Beyond Sunday: Welcoming the Community into Your Church Spaces

The role of churches continues to evolve as more embrace that they are not just the spiritual home for members — but also community hubs for the world around them. In response, many choose to offer their facilities for outside use to individuals and organizations that may or may not be a part of their congregation. A host of considerations, both spiritual and practical, come to the forefront and should be addressed to protect all parties involved. The decision to welcome external groups into these sanctuaries requires careful thought and a well-rounded understanding of the potential implications.

Protect Your Ministry and Practively Address Challenges

Churches that choose to make facilities available to groups outside of their congregation do not have to limit potential activities to those religious in nature. From local community gatherings and intimate family occasions like weddings and birthdays to service-oriented meetings and athletic events, your facilities can transform into versatile venues for a medley of purposes. Grounding your decision-making in a clear understanding of the following pivotal insights is essential. By doing so, you not only protect the core of your ministry but also proactively address any challenges that might emerge from this new venture.

Dedicate a person (or team) to oversee all facility use requests and concerns.
Create and ratify your facility use policies and procedures now. Having this outlined proactively allows you to decline certain groups whose intentions may not align with your ministry — without putting your ministry at risk for discrimination. Seek legal counsel in addition to your church board/elders/decision-makers.
Make sure you have liability insurance to protect your church from lawsuits, liabilities and losses.
Decide whether to charge for the facilities and, if so, how much. Should you set a fee or ask for donations to cover the cost of utilities? Consult your legal and financial experts to navigate church income and tax reporting concerns.
Designate the rules for use of the facility that everyone must follow.
Rules should address everything from no alcohol or tobacco use to having enough adults to supervise children.
Develop procedures to report accidents that occur on the premises.

Note: Once you establish policies and procedures for facility use of your church, be consistent with all facility use and be diligent to keep thorough documentation.

Create a written application for use of the facility, including an indemnity waiver. The application should include the following information:
Who can use the facility (contact information)
Which facilities will be in use
Services to be rendered
Dates of use
Associated costs
Rules while the facility is in use
An agreement to restore, repair and/or replace any damaged property
An agreement to indemnify and hold harmless your church for any claims arising from the use of facilities
It is recommended that you require and obtain evidence of liability insurance from all applicants external to your church. The applicant should also name your church as an additional insured entity and provide a certificate of insurance as proof.
Provide procedures to report accidents and require that any incident be immediately reported to an appointed church representative.

Welcome with Care

Embracing the role of a community hub alongside a spiritual sanctuary is a bold step — one that requires careful consideration and adaptability. Churches are more than just a place to meet on Sunday — they’re becoming gathering points that fulfill a spectrum of functions throughout the week. While rolling out the welcome mat, keep a good grip on the balance between the sacred and the practical. Read more about community use of church facilities. If you have further questions about how to protect your ministry, please reach out to our GuideStone Property and Casualty^® team today.

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Property and Casualty