Rentals

• Rentals
• Rental Fees
• Sponsorship Levels for Rentals or External Events Framework
• Rental or External Event Decision Matrix
• Rental Workflow Process
• Event Sponsorship Levels at Foothills Unitarian Church for Prospective Renters
• Building Use Policies for Outside Renters
• Employee Use of Church Spaces Policy

Rentals

For non-church groups, the person applying for use of space shall be responsible for the facilities to complete all of the required activities set forth on the Building User Agreement and Checklist. The building attendant will provide guidance as needed but is not responsible for setup or cleanup. Building attendant will be responsible for lockup.

Political parties may use the church’s facilities for caucuses. A building use donation is requested. 

Weddings and memorials held in our facility will be conducted by one the ministers OR a minister/officiant approved by the ministers.

Repeat use (weekly or monthly) by member or non-member to be negotiated.  Repeat or recurring use by a for-profit group will not be allowed due to the Church's 501c3 status.  Occasional use by a for-profit group is allowed.

The Board may allow certain entities such as schools or daycare centers to lease portions of the religious education building on a long-term basis. When negotiating lease agreements, these uses shall be considered by the Senior Minister on a case-by-case basis. 

 

Rental Fees

All fees charged shall be reasonable and shall be reflective of the church’s cost in allowing the use of the facilities.  For purposes of this policy, “use” is defined as ”per ½ day” and/or “per day”. 

Weddings, wedding receptions, anniversary parties, memorial services, and similar events provided to members will be considered normal and traditional uses of the church by its members, and the only fee charged for such events will be for sound technicians or other direct staff costs.  

Custodial services fee for use of facilities: will be $35.00 per hour if not returned to its original condition.  This will be deducted from the deposit if necessary.

A building attendant will be required at $25 per hour for all non-member/non-Foothills Unitarian Church events. The Church Administrator can authorize the building attendant to be present at only the beginning and end of a building use as opposed to the full extent of the use.

Sound System Use: Only a church-trained and approved technician may operate the sound system. 

• $25 for setup and leave

• $50 for setup & 1 hr for sound tech and 

• $25 per hr for each additional hour

• $75 for setup, rehearsal and 1 hr sound tech.

All security deposits shall be retained until an inspection of the premises following the event has been concluded and all keys have been returned to the church. The church retains the right to deduct from the security deposit cleaning charges or other expenses incurred by the church as a result of the use of the facilities.

Sponsorship Levels for Rentals or External Events Framework

Sponsorship Levels for Rentals or External Events Framework

This framework outlines six sponsorship levels for rentals or external events at Foothills Unitarian Church. Each level includes definitions, descriptions of what is provided, the associated costs to the church, and considerations for opportunity cost, staff involvement, and building use.

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1. No Sponsorship

Definition: The event organizer pays the full market rate for building use, with no additional services, discounts, or promotional efforts by the church.
Provided Services:

• Access to the reserved space(s) as-is.
• Basic building use instructions provided beforehand.
• No setup, reset, or staff support.

General Cost to the Church:

• Opportunity Cost: Minimal, as no staff resources are required beyond building access coordination.
• Staff and Building Use Cost: Key issuance or access management only (~15-30 minutes of admin time for scheduling and communication).

Ideal For: Events unrelated to church mission or values, or where the organizer prefers no involvement from the church beyond basic building use.

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2. Promotional Only

Definition: The church offers strategic promotional support for an external event without providing building access, staff involvement, or other logistical support.
Provided Services:

• Inclusion in the church’s promotional channels, such as newsletters, social media, and bulletin announcements.
• Strategic guidance to align promotional efforts with the event’s goals (if applicable).

General Cost to the Church:

• Opportunity Cost: Low, as no building or staff resources are used, but communication space is allocated.
• Staff and Building Use Cost: Minimal (~30 minutes to 1 hour for promotional coordination).

Ideal For: Events or initiatives that align with church values or mission and would benefit from community visibility but do not require physical resources or staff support.

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3. Turn-Key Building Use

Definition: The event organizer is provided access to the building as is, with no additional setup, reset, or staff involvement beyond providing building access.
Provided Services:

• Access to the reserved space(s) as-is.
• Basic building use instructions provided beforehand.

General Cost to the Church:

• Opportunity Cost: Minimal, as no staff resources are required beyond building access coordination.
• Staff and Building Use Cost: Key issuance or access management only (~15-30 minutes of admin time for scheduling and communication).

Ideal For: Self-sufficient organizers who need a simple, clean space with no modifications.

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4. Building Use + Minimal Setup

Definition: Includes access to the building with minor setup/reset (less than one hour total). May also include a short AV training session if the organizer will self-manage the AV system.
Provided Services:

• Access to the reserved space.
• Minimal setup/reset by staff (e.g., arranging chairs, small table adjustments).
• Optional AV training (~30 minutes).

