Using & Renting Facilities

How to rent a school facility

The scheduling process for Chesterfield County Public Schools facilities changed in July 2023. 

  • If you previously had an account with the school system, then please email facilityuse@ccpsnet.net to receive your new account access.
  • To request the use of a school facility for your nonprofit organization’s event, go to ccps.gofmx.com.
  • To request the use of the Thomas R. Fulghum Conference Center located in the Career and Technical Center @ Hull, call 804-639-8690 and a staff member will help you.


School and facility rental forms and policies
Rental rate chart
Community use policy and regulations
Sample certificate of insurance

Follow these four steps

1
Create an account
Any nonprofit organization that is based in and primarily serves the residents of Chesterfield County and wants to use a CCPS facility must create an account on this scheduling site. The system will only accept one account per organization. All nonprofit organizations will need a single username and password to access the account and enter facility requests.

To begin the process, you will be required to submit a copy of your official 501(c) letter from the IRS and proof of commercial general liability insurance of at least $1 million as shown in the sample certificate of insurance. The system will walk you through setting up your nonprofit organization’s account.

After submitting your registration, you will receive an email from no-reply@ccps.gofmx.com letting you know the registration was submitted. Click the link in the email to confirm your account and log in to view the calendar. You will need to wait until your registration has been reviewed by a CCPS system administrator. If the Facilities Department approves your nonprofit organization’s account, then you will receive an email from facilityuse@ccpsnet.net stating that you are now able to submit online facility schedule requests.
2
Submit a facility schedule request
Once your nonprofit organization is approved, go to ccps.gofmx.com to log in and view the school system calendar. Enter your email address and the password you created when registering your account. Click “New request” in the top right corner, then choose “Schedule request” and follow the prompts. Fields with an asterisk are required.

If there are any issues with your request, you will receive an error message prompting you to “Correct the following error(s).” Click “Submit” to send the schedule request. Once your request has been submitted, you will receive a confirmation email from no-reply@ccps.gofmx.com with your schedule request number and this will occur:
  • Your request will be emailed to the schedule approver at the school you selected.
  • If the school declines your request, you will receive an email with the reason your request was declined.
  • If the school approves your request, it will be routed to the school system’s Facilities Department for final approval. An approval from the school does not mean that your request is active. A request is not officially active until it is also approved by the Facilities Department.
  • If the Facilities Department approves your request, you will receive an email stating that your request has been “approved by.” This email serves as your authorization to use the facility, so be sure to print the email and have it with you at your event.
3
Communicate changes or cancellations
If your organization has been approved to use a school and needs to make a change (times, area of building, etc.), you must email the school and the Facilities Department at least one week before your event. Failure to provide this advance notice will result in immediate disapproval of the requested change. If your organization cancels an event, you must email the school and the Facilities Department at least 48 hours before the date of the event. If the event is on a weekend and cancellation is not made within this time frame, a one-hour facility rental fee and a two-hour custodial fee will be charged.
4
Pay
All fees (including rental rates, staffing charges and other applicable charges) are due within 30 calendar days from the date on the invoice. Checks must be made payable to Chesterfield County Public Schools. Organizations using school facilities on a regular basis will receive monthly bills. If the fee is not remitted as required or there are inadequate funds in the account to cover the amount of the check, no future use will be granted until payment is made. Thereafter, advance payments may be required via certified check or money order; see rental rate chart for pricing.

Facilities Rental FAQ

The school of use should always be your first point of contact.  However, you can also contact the Coordinator for Community Use of Schools in the Facilities Services Department at 804-318-8689.

Per School Board Policy & Regulations (School Policy & Regulations File 6170 & 6170-R), the applicant must be a citizen of the county who is a member of the organization making application, or an Officer of an applicant organization which must be headquartered in Chesterfield County.  In addition, authorization will only be given for use by not-for-profit groups or organizations unless as listed in the Children’s Performances Conducted by For-Profit Organizations section of the School Board Regulations (Section V).

As listed in the School Board Policy & Regulations (School Policy & Regulations File 6170 & 6170-R), the following organizations are authorized to use the schools:  school use groups, affiliated non-profit organizations (i.e., PTA, Athletic Boosters, Band Boosters, etc.), Government Agencies (i.e., public meetings, Parks & Recreation sponsored activities, etc.), other non-profit organizations (i.e., Scouts, Junior Women’s Club, Homeowners Associations, faith-based groups, etc.), and Children’s Performances Held by For-Profit Organizations (i.e. dance companies, martial arts studios, music studios, etc., as stated indicated in Section V of 6170-R).  If you have a question as to whether your organization falls under one of these categories, please call the Coordinator-Community Use of Schools at 804-318-8689.

NO. Per School Board Policy & Regulations, authorization will only be given for use by not-for-profit groups or organizations and those organizations which fall under the Children’s Performances Conducted by For-Profit Organizations.

Per School Board Policy & Regulations (School Policy & Regulations File 6170 & 6170-R), applications for small activities (less than 100 people expected to be in attendance) must be submitted to the facility of use at least two (2) weeks prior to the date(s) requested.  Applications for large activities (more than 100 people expected to be in attendance) must be submitted to the facility of use at least four (4) weeks prior to the date(s) requested.

YES. If your organization is non-profit and has not used a school facility before, the Facilities Services Department requests that a copy of your organizations 501c3 be submitted with your rental application.  In addition, organizations to whom the facility is rented should also have adequate third-party liability insurance coverage as indicated by attaching a current copy of the organization’s Liability Insurance Certificate to the rental application.

All organizations are required to provide proof of Third Party Liability Insurance (with a coverage amount of no less than $1,000,000) by submitting a Certificate of Insurance listing Chesterfield County Public Schools as an additional insured.

