How to Rent a School Facility

THE FIRST STEP
The first step to renting a school facility is for the prospective user to visit the school site and meet with the Principal to complete a Facility Use Application (Form AS-1).  The completed application should indicate the date(s) and time(s) of the event, the number of participants, and the name and contact information of the person(s) who will be responsible for supervising the activities. 

Prospective users must include a copy of their organization’s certificate of insurance with the Application. The name of the prospective user on the Application must match the name of the insured on the certificate of insurance.  In addition, the certificate of insurance must list the Guilford County Board of Education as the Certificate Holder and the Additional Insured. 

Prospective users wishing to be invoiced at the reduced rates available to non-profit organizations must include a copy of their organization’s 501(c)(3).  The prospective user may also need to complete an Advertising Worksheet, Kitchen Use Request Form, Criminal Records Check Form, and Equipment Usage Form, all of which are to be submitted along with the Facility Use Application.
 

REVIEW OF YOUR REQUEST
Once the Facility Use Application and all other necessary forms have been submitted, they will be reviewed by the school site principal.  The principal (or designee) will review the application to determine whether the requested space will be available at the requested time.  If the space is available, then the principal will approve the application and forward it to the Maintenance Department, Facility Use Section for review and final, contractual approval.  Please note that the principal’s review of the application is only to approve resource (space, personnel, and equipment) availability.

CONTRACT APPROVAL
The facility use application will be reviewed for all documentation needed to approve the application, including a certificate of insurance and proof of non-profit status if the renting organization is requesting non-profit rates.  If additional information is needed from the organization or the site principal, the request for information will be made by e-mail.  Once payment has been received by the Facility Use Section, the Facility Use Application will receive final, contractual approval.  A copy of the approved Facility Use Application will be mailed to the user.

The school site principal/facility manager will be faxed a completed copy of the approved contract.  In some cases, support responsibilities associated with the renting organization may be different from those expected of personnel working in support of normal school functions. Principals/facility managers may wish to review the responsibilities of personnel employed to work in support of the facility rental
agreement. 

The renting organization or the District may terminate/cancel the agreement with 7 days written notice.

DAY OF THE EVENT
A Guilford County Schools employee will be present from one hour before the event begins until one hour after it ends.  This employee will perform regular clean-up of the facility, keep the restrooms stocked with paper goods and soap, and keep trashcans emptied.  The employee will also familiarize the user with the facility and contact Sentry Watch if the HVAC system needs to be adjusted.  The employee is unable to assist with the supervision of the user’s activity, however.

AFTER THE EVENT
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