General Cost to the Church:

• Opportunity Cost: Low, but slightly more due to staff time allocation for setup/reset.
• Staff and Building Use Cost: 1-1.5 hours total (setup/reset + optional AV training). Includes basic utilities and building wear-and-tear.

Ideal For: Events needing minor preparation, such as meetings, workshops, or community gatherings with light AV requirements.

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5. Discounted Rate

Definition: The church offers a discounted rental rate to support events that align partially with church values or mission. No staff involvement or promotional support is included.
Provided Services:

• Access to reserved space(s) as-is or with minimal setup (similar to Levels 1 and 2).
• Discounted rental rate.

General Cost to the Church:

• Opportunity Cost: Low, depending on staff time allocation and utility use.
• Staff and Building Use Cost: Minimal (~1-2 hours total for admin, setup/reset).

Ideal For: Mission-aligned events where cost might be a barrier for organizers, such as nonprofit gatherings or small community events.

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6. Event Management

Definition: Requires church staff to manage and oversee the event, ensuring all building and technical aspects are handled during the event.
Provided Services:

• Staff presence on-site throughout the event.
• Setup/reset of spaces as needed.
• AV setup and management during the event.
• Troubleshooting any issues that arise.

General Cost to the Church:

• Opportunity Cost: Moderate, as staff time is committed to the event, limiting availability for other tasks.
• Staff and Building Use Cost: ~4-6 hours of staff time (setup, event management, reset). Includes utilities, wear-and-tear, and AV system usage.

Ideal For: External events requiring more hands-on support, such as performances, conferences, or weddings.

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7. "As if Internal" Event

Definition: The church assumes full responsibility for the success of the event, integrating staff at a deep level to plan, promote, and execute as though it were a church-sponsored event.
Provided Services:

• Comprehensive event planning and coordination by church staff.
• Full AV support, including advanced technical needs.
• Setup and reset tailored to event needs.
• Strategic promotion and communication integration (if applicable).
• On-site staff presence throughout the event to manage logistics.

General Cost to the Church:

• Opportunity Cost: High, as significant staff time is diverted from other church ministries or initiatives.
• Staff and Building Use Cost: ~10-20+ hours of staff time (includes planning, execution, and follow-up). High utility, wear-and-tear, and potential opportunity costs.

Ideal For: Highly aligned external events or partnerships that resonate deeply with church values or mission, such as social justice initiatives or significant community collaborations.

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Summary of Cost Considerations

Level	Staff Involvement	Opportunity Cost	Building Use Costs	Ideal For
No Sponsorship	Minimal (~15-30 mins admin)	Very Low	Key issuance/admin time	Events unrelated to church mission.
Promotion Only	Minimal (~15-30 mins admin)	Very Low	Rental Only	Low lift missional events
Turn-Key Building Use	Minimal (~15-30 mins admin)	Very Low	Key issuance/admin time	Simple, self-sufficient events.
Building Use + Minimal Setup	Low (~1-1.5 hrs total)	Low	Setup/reset + optional AV training	Meetings or events needing light prep.
Discounted Rate	Low (~1-2 hrs total)	Low	Reduced rate for mission alignment	Mission-aligned events with barriers.
Event Management	Moderate (~4-6 hrs)	Moderate	Setup, reset, staff presence, AV	Events requiring full support on-site.
"As if Internal" Event	High (~10-20+ hrs)	High	Comprehensive event management	Highly aligned events with deep integration.

Rental or External Event Decision Matrix

Rental Workflow Process

1. Intake Beings with Prospective Renter Completing Online Intake Form
   
2. Initial Assessment using Decision Matrix 
   1. Sponsor Level is set 
   2. All event details are collected to make final assessment 
3. After final assessment if approved, a rental agreement is drafted and signed that details all rental arrangements. 
   1. Staff fills out a PCO Rental Form in calendar to trigger and document building use
      

Request Status Field Updated to reflect status in workflow

 

Email Templates

Initial Inquiry 

Subject: Thank You for Your Interest in Renting Our Space!

Hello [Name],

Thank you for reaching out to inquire about using our building for your event. We’re thrilled you’re considering us as a venue, and we look forward to learning more about your needs.

To streamline the rental process and provide you with the best possible experience, we ask that you complete a brief inquiry form that will help us evaluate your request based on availability, alignment with our mission, and logistical details.

What Happens Next:

1. Submit the Inquiry Form: https://foothillsuu.org/rental-intake/
   This form will capture the essential details about your event (type, date, time, attendees, etc.) and help us provide an initial evaluation. The form will also calculate a rough cost of space use. Please note these costs are estimates and we do offer discounts to our community partners and missionally aligned community organizations. 

2. Follow-Up for Priority Requests: If your request aligns with our usage priorities or requires additional information, we’ll follow up with a detailed form to finalize the specifics.

3. Confirmation: Once details are finalized, we’ll provide a rental agreement for review and e-signature, along with an invoice for payment.

Key Notes About Rentals:

• We prioritize events that align with our mission and values or build partnerships with our community.
• All rentals are subject to availability and adherence to our building use policies.
  

