(Clockwise from top left: Vickie, sturti, Wasan Tita, Martine Severin, all via Getty Images)

Exploring Church Spaces: Church-Space Decisions

How Boston churches weigh and manage space-use requests

by Emmanuel Gospel Center

Your church has just received a request to use its space for a community event. How do you decide whether to approve it? What factors should you consider? Who in your congregation makes that call?

Managing church property involves balancing the community’s needs with the congregation’s values and long-term sustainability. This guide explores how some churches in Boston walk that line.

In the first section, we explore some factors that go into making these decisions and recommendations for taking action. The second part sketches out some decision-making models that might suit your church. We also include strategies to maintain a thriving, flexible space that serves your congregation and community. The final section lists resources by experts and organizations specializing in the field.

What goes into church-space decisions?

Each church has a unique approach to making decisions. Still, every congregation must consider several key decisions when managing its space.

Those churches that leverage their property as part of their mission share some standard practices:

They establish a clear vision that provides guiding principles when making decisions.
They decide what procedures make sense for them as they coordinate with different parties. That could include pastors, administrators, boards, teams, maintenance staff, and community groups.
They are intentional about the way they manage relationships with space users.
They decide how to respond to external influences, including community needs and local regulations.
They maintain their property and ensure financial stability by allocating resources with discernment.
They adjust to challenges by practicing an adaptive mindset.

Below, we explore these six practices and offer recommendations based on input from 10 churches in the Boston area leveraging their space for missional purposes.

1. Establish a clear vision

Churches that use their property effectively often begin with a shared understanding of what their space is for. A clear internal vision—one that aligns with the church’s broader mission—provides a foundation for decision-making. It helps prevent confusion, minimize conflict, and ensure that space-use decisions support the church’s values and priorities.

While it may seem like everyone is on the same page, assumptions can quickly lead to misunderstandings—especially when requests come from various internal ministries or external groups. Without a shared vision, the team or committee reviewing requests may struggle to weigh competing needs or reach a consensus.

Churches in our study emphasized the importance of having a clearly articulated vision for space use that reflects their mission and community commitments. This vision can then guide the creation of policies, procedures, and partnerships that are consistent and sustainable.

Recommendations for establishing a clear vision

Clarify your church’s priorities. Begin by reviewing your church’s mission and strategic goals. Ask how the use of space can support these commitments—whether it’s discipleship, outreach, hospitality, or community development.
Engage your congregation. Involve church leaders and members in naming shared values and aspirations for how the space is used. A collaborative process builds buy-in and helps surface diverse perspectives.
Develop a guiding statement. Draft a short statement or set of principles that capture your church’s approach to space use. This statement can serve as a north star for your decision-making team and be shared with outside groups who request space.
Use your vision to shape policies. Align space-use procedures and partnerships with your stated vision. When vision drives decisions, churches are better positioned to steward their property in ways that are consistent, equitable, and missional.
Revisit and reaffirm. As your church evolves, revisit the vision to ensure it remains relevant. A periodic review—along with prayerful discernment—can help your church respond faithfully to new opportunities and challenges.

2. Coordinate procedures

Churches generally follow a set of steps to guide their property management decisions. These procedures streamline decision-making, ensure accountability, and include varied perspectives.

The formality of these procedures differed among the churches in our study. Some operate under rigorous procedures requiring multiple layers of approvals and documentation. Others rely on more informal, verbal agreements among leadership. The most effective procedures involved various stakeholders. Church members, leaders, and external advisors contribute to more informed and balanced decisions.

Clear and open communication enhances stakeholders’ involvement in the decision-making processes. Leadership expertise also matters for both long-term planning goals and immediate operational decisions. Effective management often depends on trained and experienced individuals in key roles. These leaders can make informed decisions using best practices and ensure regulatory compliance.

Recommendations for coordinating procedures

Define roles and guidelines. Establish clear guidelines for space-use decisions, including steps, necessary approvals, and responsibilities. Even a basic written outline can help maintain consistency, especially during leadership transitions.
Include diverse perspectives. To gain well-rounded input on property use, bring together a mix of voices: church members, local experts, and advisors. Committees with finance, real estate, or legal experience can be especially helpful.
Educate and communicate. Ensure that all involved are familiar with the procedures. Regular communication helps prevent misunderstandings and ensures everyone knows the process. Invest in training for key personnel in management, finances, and regulations.
Review and evolve. Revise these procedures as needed to align with the church’s goals and any new legal or community needs. Planning for leadership succession supports smooth transitions and long-term continuity in property management.

