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Using & Renting Facilities

How to Rent a School Facility

Facility scheduling for Chesterfield County Public Schools is now online and automated!

To request the use of a school facility, go to https://www.communityuse.com/default.asp?acctnum=628089048. Be sure to review the “documents” tab at the top of the page. This section provides tutorials on how to submit a facility rental request and also provides rental rates and the policies and regulations of Chesterfield County Public Schools.

School and Facility Rental Forms and Policies

Rental Rate Chart
Community Use Policy and Regulations
Help

You do not need to create an account to check the availability of a school, but if you want to submit a request to use a school facility, you must follow these four steps:

1
Create an account
In the top right corner of the facilities rental site, click “log in to request facility use.” Everyone who wants to use a school facility must create an account. The system will walk you through setting up your account, then send a message to the Facility Services Department. If Facility Services approves your account, you will receive an email stating that you are now able to submit online facility requests. Click the link in that email to start the scheduling process.
2
Submit a facility schedule request
When the calendar is loaded, click “log in to request facility use” in the top right corner. Enter your email address and the password you created when setting up your account. Select the “request facility use” tab and follow the scheduling prompts. Before saving your schedule request, you must check availability to ensure that the areas of the school you are requesting are available. If an area of the building you requested is not available, you will need to select another date for your activity. Once your request has been saved, you will receive a schedule ID number and the following will occur:

  • Your request will be emailed to the school you want to use. You will receive an email stating that your request has been submitted and routed to the school.
  • If the school approves your request, you will receive an email stating that it has been approved and routed to the Facility Services Department for final approval and activation. An approval from the school does not mean that your request has been approved. A request is not considered approved until it is activated by the Facility Services Department.
  • If the Facility Services Department approves your request, you will receive an email stating that your request has been “approved and activated.” This email serves as your authorization to use the facility, so be sure to print out 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 one week before your event. Failure to provide this advance notice will result in immediate disapproval of the requested change. If your organization must cancel an event, you must email the school 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 fee and a two-hour custodial fee will be charged.
4
Pay
Organizers of one-time events must prepay based on the hours submitted on the schedule request. This prepayment is an estimate. The prepayment invoice will be generated about 30 days before the event based on the areas of the building requested and the custodial fee (see rate chart for pricing). The prepayment due date is listed on the invoice. Prepayment must be received before the event can be held. This prepayment will be credited to the event, then another invoice will be generated on the 10th of the month after the date of the event. The second invoice will show either a balance owed (because of variations in the event such as additional hours of use, change in areas of use, etc.) or a credit due (which will be requested from the Chesterfield County Public Schools Finance Department).

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.

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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