# Rental or External Event Decision Matrix

<div align="left" dir="ltr" id="bkmrk-criteria-considerati"><table style="width: 106.905%;"><colgroup><col style="width: 21.9626%;" width="141"></col><col style="width: 39.7196%;" width="255"></col><col style="width: 38.3178%;" width="246"></col></colgroup><thead><tr><td>**Criteria**

</td><td>**Considerations**

</td><td>**Decision Point**

</td></tr></thead><tbody><tr><td>1\. Is Our Building a Fit?

</td><td>\- Does the event fit within our space capabilities (e.g., size, accessibility, AV capabilities)?

\- Does the requested date/time fit with the building’s schedule and availability?

\- Does it align with our operational limitations (e.g., no overnight use)?

</td><td>☐ Yes – Move forward

☐ No – Decline or suggest alternate venues

</td></tr><tr><td>2\. Are Our Values a Fit?

</td><td>\- Does the event align with Unitarian Universalist values and current strategic priorities?

\- Does it advance community well-being or existing community partnership?

\- Could hosting the event enhance our congregation's reputation in the community?

</td><td>☐ Yes – Move forward

☐ No – Decline or discuss with leadership

</td></tr><tr><td>3\. What is the ROI on Staff Time?

</td><td>\- Use staff time calculator:

\- Calculate total hours required (setup, event management, reset, and communication).

\- Assess opportunity costs (e.g., time taken away from ministry priorities).

\- Does the potential benefit (e.g., revenue, alignment with values) outweigh staff costs?

</td><td>☐ Positive ROI – Move forward

☐ Negative ROI – Decline or adjust offer

</td></tr><tr><td>4\. What is the Sponsorship Level?

</td><td>\- Determine the [appropriate sponsorship level based on the framework](https://211134-bookstack.peaknetworks.cloud/books/building-and-facilities/page/sponsorship-levels-for-rentals-or-external-events-framework):

1\. Turn-Key Building Use

2\. Building Use + Minimal Setup

3\. Event Management

4\. "As if Internal" Event

\- Is the requester aware of the requirements and associated costs at this level?

</td><td>☐ Level Confirmed

☐ Needs adjustment (e.g., communicate expectations/costs)

</td></tr><tr><td>5\. What is the Prep Time?

</td><td>\- How far in advance is the event being requested?

\- Do we have sufficient time to coordinate logistics and staff?

</td><td>☐ Adequate Prep Time – Move forward

☐ Inadequate Time – Decline or offer alternative dates

</td></tr><tr><td>6\. Who is Asking?

</td><td>\- Is the requester a reliable organizer with a proven track record?

\- Is it a request from a member or a church group?

\- Is this an external partner we value or seek to build a relationship with?

</td><td>☐ Reliable/Member/Key Partner – Prioritize

☐ New/Unknown Requester – Assess cautiously or require more clarity

</td></tr></tbody></table>

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