NO.

The hours listed on the rental application for your organization’s event should include the set up time, the time in which your event will take place, and the break down/clean up time.

Hours of use for a rental of a school are from 7:00 a.m. to 10:00 p.m.  If additional time is needed, please contact the Coordinator for Community Use of Schools at 804-318-8689 to make the request and for review/approval.

An application is NOT approved until you receive a copy of the approved request from the Facilities Services Department with all of the appropriate signatures or an email confirmation from the SchoolDude Message Center stating that your schedule has been approved/activated.

Meeting prior to the receipt of your approved application is considered trespassing and could jeopardize your use of any facility within Chesterfield County Public Schools.  If you have not received an approved application within one (1) week prior to the date of your event, please contact the school of use to determine the status of the application.

*YES. Upon receipt of your organization’s rental application, the air conditioning or heating is automatically scheduled to be turned on for the time of your event unless otherwise indicated on the approved rental application by your organization.

The Facilities Services Department at (804) 748-1331 until 10:00 p.m. on Monday through Friday and 7:00 a.m. to 10:00 p.m. on days that school is NOT in session (weekends, summer break, etc.).

The school of use should always be your first point of contact for any changes.  A change form must then be submitted to the school, who will forward it to the Facilities Services Department to make the necessary changes for support services (HVAC, custodial, etc.).

A change request email should be sent to both the school of use and the Facilities Dept. at facilityuse@ccpsnet.net at least 48 hours prior to the date of your planned event. Failure to give proper notification of a cancellation for an event to be held when school is not in session will result in a one (1) hour facility rental fee and a two (2) hour School Board staffing fee.

Per Chesterfield County Public Schools policy (School Policy & Regulations File 6170 & 6170-R), the School Board requires that an employee of the School Board be present at all times when an indoor  School Board facility is being used.

Per Chesterfield County Public Schools policy (School Policy & Regulations File 6170 & 6170-R), services are limited to:  opening and closing the building, doors and windows; turning on and off lights; contacting the Facilities Services Department to adjust heating or air conditioning; emergency clean up during the event; normal cleaning after the event; maintenance of restrooms during and after the event; and ensuring that the school is in proper condition to open the next school day.

NO. The school personnel assigned to your organization’s event is not required to transport equipment and/or supplies; arrange any special furniture or equipment for the activity; or supervise the activity or crowd. Any school used by an organization should be left in the condition in which it was found. It is the responsibility of the organization to set up tables, chairs, etc. at the beginning of an activity and to place them back in their proper area at the end of the activity.

Each school is responsible for their own special equipment.  If special equipment is needed by your organization for an activity, please contact the school of use to request permission for use and to make the necessary arrangements.  This equipment must be operated by trained school personnel.  Additional fees may apply for this and should be paid directly to the school of use unless otherwise indicated.

NO. School buildings have limited storage space available to the teachers and staff already located within that facility.  All items brought into the building by an applicant for an activity is to be removed at the end of that activity.  The School Board will assume no responsibility for items or equipment brought on the premises by the using organization, its members or guests, or for lost, stolen or damaged items left within a school building.

One exterior informational sign may be permitted on the school or school grounds to be displayed ONLY during the time of the actual event and must be removed after the completion of the event.  No banners or other signage should be placed on the grounds of the school prior to the day and time of the event to be held.

Per School Board Policy & Regulations (School Policy & Regulations File 6170 & 6170-R), rental charges will NOT apply to the use of school facilities by organizations for small activities held between 7:30 a.m. and 10:00 p.m. on those days when students are in session. Facility and custodial fees will be charged for events that take place on days that students are NOT in session (such as weekends, spring break, summer break, etc.). Custodial charges may apply for large activities taking place during the week where additional custodial staff is needed in order to ensure that the facility is in the proper condition for school to open the next day. All custodial charges are based on the estimated number of persons to attend an activity and the time period required for such activity. Additional fees may also apply if an extra trash pick-up is required due to the size of the activity being held. If use of the kitchen is requested, your organization must contact Food Services at (804) 743-3717 x126 as these charges are established and paid directly to the Food Services Department.

You can view a copy of Chesterfield County Public School’s rate chart on the website at oneccps.org.  The student rate is specifically for activities in which ONLY students are participants.  The adult rate is for activities in which there are adult as well as student participants.  If you have a questions regarding what rate your organization will be charged, please contact the Coordinator-Community Use of Schools at 804-318-8689.

If a prepayment is required for your event, the hours in which your organization is invoiced will only reflect the number of hours requested on the group or organization’s rental application and is an estimate only.  Your group or organization will be billed for the actual hours of school use as listed on the School Board employee’s time card and for the School Board employee’s time as reflected on the actual time card submitted by them for payment.

The amount listed on your rental application is an estimate only and the prepayment amount is based on this information. The actual hours may vary for the following reasons: if your organization’s event has gone past the approved rental contract time, thus requiring the School Board employee to remain beyond their approved contract time; if your organization’s event time was shorted due to inclement weather, participation, etc., thus causing the School Board employee’s time to be shortened; or the areas of use within the school were changed after the initial prepayment invoice was issued.

For any questions regarding an invoice, please call the Coordinator-Community Use of Schools at 804-318-8689.

If a prepayment is required, payment is due by the date indicated on the invoice issued. All other invoices are issued on the 10th of each month following the date in which your event was held and payment is required within 30 days of the date on the invoice.

Payment can be made to Chesterfield County Public Schools and sent to the address indicated on the invoice issued. Please do not send a payment without first receiving an official invoice from the Facility Services Department.

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