Sponsorship Levels for Rentals or External Events Framework

This framework outlines four distinct 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. Turn-Key Building Use

• Definition: The event organizer is provided access to the building as is. No setup, reset, or staff involvement is required beyond providing building access.

• Provided Services:

  • Access to the reserved space(s) as-is.

  • Basic building use instructions provided beforehand.

  • No additional equipment, setup, or staff support

    • Self-Set Up Equipment in certain circumstances ex. Meeting Owl in the conference room.

• 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 community partner & organizers who need a simple, clean space with no modifications.

 

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2. 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 staff time

    • Ex. setup/reset by staff  or AV training to self manage.

• 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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3. 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: Highly missional events from existing community partners that requiring more hands-on support

 

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4. "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 crucial for our community partners missional impact 

 

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Summary of Cost Considerations