The Guidelines for How to Write a Church Rental Policy

Church rental policies ensure that church facilities are used effectively.

Some churches are able to generate revenue by renting their rooms and facilities for functions such as weddings, receptions, community meetings, and social events. A church rental policy determines how the premises can be used, the venue’s occupancy limitations, restrictions and the cost involved. A written church rental policy ensures that both church administrators and renters understand the church policies that govern the rental event.

Instructions

1. Explain the scope of the church rental policy. For example, indicate what areas will be made available and what private functions are permitted at a reasonable cost.

2. Create a rental agreement or form that applicants sign and return to church administrators within a specified time frame, such as one week before the event. When applicants are given a rental agreement, include a list of rules and regulations, if available. For example, some churches insist that the rental parties be present during the entire meeting or function.

3. Identify the personnel who are involved in the rental process, such as the person who approves or rejects applications and the administrators who investigate claims of damaged or missing property. Determine if the rental policy will require the presence of a church official such as a sexton, and the cost associated with his attendance of the event. The cost can be paid when the applicant pays the rental fee.

4. Specify a time limit for social functions and create a policy that deals with possible extensions. The church may choose to add a policy to allow time extensions to renters with written permission from church officials, or charge an additional overtime fee for a stipulated time period, such as by the half hour.

5. Establish the costs of facilities and determine whether non-parishioners should be charged more. Combine facilities into categories if needed, such as the kitchen and meeting hall, or the meeting hall on its own.

6. Determine if church policy requires a mandatory security or rental deposit for rooms. Decide the amount, when the payment needs to be made, if the deposit is non-refundable or will be returned if the facility is in good order after the event. Specify conditions under which a rental or security deposit will be returned, such as a cancellation two or more weeks before the event date.

7. List the maximum number of people allowed in each room and establish a policy that lists the consequences of renters violating occupancy requirements. Church administrators can outline policies such as terminating the event immediately, and retaining the right to refuse the renter’s application for the room in the future.

8. Establish a policy on alcoholic beverages. Specify what drinks are allowed, if any, and which alcoholic beverages are prohibited.

9. Add stipulations regarding social events with attendees that are under the age of 21, such as the need for chaperones at the event and a ban on alcohol.

References

• Grace Church: Statement of Policy, Rental of Room/Facilities
• Holy Temple Apostalic Church: Facility Use Policy