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:~~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

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:~~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