We had just hired the Operations Coordinator at our church when a request for a memorial service came in. As I walked her through our processes and procedures, I said, “Everyone should attend at least two memorials a year.” Understandably, she gave me an odd look. But I knew she’d see them from a different perspective once she had a couple of services under her belt. Memorials are excellent opportunities to show the love of Christ through how we take care of those who are grieving. Over the years, we have developed and refined our policies and procedures to ensure we provide the family with a sensitive, appropriate, and successful celebration of life.
Recently, my mother-in-law passed away, and her service was at her church in another city, allowing me to be on the other side of the memorial process. The church hosting the memorial was much larger than our church and has been around for over 75 years. Needless to say, they provided a wonderful experience and had the entire process dialed from beginning to end. Even if your church has processes and procedures for events, it’s a good idea to see how others do it and learn from them, sort of a “eat the meat and spit out the bones” approach.
Here are the top takeaways for churches looking to build or improve their event use policies.
Policies Protect The Church
- Protection from liability—It’s not a secret that we live in a litigious society, and accidents can happen even in the safest church, which may lead to lawsuits or other legal action. A solid building use policy requires adequate insurance coverage by the group using the facility and holds them accountable for their actions.
- Defines acceptable uses—A clearly defined facility use policy that supports the church’s mission, stating who can use the facility, the activities the church allows (or prohibits), time limits for use, fees associated with usage, and any other essential details such as insurance requirements or faculty use guidelines. A policy that defines what is acceptable allows the church to say yes to outside events that support the church’s mission and say no to those that do not. It’s no longer a case-by-case decision viewed as uneven or discriminatory; the policy, shaped by the mission, guides appropriate use.
Policies Provide Expected Experiences
Churches should define the services they provide and do not provide for each event type. For example, when the church hosts a memorial, does it allow a reception? Does it allow food? If so, what kind of food – home-cooked or store-bought? Does the church allow a tribute video? Who makes the video – the church or the family? Is there a deadline? What are the costs associated with the service, and what do they include? Clearly defining the church’s services ensures that each event is consistent and fair.
Policies also ensure the church has the necessary resources to support a successful event. Having trained people to run the tech equipment, clean the building, and secure it after the event is just as important as finding the right officiant.
Policies Protect Pastors
Regardless of the size of your church, the congregation often puts unrealistic expectations on the Lead or Senior Pastor. They cannot officiate every wedding and memorial while teaching every Sunday, visit every sick person in the hospital, counsel every person in crisis, or attend every social event.
Policies and procedures protect the pastor from being all things to all people. They also protect the pastor from being the person who informs a grieving widow that their church cannot accommodate specific requests. The Lead or Senior Pastor needs to be just that – a pastor, someone who shepherds the flock.
Review your policies and procedures before your church prepares for its next event. Are they clear? Do they protect the church? Are they based on supporting the church’s mission? Do they ensure a consistent experience and provide the proper resources? Since each event is a chance to reflect the love of Jesus, it may help you to answer these questions by putting yourself in the position of the person requesting to use the church’s facility. The time of reflection and refinement may make each event a more positive experience for everyone involved.
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