Facility Use, Scheduling and Event Management

Rates & Fees | Policies | Applications | Insurance | Staff Procedures | Job Descriptions

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Facility Use Rates and Fees:

  • Facility Use Fee Schedule (134) (Adobe PDF) Facility rental rates and fees, including costs for various types of groups using facilities and different types of facilities. (From Shenendehowa Central School District, NY)
  • Facility Use Rental Rates (116) (MS Excel) Detailed rental fee rates, including personnel and consumable costs, rates for various room and school types, use of kitchen, fields and more. (From Lake Orion community Schools, MI)
  • District Facility Use Rental Fee Comparison (90) (MS Excel) Detailed comparison of rental fees between 11 districts, including costs for various room types, school types, event staff and equipment requirements. (From Lake Orion Community Schools, MI)
  • Sample Facility Rates and Fees - Detailed (154) (Adobe PDF) Example of detailed rental rate and fee structure for school groups, non-profit groups and for-profit groups, as well as by facility type and type of space. (From Eanes ISD, TX)
  • Actual Cost Calculations for Use of Indoor Facilities (124) (MS Excel) Example cost calculation for community use of indoor school facilities, including: labor, supplies, utilities, administrative costs, cost per square foot, cost per hour and more. (From Eanes ISD, TX)
  • Facility Rental Rates (106) (Adobe PDF) Example rate structure with hourly charges by type of facility (elementary, middle or high school) and by type of group using the facility. (From Chesterfield County Public Schools, VA)
  • Facility Rental Rates and Classification for Groups Using Facilities (116) (Adobe PDF) Example rate structure including charges for application, room, attendant and energy. Also includes detailed classification of types of groups permitted to use facilities and rental rates for each group. (From Arlington Heights School District 25, IL)
  • Detailed Fee Schedule for Facility Use (92) (Adobe PDF) Detailed rate structure including charges by type of school, type of facility within school, type of group using the facility, and additional services provided. (From Douglas County School District, CO)
  • Equipment Fee Schedule for Community Use of Facilities (65) (Adobe PDF) Detailed fee schedule for various types of AV and sports equipment, as well as related services, including charges by type of group using the facility. (From Douglas County School District, CO)
  • Fee Schedule for Use of High School Stadium (46) (Adobe PDF) Fee schedule for stadium rental, including charges for lights, lockers and related services. Also includes charges by type of group using the stadium. (From Douglas County School District, CO
  • Fee Schedule for Use of Sports Stadium (44) (Adobe PDF) Detailed stadium rental fees (including lights, lockers, services and more) with charges by type of group using the stadium. (From Douglas County School District, CO).
  • Detailed Fee Schedule for Facility Use (70) (Adobe PDF) Example of detailed rental rates and fee structure by type of room or facility used (school, auditorium, athletic field, etc.). (From Rio Rancho Public Schools, NM)
  • Sample Fee Schedule (114) (Adobe PDF) Example of hourly rental rates and charges for use of educational facilities by community / outside groups. (From Spokane Public Schools, WA)

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Facility Use Terms, Guidelines and Policies:

  • Detailed Facility Rental Policy Packet (42) (Adobe PDF) Detailed policy including procedures, regulations and conditions of use, rental rates and personnel fees, participant release form and indemnification agreement. (From Easton Public Schools, MA)
  • Facility Rental Rules for Gym Floor Use (6) (Adobe PDF) Regulations for groups using the gymnasium, with focus on rules designed to protect the gym floor from damage. (From Littlestown Area School District, PA)
  • Board Policy for Use of School Facilities (34) (Adobe PDF) Policy for terms of facility use including prohibitions, regulations, hold harmless requirements, utility and usage fees. (From Rapides Parish School District, LA)
  • Facility Use Policy Template (50) (MS Word) Detailed sample policy outlining who can use facilities, request process, insurance requirements, payment, rules, application form, classification of groups using facilities and more. (From Facility Masters)
  • Policy / Regulations for Community Use of Schools (43) (Adobe PDF) Detailed policy for community facility use, including definition of groups allowed to use facilities, allowed activities, rental rate charges and payments, liability and more. (From Chesterfield County Public Schools, VA)
  • School Board Policy Statement on Community Facility Use (42) (Adobe PDF) Explanation of board policy to balance community use of school facilities with the organization’s responsibility to recover related costs and properly maintain facilities. (From Chesterfield County Public Schools, VA)
  • Rules and Guidelines for Facility Use (40) (Adobe PDF) Guidelines, rules and regulations that are to be followed by all community groups using school facilities. (From Douglas County School District, CO)
  • Facility Use Policy (20) (Adobe PDF) Policy outlining priority for facility use, types of groups that may use facilities, responsibilities of applicants and more. (From Tri County Technology Center, OK)
  • Policy / Regulations for Community Use of Schools (31) (Adobe PDF) School board policy for community facility use, including definition of groups allowed to use facilities, allowed activities, rental rate charges and payments, liability and more. (From Chesterfield County Public Schools, VA)
  • Facility Use Handbook (44) (Adobe PDF) Detailed facility use guidelines, including school board policy, application procedures, rules for use, fees, insurance requirements and more. (From Shenendehowa CSD, NY)
  • Administrative Guidelines for Facility Use (52) (Adobe PDF) Guidelines for internal administrative review, approval routing, and notification of facility request status. (From Indianapolis Public Schools, IN)
  • Facility Use Policy (51) (Adobe PDF) Administrative policy outlining what groups may use facilities, what groups are charged, facility use priority and more. (From Indianapolis Public Schools, IN)
  • Sample Facility Use Agreement (66) (Adobe PDF) Example of a terms of use agreement including rental terms and conditions, insurance requirements, payment process, safety information and more. (From Eanes ISD, TX)
  • Sample Rules for Facility Usage (101) (Adobe PDF) Example of rules and guidelines that must followed by community / outside groups using educational facilities. (From Spokane Public Schools, WA)
  • Priority Rating For Facility Use (64) (Adobe PDF) Guidelines for determining the priority of assignments for facility use and rentals based on the type of group making the request (school groups, non-profit, for-profit, governmental, community youth and more). (From Eanes ISD, TX)