If you have any immediate questions or concerns, feel free to reply to this email, and we’ll get back to you as soon as possible.

Event Sponsorship Levels at Foothills Unitarian Church for Prospective Renters

At Foothills Unitarian Church, we believe in supporting events and initiatives that align with our mission and values. Depending on the type of partnership or sponsorship level, we provide varying degrees of support for external events. Below is an overview of what you can expect from us at each level.

Please note: While the descriptions below outline general expectations for each level, specific costs will be determined based on your event’s unique needs and the resources required.

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1. No Sponsorship

If your event does not fall within our sponsorship criteria, you are welcome to rent our space at the full rental rate.

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2. Discounted Rate

For events that align with our mission or values, we may offer a discounted rental rate to use our space.

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3. Promo Only

For events that align with our mission, we can provide promotional support within our community, such as inclusion in newsletters or social media posts.

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4. Turn-Key Building Use

For simple, self-managed events, we offer basic access to our building with minimal staff involvement.

• What’s Provided:
  • Access to the reserved space(s) as-is.
  • Basic instructions on how to use the space.
• Who It’s For: Organizers who are self-sufficient and need a clean, functional space for their event.

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5. Event Management

For events that require hands-on support, our staff will work with you to ensure everything runs smoothly.

• What’s Provided:
  • On-site staff throughout the event to assist with setup, AV management, and troubleshooting.
  • Customized space setup and reset according to your needs.
• Who It’s For: Larger or more complex events, such as weddings, performances, or conferences that need active staff support.

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6. "As if Internal" Event

For events that align deeply with our mission, we may sponsor and host your event as if it were one of our own.

• What’s Provided:
  • Full event planning and coordination by our staff.
  • Strategic promotion through all our channels.
  • Advanced AV support and comprehensive setup/reset tailored to your event.
  • On-site staff to manage logistics from start to finish.
• Who It’s For: Highly mission-aligned events that benefit both your organization and our community, such as social justice initiatives or major collaborations.

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What to Expect

We are excited to partner with organizers who share our values and vision. Sponsorship levels are determined based on your event’s alignment with our mission and the level of support required.

Important Note: Specific costs and terms will be worked out individually for each event to reflect the level of sponsorship, services, and resources required.

If you have questions or would like to explore sponsorship options, please contact our team. We look forward to working with you to create a successful and meaningful event!

Building Use Policies for Outside Renters

Foothills Unitarian Rental Guidelines

✅ DO:

✔ Use the space as agreed and within the designated rental period.
✔ Set up and clean up within your rental time, returning furniture to its original placement.
✔ Ensure all guests and activities align with our mission and values.
✔ Follow safety protocols and emergency procedures.
✔ Provide a Certificate of Insurance if required (30+ attendees, alcohol service, physical activities, or AV use).
✔ Take all trash collected during your event and dispose in on-site dumpster before leaving.
✔ Lock all doors and turn off lights before leaving.
✔ Contact the Event Manager if any issues arise during your rental.

❌ DON’T:

✖ Prop open exterior doors or allow unauthorized access.
✖ Move or use furniture, AV, or equipment without prior approval.
✖ Use tape, nails, or adhesives on walls, ceilings, or fixtures.
✖ Use rooms that you have not rented and are not specified in your contract.
✖ Exceed the agreed-upon rental time without prior approval.
✖ Serve alcohol without prior approval and insurance.
✖ Smoke, vape, or use illegal drugs on the property.
✖ Bring firearms or weapons onto the premises.
✖ Publicly market your event in a way that implies sponsorship by Foothills Unitarian.

Failure to follow these guidelines may result in additional fees, loss of deposit, or termination of the rental agreement.

For questions, contact: Jenn Powell, Hospitality and Operations Manager at jenn@foothillsuu.org

Employee Use of Church Spaces Policy

Purpose
Foothills Unitarian values our employees and recognizes that access to church spaces can provide meaningful opportunities for personal gatherings. This policy outlines the conditions under which employees may request the use of church facilities at no charge.

Policy Statement
Employees may request to use church spaces up to two (2) times per calendar year without charge, provided that all conditions below are met.

Conditions of Use

1. Restoration of Space – The employee must return the space to its original condition and setup after use.

2. Cleaning Costs – If additional cleaning is required, or if the event necessitates professional cleaning, the employee is responsible for all associated costs.

3. Audio/Visual Needs – If hosted AV services are required, the employee is responsible for the related costs.

4. Scheduling Priority – Church activities and programming take priority. Employee use is permitted only when the requested space is available and not needed for church purposes.

5. Advance Reservations – Employees may not reserve space more than sixty (60) days prior to the event.

6. Financial Benefit – If the event involves ticket sales, fees, or any form of personal financial benefit, the employee must pay the lesser of:

   • Ten percent (10%) of event profit, or

   • Fifty percent (50%) of the Foothills Friends & Members Rental Rate.

Exceptions
Any exceptions to this policy must be approved in advance by the Executive Director.