Your building is a gift from God and a liability if the wrong group uses it without the right agreements in place. This policy protects your facilities, your insurance, and your mission — while still keeping your doors open to the community.
**[CHURCH_NAME]** **Effective Date:** [EFFECTIVE_DATE] **Policy Owner:** [FACILITIES_MANAGER] **Review Date:** [REVIEW_DATE] ---
The facilities of [CHURCH_NAME] are provided by God through the generosity of our congregation. We make these spaces available for ministry activities and, where appropriate, for community use — as a practical expression of our mission to serve and bless our wider community. This policy governs the use of all church facilities including [FACILITIES_LIST]. It applies to church ministry groups, congregation members, and external organisations. ---
### 2.1 Primary Church Use The following spaces are reserved primarily for church ministry activities and require leadership approval for external bookings: - Main auditorium / sanctuary - [OTHER_PRIMARY_SPACES] ### 2.2 General Use Spaces The following spaces may be made available for member and external bookings subject to availability: - [GENERAL_SPACES] ---
### 3.1 How to Book All facility use — including ministry team bookings — must be formally reserved: 1. Submit a Facility Request Form to [FACILITIES_MANAGER] at [FACILITIES_EMAIL] or in person at [FACILITIES_OFFICE] 2. Include: date(s), times, space required, expected attendee numbers, nature of the event, and any technical/equipment requirements 3. Allow a minimum of [BOOKING_LEAD_TIME] days notice for standard bookings 4. Allow a minimum of [LARGE_EVENT_LEAD_TIME] days notice for large or complex events (over [LARGE_EVENT_THRESHOLD] people or requiring significant setup) ### 3.2 Approval Process - Ministry team bookings: Approved by [FACILITIES_MANAGER] - Member personal use (e.g. memorial services): Approved by [FACILITIES_MANAGER] with pastoral awareness - External group bookings: Require approval from [SENIOR_APPROVER] - Any event where alcohol will be present: Requires approval from [SENIOR_APPROVER] ### 3.3 Booking Confirmation Bookings are only confirmed upon receipt of: 1. A signed Facility Usage Agreement (for external groups) 2. Payment of required deposit (if applicable) 3. Proof of insurance (for external groups — see Section 7) ---
### 4.1 Approved Uses - Church ministry events and programmes - Congregation member life events (funerals, baby showers, wedding receptions for members) - Community outreach and charity events consistent with the church's values - Educational programmes and tutoring - Support groups (subject to pastoral approval) - Events by Christian organisations aligned with [CHURCH_NAME]'s values ### 4.2 Prohibited Uses The following uses are not permitted under any circumstances: 1. Events that conflict with [CHURCH_NAME]'s statement of faith or values 2. Political party fundraising, campaigning, or voter registration drives 3. Commercial activities that primarily benefit an external business 4. Events involving gambling, adult entertainment, or activities inconsistent with Christian ethics 5. Events where illegal activities may occur 6. Sub-letting or re-hiring the facility to a third party without express written approval 7. Use of the facility by a group that has previously violated this policy ---
### 5.1 Ministry Team Use Ministry teams of [CHURCH_NAME] may use facilities at no charge for ministry-related activities. ### 5.2 Member Personal Use Fees for member personal use (e.g. baby showers, memorial services): | Space | Rate | |-------|------| | [SPACE_1] | [SPACE_1_FEE] | | [SPACE_2] | [SPACE_2_FEE] | | [FULL_FACILITY] | [FULL_FACILITY_FEE] | A pastoral discretion waiver may be granted for exceptional circumstances by [SENIOR_APPROVER]. ### 5.3 External Group Use External groups are charged at the following rates: | Space | Rate | |-------|------| | [SPACE_1] | [EXTERNAL_SPACE_1_FEE] | | [SPACE_2] | [EXTERNAL_SPACE_2_FEE] | | [FULL_FACILITY] | [EXTERNAL_FULL_FEE] | Fees are subject to annual review. Ministry discounts may be offered at the discretion of [SENIOR_APPROVER]. ### 5.4 Refundable Deposit A refundable deposit of [DEPOSIT_AMOUNT] is required from external groups. The deposit is returned within [DEPOSIT_RETURN_DAYS] days after the event, subject to the facility being returned in satisfactory condition. ---
### 6.1 Setup - Access for setup begins no earlier than [SETUP_ACCESS_TIME] before the event - All furniture arrangements must be approved in advance - Nothing may be attached to walls, ceilings, or fixtures without prior approval (no tape, adhesives, or nails) - Equipment use (sound, lighting, data projectors) must be arranged in advance and operated only by trained persons or church-approved staff ### 6.2 Cleanup - The facility must be left in the same condition it was found - All rubbish must be removed or placed in designated bins - Furniture must be returned to its original arrangement - Facility must be vacated by [VACANCY_TIME] after the scheduled end of the event ### 6.3 Failure to Clean Up A cleaning fee of [CLEANING_FEE] will be charged if the facility is not returned to a clean and orderly condition. This will be deducted from the deposit for external groups or invoiced to internal teams. ---
### 7.1 Damage The booking party is responsible for any damage to church property, equipment, or facilities caused during their event. Damage costs will be assessed by [FACILITIES_MANAGER] and invoiced accordingly. ### 7.2 Insurance — External Groups External groups must provide proof of public liability insurance with a minimum cover of [INSURANCE_MINIMUM] before their booking is confirmed. [CHURCH_NAME] accepts no liability for injury or damage arising from an externally hosted event. ### 7.3 Insurance — Church Events [CHURCH_NAME] maintains public liability insurance for its own ministry events. Staff and volunteers are covered under this policy when acting within the scope of their ministry role. ---
1. Physical keys or access codes may be issued only by [FACILITIES_MANAGER] 2. Keys may not be duplicated or shared without authorisation 3. Keys must be returned immediately after the event or when access is no longer required 4. Lost keys must be reported immediately to [FACILITIES_MANAGER] 5. Access may be revoked at any time if this policy is violated ---
1. Catering is permitted in designated areas only: [CATERING_AREAS] 2. No food or beverages in the main auditorium without prior approval 3. Alcohol is not permitted on the premises except with express written approval from [SENIOR_APPROVER] for specific events (e.g., communion) 4. All catering waste must be removed immediately after the event ---
- Cancellation more than [CANCEL_NOTICE_DAYS] days in advance: Full deposit refund - Cancellation within [CANCEL_NOTICE_DAYS] days: Deposit forfeited; no additional charge - No-show without notice: Full fee charged ---
Violation of this policy will result in: - Immediate termination of the booking - Forfeiture of deposit - Potential ban from future facility use - Costs for any damage or additional cleaning ---
Contact [FACILITIES_MANAGER] at [FACILITIES_EMAIL] or [FACILITIES_PHONE] for all facility enquiries. --- *[CHURCH_NAME] — Facility Usage Policy — Effective [EFFECTIVE_DATE]*