Rental or External Event Decision Matrix

Criteria 
 
 
 Considerations 
 
 
 Decision Point 
 
 
 
 
 
 
 1. Is Our Building a Fit? 
 
 
 - 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)? 
 
 
 ☐ Yes – Move forward 
 ☐ No – Decline or suggest alternate venues 
 
 
 
 
 2. Are Our Values a Fit? 
 
 
 - 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? 
 
 
 ☐ Yes – Move forward 
 ☐ No – Decline or discuss with leadership 
 
 
 
 
 3. What is the ROI on Staff Time? 
 
 
 - 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? 
 
 
 ☐ Positive ROI – Move forward 
 ☐ Negative ROI – Decline or adjust offer 
 
 
 
 
 4. What is the Sponsorship Level? 
 
 
 - Determine the appropriate sponsorship level based on the 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? 
 
 
 ☐ Level Confirmed 
 ☐ Needs adjustment (e.g., communicate expectations/costs) 
 
 
 
 
 5. What is the Prep Time? 
 
 
 - How far in advance is the event being requested? 
 - Do we have sufficient time to coordinate logistics and staff? 
 
 
 ☐ Adequate Prep Time – Move forward 
 ☐ Inadequate Time – Decline or offer alternative dates 
 
 
 
 
 6. Who is Asking? 
 
 
 - 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? 
 
 
 ☐ Reliable/Member/Key Partner – Prioritize 
 ☐ New/Unknown Requester – Assess cautiously or require more clarity