3. Maintain space and relationships

Your church has made decisions about managing agreements and maintaining property. But it will take a combination of factors to see it through. You need dedicated personnel, structured maintenance practices, and strategic use of technology.

Challenges such as aging infrastructure and budget constraints are common. Still, they can be mitigated through proactive planning and strong external partnerships.

Churches often have dedicated staff, such as facility managers or maintenance teams. These are responsible for the day-to-day operations of church properties.

Regular maintenance schedules are crucial for prolonging the life of church facilities. They also avoid costly emergency repairs.

Successful operational management often relies on strong relationships with vendors and contractors. These businesses provide regular services, such as cleaning, landscaping, and repairs. Maintenance management software can also enhance the efficiency and effectiveness of property management.

Recommendations for maintaining space and relationships

Develop a maintenance program. Develop and adhere to regular maintenance schedules for all church properties. The program should include both preventive maintenance and scheduled inspections. This practice will help identify issues before they become serious problems. Technology solutions can be useful. Digital tools can help streamline maintenance tasks, track expenses, and store records of repairs and warranties.1
Train maintenance staff. Ensure all maintenance staff receive proper training. They should be equipped to handle the needs of church properties, including using any relevant technology.
Build and maintain vendor relationships. Establish relationships with reliable vendors and contractors. Consider long-term contracts for regular services to improve service quality and cost-effectiveness.
Include maintenance in the budget. Earmark a specific budget for maintenance and repairs, including a reserve fund for unexpected issues. A rainy day fund helps prevent financial strain from emergency repairs.
Review and update maintenance practices. Review maintenance practices on a regular basis. Adjust them based on new technologies, changes in property usage, and feedback from staff and congregants. Also, regularly update safety and accessibility features. Staying on top of this will ensure that the church not only adheres to legal standards but also looks out for the well-being of all property users.

4. Address external influences

Churches make decisions related to their internal operations and external partnerships. However, they also have to respond to changes in the broader community. There are economic conditions, regulatory environments, community changes, environmental concerns, and technological advancements. These external influences can all play a role in shaping how churches manage their properties.

Take, for example, changes in the local and national economy, such as recessions or property market fluctuations. These forces can strain churches’ financial capacity to steward and invest in properties. Local governments amend and revise regulations, zoning laws, and building codes. To stay compliant with these changes, churches must adapt their property management strategies. Then, there are local initiatives for historical preservation and environmental sustainability. These may also factor into churches’ decisions about how they use their property.

Shifts in community demographics, needs, and impact can also have an effect. How church property is used and what services are most demanded may change.

These factors can present both challenges and opportunities. Churches need to remain flexible and responsive.

Recommendations for addressing external influences

Regularly assess the local environment. Conduct regular scans of external conditions to stay ahead of impacts on property management. Keep an eye on economic trends, regulatory changes, and community needs. Provide a seat at the table for community members in discussions about property use. An open posture will help ensure church facilities are meeting the evolving needs of the community. Make sure church leaders and property managers receive ongoing training on external developments affecting property management. This professional development will strengthen their capacity to respond and adapt with wisdom and agility.
Build relationships with local authorities. Local government officials can provide churches with advanced notice of regulatory changes. Strong relationships at city hall can also be critical in navigating complex compliance issues.
Plan for financial resilience. Develop financial plans that account for potential economic downturns or fluctuations. A ready plan will ensure that resources are available for critical property maintenance and operations. Stay informed about emerging property management technologies. Invest in those that deliver significant gains in cost, efficiency, or compliance. Consider investments in sustainable technologies and practices that not only meet environmental standards but also reduce long-term operating costs.

5. Allocate and secure resources

Churches seek to maintain their properties well and respond to opportunities and challenges as they arise. Achieving this requires intentional budgeting and the strategic direction of resources.

Beyond common financial constraints, many churches face challenges with aging infrastructure. Older buildings often demand frequent repairs and updates that can strain budgets. However, proactive planning and involvement of the church community can mitigate these limitations.

The churches in this study used various funding methods for property-related expenses. These included regular budget allocations, special fundraising campaigns, and designated offerings. The churches with clear budgets and strong financial tracking systems were better equipped to handle routine maintenance and unexpected repairs.

Budget constraints limit a church’s ability to undertake significant upgrades or expansions. This dynamic often requires creative solutions and strategic prioritization of spending.

