Planning and Executing a Church Chair Purchase for Your Sanctuary

It’s an exiting time to be involved in the church. Congregations are growing, as are their local and international reach. However, rising attendance also means that church start ups, expansions, rebuilds and remodels are increasing, which can become stressful for staff and volunteers if handled improperly. Rarely is this pressure more evident than in the selection and purchase of new, multi-purpose, stackable seating. If not well planned and executed, a seating purchase can strain budgets, sanctuary space and, most importantly, relationships. The following is a guide to help you tackle such a project.

I advise beginning your project by dividing it into three sub-projects; preliminary work, placing the order and order follow through. This will facilitate finishing each small job before the next may begin, allowing the venture to flow more smoothly.

Phase One; preliminary work. Before you begin you should ensure that you have allowed enough time to make a selection, order and receive the product prior to scheduling any events in which the seats will be necessary. This is often the worst mistake that churches make. Though some vendors do offer chairs on a quick ship basis (about 14 business days), they are often inferior quality imports. Higher quality suppliers and manufacturers will typically take from 6-12 weeks, depending upon the company and demand, to fulfill an order. Make sure to not only allow for production, but also other chores associated with putting the order together, and setting the chairs up once they arrive.

Every church considering a seating purchase will have to address the requirements for their program. One of your first steps should be to form a committee, led by a paid staff member, to address these needs, and make a decision on what model(s) will best suit the church. The committee should be small enough to be manageable, but large enough to easily handle all of the work associated with the order. While reviewing your needs, I would advise considering the physical size of your attendees and the need to provide ample seating for your larger members. There are options out there for larger individuals, and having them in the seating mix will show that your church is conscientious about the needs of each congregation member.

Once the chair models have been determined, samples should be acquired from each vendor. Most will offer a complimentary sample for 100 or more units, though for smaller orders you may have to purchase your trial model. Be sure to not just assess the comfort of each chair, but to also take each one apart for closer examination. It is more important to obtain a well built product that will offer years of service, than one that is initially comfortable but may require premature replacement.

Finally, become familiar with and adhere to all local building and fire codes. Of particular importance are the fire codes. Many manufacturers offer chairs that are CAL 133 compliant, but be sure to ask your sales representative for documentation of this compliance, just to be sure. It’s also prudent to consult the local Fire Marshall before the project even begins to prevent any accidental deviation from local rules.

Phase Two; placing the order. Most manufacturers require a 50% deposit on the order, with the remaining balance being due before shipment. To prevent any lost time, it’s a good idea to start raising funds even before your preliminary work, as this will allow you the maximum amount of time to raise adequate finances. Before you order, review your formal quote(s) very carefully to ensure accuracy. Most vendors will not allow returns of any kind, so you must make sure that you do not make any mistakes when ordering. After you place the order, I recommend checking in with the vendor for production updates, to stay on top of any delays, should they occur. This will also help you to have a better idea of when the product will be close to shipment, facilitating the scheduling of labor for unloading and set up.

Phase Three; order follow through. This includes receiving the chairs, inspecting them for accuracy and damage and setting them up in your area. Since most manufacturers do not operate their own freight lines, your chairs will likely be shipped via a common carrier that will not unload the chairs without an additional fee. Be prepared by asking your sales representative for shipment tracking numbers so that the delivery may be monitored and help may be scheduled on the appropriate day. While unloading and opening the boxes, be sure to inspect each before the driver leaves your facility. If your products have any signs of damage you must make sure that a report is written plainly on your bill of lading (which the truck driver will have). Failure to do so will mean that you will have little chance of getting the freight company to cover the costs of the damages.

Your final task will be to set up your chairs. Once again keep all local building and fire codes in mind as you proceed. Ideally, you will want to make sure that everyone in the congregation has a plain view of the pulpit, as well as ample room to move about during fellowship before and after service. Also be sure not to crowd the pulpit area, as this is a space that is often used for prayer and fellowship and will certainly require extra room. If you are unsure of your layout, consult your architect, interior designer or sales representative for assistance.

There’s a lot to consider when taking on a sanctuary seating project, and each church will have its own individual challenges. Be sure to meet these challenges head on by planning your project well in advance and holding all helpers (paid and volunteer) accountable for their tasks. If the project is approached from a team standpoint, and ample time is allowed to complete all tasks, your purchase should flow smoothly and efficiently from concept to completion.