Church Facility Use Agreement Template
For church facility managers and administrators · 8 min read
Why a Handshake Is Not Enough
Something happens when a non-member group asks to use your building. You want to say yes — the building represents your ministry to the community, and opening the doors is one of the most practical ways to live that out. But if you've been doing this long, you've also learned what happens when "yes" comes without paperwork: a damaged fellowship hall, a misunderstanding about fees, a cleanup crew that showed up to chairs still in the wrong room.
It's not just outside groups. Member ministries hosting their own events, recovery programs meeting on weeknights, community organizations using your gymnasium — all of these benefit from a written agreement. Not because you don't trust people, but because clarity protects the relationship. When both parties know exactly what's expected before anyone sets foot in the building, there's almost nothing left to argue about after.
This post includes two templates: a full facility use agreement covering everything that matters, and a shorter facility request form for initial intake. Both are formatted for print and ready to adapt for your church's specific policies. They're written in plain language so people actually read them.
Who Should Sign One?
Any group using your facility for a purpose or at a time outside normal church programming should have one signed before the event:
- External organizations renting your gymnasium, fellowship hall, or classroom space
- Community groups that meet regularly — AA, Boy Scouts, tutoring programs, homeschool co-ops
- Member ministries hosting their own events outside of normal service programming
- Private events — wedding receptions, baby showers, graduation parties, quinceañeras
- Outside ministries or parachurch organizations using your space for conferences or retreats
The right tone when asking is simple: "We ask everyone who uses the building to fill out our facility use agreement — it just makes sure we're both clear on expectations." Most people expect it and appreciate the professionalism.
What Your Agreement Should Cover
A complete facility use agreement addresses ten areas. Each one exists because something went wrong somewhere without it.
1. Parties and Contact Information
Who is signing, their relationship to the church, and the primary contact for the event. If it's an organization, get the individual's name too — organizations can't be held responsible, people can.
2. Space and Schedule
Which rooms or areas they're using, the dates and times — and be specific about setup and breakdown time, not just event time. If they need the room from 4pm but the event starts at 6pm, the agreement should say 4pm.
3. Permitted Use
What the space will be used for. This matters because your insurance coverage may vary by event type, and you want to prevent someone renting a room for a purpose you wouldn't approve if asked directly.
4. Fees and Deposits
What they owe and when. Whether you charge a rental fee, ask for a voluntary donation, or offer the space free to certain groups — the agreement should state it clearly. Specify whether a deposit is required and the conditions for refund.
5. Setup and Cleanup
Who moves furniture, where it goes back, what "cleaned up" means, when the space needs to be returned to its original condition. This is where most conflicts happen. The more specific, the better.
6. Damage and Liability
The user is responsible for damage caused by them, their guests, or their vendors. The church is not liable for injury or loss of personal property during the event. Both statements should be explicit.
7. Minor Supervision
If children will be present, who is responsible for supervising them? Does the church's child protection policy apply? Must the user provide their own background-checked volunteers?
8. Church Conduct Standards
What is and isn't allowed on the property: no alcohol, no smoking, food only in designated areas, parking rules, noise levels. Whatever your church's standards are, put them here so there's no ambiguity.
9. Insurance
For larger external events, many churches require the group to carry event liability insurance. Event policies are inexpensive — typically $75–150 per event — and protect both parties. You can require a certificate of insurance before confirming the booking.
10. Cancellation
What happens if they cancel with short notice? What happens if the church cancels due to weather or emergency? What notice is required for a full deposit refund? Decide your policy before it comes up.
Facility Use Agreement — Full Template
The template below covers the ten areas described above. Replace everything in brackets with your church's information. The square-lined fields represent blank lines for handwritten signatures and dates on a printed form.
[Your Church Name] — Facility Use Agreement
Parties
This Facility Use Agreement ("Agreement") is entered into between [Church Name], located at [Address] ("Church"), and the individual or organization named below ("User").
User / Organization Name:
Primary Contact:
Phone:
Email:
Relationship to Church: ☐ Member ministry ☐ External organization ☐ Private event ☐ Other: ____________
Section 1 — Space and Schedule
Space(s) Requested:
Event Date(s):
Setup begins: ____________ Event begins: ____________ Event ends: ____________ Cleanup complete by: ____________
Estimated Attendance:
Section 2 — Permitted Use
Description of Event / Purpose:
User agrees that the space will be used only for the purpose described above and for no other purpose without prior written approval from the Church.
Section 3 — Fees and Deposit
Facility Use Fee:
Refundable Security Deposit:
Payment due: ☐ At signing ☐ [X] days before event ☐ Other: ____________
The security deposit will be refunded within [X] business days after the event, provided the space is returned in its original condition and all terms of this Agreement have been met. Deposit may be withheld in whole or in part to cover damage, excessive cleaning, or violations of this Agreement.