Recommendations for allocating and securing resources

Develop comprehensive budgets. Ensure budgets include allocations for maintenance, emergencies, and long-term upgrades. This discipline will help keep property resources steady and prepared.
Perform transparent financial reviews. Hold regular reviews of property-related finances with key stakeholders for transparency and accountability.
Create fundraising and spending strategies. Organize special offerings or capital campaigns to support property needs. Develop a framework for prioritizing property spending, guided by the church’s strategic goals, safety, and financial feasibility.
Explore grant opportunities and pro bono support. Many grants are available for specific needs, such as historic preservation. Consider allocating personnel resources to identifying and applying for relevant grants. Reserve capital campaigns for needs not covered by grant funding—or for use in matching grant scenarios. In addition, a wide range of external resources may be available to churches that seek them out. Architecture and design firms, real estate legal groups, and business professionals often provide pro bono services. Churches that are successful in this area consistently report that simply starting conversations and doing their own research—especially by talking with other churches and people in related industries—has helped them uncover a wealth of support they didn’t initially know existed.
Seek financial guidance from experts. Partner with local professionals who can offer insight and oversight for managing property-related finances. These partnerships may emerge through networking, denominational connections, or community outreach.
Provide financial management training. Offer workshops for church leaders on financial management practices, focusing on long-term sustainability.

6. Adapt to change

From physical and financial constraints to regulatory and environmental considerations, churches face multiple, intersecting challenges.

Limited financial and human resources make it hard to perform necessary property improvements, much less expansions. And on top of aging infrastructure, churches have to deal with evolving building codes, zoning laws, safety regulations, and environmental standards. These challenges can be complex and costly.

The needs of their communities and congregational demographics also change over time. To sustain operations and fulfill their mission in their communities, churches need to adapt.

Recommendations for adapting to change

Steward the property. Develop proactive maintenance plans with regular inspections and upkeep. Proper stewardship will cut down on any costly surprises. Consult with legal and regulatory experts. Their valuable input will help ensure compliance with all applicable laws and regulations and avoid potential fines and legal issues. Consider energy-efficient upgrades, which can reduce long-term costs.
Train for contingencies. Offer training for church leaders and property managers on best practices in crisis management and adaptive reuse of church properties.
Build your support network. Build relationships with local organizations, businesses, and government agencies. These connections can provide support, resources, or funding for property-related challenges.
Set your church’s culture for adapting to change. While there are many resources available on adaptive reuse of church properties, cultivating an agile church culture is just as important as knowing the options. Churches that adapt well don’t just implement new ideas—they foster a culture of experimentation, reflection, and refinement. They try things, evaluate what works and what doesn’t, and keep adjusting. This kind of flexibility can coexist with a clear and steady mission. A church that values learning and iteration is more likely to respond faithfully to ongoing internal and external change.

Decision and management models

It’s Friday evening, and congregants are excited to gather for a prayer meeting at their church. However, they didn’t get much advance notice that an outside group had requested to use their chapel that same night. So, the church members have to move to another space in their building. But that means they don't have access to the musical instruments in the chapel they usually play during their prayer service. Needless to say, the organizers of the prayer meeting are not thrilled that they don't have everything they need. They also feel they are being treated as secondary to the outside group.

Managing church spaces can feel like orchestrating a small city’s worth of schedules. But when the calendar gets tight, it's important to remember that every event is about people working together on a common mission. The decision-making groups that ensure those spaces are available are no different.

Our research uncovered six models for making decisions about using church property. The models come from resources in the field as well as input from ten Boston-area churches that are making effective use of their space. The leaders of these churches are familiar with their church’s space use policies and practices. We asked them about the people and processes involved in approving, scheduling, and managing church space.

Each decision-making model has advantages and downsides. Depending on your church’s people and priorities, you may find more suitable models. These models may also be a starting point for you to craft a custom model that’s ideal for your church. See Figure 1 for a summary of the church space models.

Boston-area models in our study

1. Council- or board-led model

In this model, the church council or board is the primary decision-making body for property usage. They review requests and make the final decisions, often with input from other committees or teams.

Pros

Centralized decision-making ensures consistency and alignment with church goals.
A board should include broad representation from various church leaders and members.

Cons

The process can be slow if the board is waiting for input from multiple teams.
The board may lack specialized knowledge if they are not well-versed in property management.

2. Facilities-team model

A facilities committee or team handles property management and usage decisions. This team handles logistics, availability, and coordination with other church ministries. The team may focus on facilities management, or they may perform other duties as well.

Pros

Decisions are made by those with specific knowledge and expertise in facilities management.
Their focus often means they can address requests and resolve issues with efficiency.

