by [Church Name]. This includes, but is not limited to:
- Activities promoting practices inconsistent with the church’s values and beliefs.
- Drunkenness, harassment, dishonesty (including cheating or stealing), gambling, or the viewing/distribution of pornography.
The church reserves the unconditional right to refuse or revoke facility use if activities conflict with its values and beliefs.
Part IV – General Terms of Facility Rental
All renters must agree to and abide by the following:
Rental Agreement:
- A rental application form, once approved by church leadership, constitutes the entire contract between parties.
Damage Deposit & Liability:
- A refundable $300 damage deposit may be required. The church may withhold part or all of the deposit in the event of damage or misuse. Any damage must be reported to the church office.
- Renters are fully responsible for any damages or harm caused to the property or individuals during the rental period.
Facility Access & Restrictions:
- Access is limited to the areas specified in the rental contract.
- Restricted areas must not be entered or used.
Cleaning & Setup:
- Renters must clean all areas used before vacating (e.g., sweeping, wiping surfaces, removing trash).
- Tables, chairs, and other furniture must be returned to their original positions.
- Decorations must be removed before leaving.
Decorations:
- No tacks, staples, or other fasteners may be used on church property. Only removable adhesives (e.g., Sticky Tac) are allowed.
- Confetti, rice, rose petals, and similar items are prohibited indoors and outdoors. Soap bubbles may be used outdoors only.
Equipment & Technology:
- Musical instruments and electronic equipment may not be used without prior written authorization.
- Lighting and sound systems may only be operated by designated trained personnel provided by the church.
Cancellations & Refunds:
- The church reserves the right to cancel any rental at its discretion. Deposits may or may not be refunded, depending on the circumstances.
- Renters who misrepresent themselves in the rental contract may be denied access or evicted.
- If a renter cancels their booking within seven days of the event, the church may retain part or all of the deposit.
Parking & Safety:
- Parking is permitted only in designated areas. Vehicles must not block entrances.
- The church is not liable for loss or damage to personal property.
Prohibited Activities & Items:
- Alcohol and illegal drugs are strictly prohibited on church premises.
- Smoking (including vaping) is not allowed inside the facility.
- Sale of products/services is prohibited unless approved in writing by the church office.
- Renters must ensure that children present during the event are properly supervised at all times.
Weddings & Funerals:
- Wedding ceremonies must be officiated by staff members of [Church Name] or approved clergy ordained by [denomination].
- Weddings held at [Church Name] must conform to the biblical definition of marriage as a covenant between one man and one woman.
- Families may request an external officiant for funerals, but a church representative must be allowed to offer a Word of Condolence during the service.
Indemnification & Insurance:
- The renter agrees to indemnify and hold harmless [Church Name], its board, staff, and members from any claims arising from the event.
- Renters must provide proof of event insurance coverage of at least $2,000,000, listing [Church Name] as the facility owner.
Compliance Responsibility:
- Renters are responsible for informing all attending guests of applicable policies.
By signing the rental agreement, the Renter acknowledges and agrees to comply with the above policies and all terms outlined herein.
For further details on our values and beliefs, please refer to our Statement of Faith at [generic link].
[Church Name]
[Church Address]
[Church Contact Information]