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Facility Use Agreements, Applications and Forms:

  • Facility Rental Application (19) (Adobe PDF) Application for use of school facilities, including details on the individual and organization requesting use, school/facility and equipment/services requested, number of attendees and more. (From Easton Public Schools, MA)
  • Facility Use Permit (89) (Adobe PDF) Permit form confirming applicants may use facilities, including organization, facilities used, dates and times, fees, and more. (From Indianapolis Public Schools, IN)
  • Facility Use Permit Process (69) (Adobe PDF) Flow chart outlining the facility use request, review, approval/denial and notification process. (From Indianapolis Public Schools, IN)
  • Facility Use Application (82) (Adobe PDF) Example application form for facility use, including facility needed, event purpose, organization information and more. (From Indianapolis Public Schools, IN)
  • Sample Facility Use Application (62) (Adobe PDF) Example of an application for use, including event details, organization and contact person information, insurance details and more. (From Eanes ISD, TX)
  • Sample Facility Usage Agreement (110) (Adobe PDF) Example of an agreement and terms of use application form that community / outside groups must complete prior to using educational facilities. (From Spokane Public Schools, WA)
  • Sample Facility Use Application (74) (Adobe PDF) Example of an application – including event needs, details and contacts – that community / outside groups must complete and submit for approval prior to using educational facilities. (From Spokane Public Schools, WA)
  • Facility Use Request Form (84) (Adobe PDF) Example of a facility use request application – including event needs, facility needed, details and contacts, etc. – that community / outside groups must complete and submit for approval prior to using educational facilities. (From Dighton-Rehoboth Regional School District, MA)
  • Detailed Facility Rental Agreement and Application (77) (Adobe PDF) Detailed rental agreement form, including rental procedures, usage rules for various types of school facilities, reporting medical/incidents, application for use, and rental fees. (From Milton Public Schools, MA)

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Insurance and Hold Harmless Agreements:

  • Certificate of Insurance Requirements (42) (Adobe PDF) Details insurance requirements for groups using facilities, including liability coverage amounts and naming the educational organization as additional insured. (From Bedford CSD, NY)
  • Hold Harmless Agreement (40) (Adobe PDF) Agreement to indemnify and hold harmless your educational organization from all liability, loss, damages, claims, or actions related to community use by outside groups. (From Bedford CSD, NY)
  • Indemnity and Hold Harmless Agreement (46) (Adobe PDF) Agreement to indemnify and hold harmlessyour educational organization from all claims, damages, losses and expenses related to community use by outside groups. (From Ocean City Public Schools, NJ)

Facility Use Procedures for Building Attendants and Custodians:

  • Custodial Procedures for Events (68) (Adobe PDF) List of procedures which all custodians need to follow when they are assigned to a school or community event, including activities prior to, during and after each event. (From Easton Public Schools, MA)
  • Custodial Procedures for Events (54) (Adobe PDF) Guideline of duties that should be performed by all custodians while covering permitted events, including set up, coverage and clean up. (From Newton Public Schools, MA)
  • Building Attendant Procedures and Expectations (41) (Adobe PDF) Outlines the duties and responsibilities of building attendants for events in school facilities, including monitoring, paperwork and clean up. (From Arlington Heights School District 25, IL)
  • Building Attendant Task Sheet (63) (MS Excel) List of items to check and duties to be performed by building attendants for events, including care of gym, hallways, and restrooms. (From Arlington Heights School District 25, IL)
  • Facility Use Report for Billing (56) (Adobe PDF) Form to be completed by building attendant with length of facility use time by outside groups and employee time at the event. Used to calculate event fees. (From Arlington Heights School District 25, IL

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Job Descriptions:

  • District Facility Scheduler Job Description (57) (Adobe PDF) Job description for personnel responsible for the coordination, communication, and invoicing related to the use of district facilities after hours for all instructional and non-instructional purposes. (From Eanes ISD, TX)