Section 4 — Setup and Cleanup
User is responsible for setting up and restoring the space to its original configuration before leaving. This includes:
- Returning all furniture to its original placement
- Removing all trash to designated outdoor receptacles
- Cleaning all surfaces, countertops, and sinks used
- Vacuuming or sweeping as needed
- Returning any equipment or supplies borrowed from the Church
If the space is not returned in its original condition, the Church may deduct cleaning or restoration costs from the security deposit. A Church staff member or representative may inspect the space before the deposit is returned.
Section 5 — Damage and Liability
User assumes full responsibility for any damage to the Church facility, equipment, or property caused by User, User's guests, or User's vendors during the period of this Agreement. User agrees to report any damage to Church staff immediately.
The Church is not responsible for personal injury, illness, or loss of personal property sustained by User or User's guests during the event. User agrees to indemnify and hold the Church harmless from any claims arising out of User's event.
Section 6 — Minor Supervision
If minors will be present at the event, User agrees to provide adequate adult supervision at all times in accordance with [Church Name]'s child protection policy. User certifies that all adults supervising minors during this event have undergone background checks as required by the Church or User's own organization.
Minors supervised: ☐ Yes ☐ No If yes, approximate number: ____________
Section 7 — Conduct Standards
User agrees to the following conduct standards for the duration of this Agreement:
- No alcohol or illegal substances on Church property at any time
- No smoking or vaping anywhere on Church property
- No weapons on Church property (unless required by licensed security)
- Food and beverages are permitted only in approved areas: ____________
- Music and amplification must conclude by: ____________
- All guests must remain in the reserved spaces and approved access areas only
- Parking is available in the designated lot(s) only
The Church reserves the right to immediately terminate this Agreement and require User to vacate the premises if any conduct standard is violated.
Section 8 — Insurance
☐ Insurance required ☐ Insurance not required for this event
If required: User must provide a Certificate of Insurance evidencing general liability coverage of at least $1,000,000 per occurrence, naming [Church Name] as an additional insured, no later than [X] days before the event. Failure to provide proof of insurance may result in cancellation of this Agreement.
Section 9 — Cancellation
Cancellation by User: Cancellations made [X] or more days in advance will receive a full refund of the deposit. Cancellations made with less than [X] days notice will forfeit the deposit. The facility use fee, if paid, will be refunded in full for cancellations made [X] or more days in advance.
Cancellation by Church: The Church reserves the right to cancel this Agreement for reasons including weather emergencies, facility damage, or scheduling conflicts. In the event of cancellation by the Church, all fees and deposits paid will be refunded in full.
Section 10 — General Terms
This Agreement constitutes the entire understanding between the parties regarding the use of Church facilities for the event described above. User may not assign or transfer this Agreement. Use of the Church facility does not imply endorsement of User's organization, event, or purposes by [Church Name].
Signatures
User
Signature:
Printed Name:
Date:
Church Representative
Signature:
Printed Name:
Date:
Facility Request Form — Intake Template
Before the agreement comes the request. A simple intake form lets groups tell you what they need so you can decide whether to approve it and what terms to apply. Keep this short — four to six fields. If they pass the intake review, then you send the full agreement.
[Your Church Name] — Facility Request Form
About Your Group
Organization / Group Name:
Contact Name:
Phone:
Email:
Relationship to church: ☐ Active member ☐ Member ministry ☐ External organization ☐ No affiliation
About Your Event
Event Name / Purpose:
Preferred Date(s):
Estimated time needed (including setup/breakdown): ____________
Estimated Attendance:
Spaces needed: ☐ Sanctuary ☐ Fellowship Hall ☐ Gymnasium ☐ Classrooms ☐ Kitchen ☐ Outdoor ☐ Other: ____________
Will minors be present? ☐ Yes ☐ No
Will food or beverages be served? ☐ Yes ☐ No
Additional Notes
Equipment or setup needs (AV, tables, chairs, etc.):
Submitting this form does not guarantee facility availability. A church representative will follow up within [X] business days. Approved requests require a signed Facility Use Agreement before the event is confirmed.
Making It Part of Your Process
The form and the agreement only work if they're part of a consistent process. That means every request goes through the intake form — no exceptions, even for longtime members who just want to use the fellowship hall for a family gathering. The moment you make exceptions, people expect them, and the agreement loses its meaning.
Keep signed agreements on file for at least three years. If a damage claim or dispute comes up months later, you want the signed agreement accessible without digging through a filing cabinet. Digital storage — even a simple shared drive — beats paper.
If your church handles multiple facility requests per month, a work order or request tracking system makes it much easier to know what's been submitted, approved, and scheduled without managing it all through email threads.
Track Every Facility Request in One Place
Steward My Church helps church facility managers manage work orders, room requests, and maintenance tasks without the back-and-forth email chains. Built for churches. Free trial, no credit card.
Start Free Trial