Cons

A specialized working group risks limiting input from the broader church community.
This team of people brings strong property expertise. However, that may result in decisions that are too focused on logistics rather than broader church mission.

3. Admin-first model

The administrative team manages the church calendar and reviews new requests. They ensure there are no potential conflicts before any further steps are taken. The administrative office also processes all space-usage requests. They forward them to the facilities committee or other relevant bodies for a final decision. In general, the administration-first model does not rely on the administrative office for approval or management.

Pros

An efficient and streamlined process for coordinating space-usage requests. A centralized calendar management helps avoid scheduling conflicts and ensures consistency and organization.
The multi-team process encourages broad participation and input from various stakeholders. More perspectives can lead to more innovative and community-focused decisions.

Cons

Multi-step processes have the potential for slower decision-making due to the need for consensus.
The administrative team, which usually has many other duties, can become overburdened with requests, presenting a potential bottleneck.

4. Pastor-led model

A pastor or a specific church leader is the initial point of contact for space usage requests. The pastor then brings the request to the church council or board for final approval.

Pros

A centralized decision-making structure with a single point of contact is efficient. The pastor can be responsive to requests.
A pastor will likely be able to weigh requests in alignment with the church’s broader mission.

Cons

The task places a heavy burden on the pastor or single leader to weigh requests.

5. Application-first model

Church members are free to use the space as needed. However, external groups must go through a formal application process. They need to receive approval from the main decision-making body.

Pros

An application ensures the vetting of external groups using church property.
Applications can include policies for usage, which helps maintain standards over how the property is used by outsiders.

Cons

A formal application may discourage some external groups, especially those of diverse education levels and language backgrounds.
Because the application is informational rather than relational, it can create a perception of exclusivity or lack of openness.

6. Restricted-access model

Due to limited resources or other constraints, the church may not accept new space-usage requests for a time. The church council reviews this policy at set intervals.

Pros

Pauses in space-usage requests help with the effective management of limited resources.
Pauses also ensure that existing commitments are prioritized.

Cons

Restricting access can limit opportunities for new activities and community engagement.
A “closed” rather than “booked” status can create a perception of unwelcome or exclusivity.

More configurations

Multisite hierarchical model

Multisite churches often have one team in a central office that can administer multiple sites. With a hierarchical model, multisite churches have central management and local team input.

Pros

The central coordination ensures alignment across multiple sites with a unified vision.
Input from local teams means they have site-specific agility and insight while maintaining overall control.

Cons

Centralized approval can create a disconnect between the central leadership and individual sites’ needs.
Many layers of approval can lead to slower decision-making if there are no clear processes and turnaround times.

Open/Informal model

Some churches have no specific guiding process and work as a community without a formal process to make the decisions as they come.

Pros

Some church communities prefer a flexible and accommodating approach to space usage. For them, a consistent process might feel cumbersome.
Keeping things informal encourages a relational and inclusive atmosphere.

Cons

A lack of policy, process, or team has the potential for disorganization. It may also lack consistency with the church’s mission and priorities.
A lack of coordination risks overcommitting resources and space.

Choosing the best decision-making model: Team discussion questions

The discussion questions below seek to help your church leaders discern the various decision-making models. They should consider which best suits your community’s unique needs for space.

You might use these questions in a variety of ways. Your church leadership could use them in a group discussion with key stakeholders. Your team could review them when a new person joins the team or discuss updates to the questions in meetings. The leadership team could use them to guide a preliminary assessment before the church undergoes major changes to the space or its use.

These questions can help identify the most suitable decision-making model. Using the right model can help prevent complex problems and inefficiencies in your decision-making before they arise.

What is the size and structure of our church? Larger churches may benefit from more structured and formal processes. Smaller churches might prefer informal or collaborative approaches. As one leader put it, “As churches grow, decision-making becomes complex.”
What human resources does our church have? Does your church have dedicated facilities teams or administrative staff? If so, your church can handle more centralized or committee-based models.
How important is community engagement to our church in this season? Does your church focus on community involvement? If so, it may prefer models that encourage broad participation and input.
How important is speed and efficiency to our church community? Churches needing quick decision-making may opt for admin-first models or, in the case of smaller churches, a pastor-led model.
Which model best serves God’s mission for our church? Ensuring the model aligns with the church's overall mission and goals is crucial.

Endnotes

1. For more on different maintenance management digital tools, see Joshua Gordon, “2025 Church Facility Management: Software Industry-Leaders,” https://theleadpastor.com/tools/best-church-facility-management-software/, updated April 25, 2025.

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