How do we decide which outside groups to collect Certificate of Insurance forms from who request to use our building?

The best way to approach this is to apply the insurance requirements based on the level of risk, rather than treating every group or individual who request to use the building the same. For outside organizations, ongoing activities, or higher-risk events, it’s generally a good idea to require proof of liability insurance and have the church listed as an additional insured. This would include things like outside churches, fitness classes, childcare-type activities, larger groups of 25+ people, and wedding receptions. These situations carry a higher likelihood of injury or property damage, so shifting that liability is important. For smaller or moderate uses, it can be more situational. For example, a recurring activity like the piano instructor, even with a smaller group, technically should still carry insurance because it’s an ongoing exposure. On the other hand, a one-time event with a moderate number of people could be handled on a case-by-case basis depending on the activity.

For low-risk, one-time personal events, like a baby shower or a ceremony-only wedding, most churches do not require insurance. Instead, a strong Building Use Agreement that includes a hold harmless/indemnification clause, clear usage rules, and sometimes a damage deposit can be required in lieu of a certificate of insurance.

A simple way to frame a building usage policy could be: Insurance is required for organizations, ongoing uses, or higher-risk events. For small, one-time personal uses, the church relies on the facility use agreement but reserves the right to require insurance depending on the activity.

This approach keeps things reasonable and welcoming, while still protecting the church.