The First Step | Review of Request | Event & Afterwards | Completion

A non-refundable, non-transferable $35 processing fee is charged for each application for Community Use of a school facility. You will be invoiced for this fee when your application is processed. In addition to the completed application, user groups also must possess insurance coverage of $1 million Commercial General Liability Coverage per occurrence and $2 million annual aggregate. The insurance certificate must list “Wake County Board of Education” as Certificate Holder and Additional Insured.

The First Step

The first step to renting a school facility as part of the Community Use program is for the prospective user group to complete and sign a Facility Use Application (Form 2900-A) and submit that application to the school in question. The Facility Use Application specifies the sponsoring organization (whether it be a non-profit, for profit or commercial group) and the purpose of the activity or event to be held at the school. This application also details the number and ages of the expected attendees and participants.

The completed application should reflect the equipment needs, exact dates for the activity and the amount of space required. It should also provide an estimate of the amount of time needed for setting up the activity, how long it will take and the amount of time required to take down equipment used and clean up after the event. In providing this information, the user group also may need to complete the Spaces Worksheet (Form 2900-S) or the Equipment Worksheet (Form 2900-E) or both to submit along with the Facility Use Application.

Review of Request

Once the Facility Use Application and any other necessary forms have been completed, they are submitted to the school in question. Once received, the school reviews the application to determine if the space is available during the requested time and to determine if personnel are available to oversee and handle the request. If the school approves the application, the school forwards the request to the Community Schools office for review.

Should the application be approved following review by Community Schools, the department creates a contract for the use and other documentation as necessary and sends them to the applicant and school. Once receiving the completed paperwork, the user group then can review the contract and sign it or may submit revisions using a Change Request (Form 2900-CH). The user group will be invoiced for the event when Community Schools has received the signed contract.

The user group also may cancel an approved contract without further charges being incurred up to 15 days prior to the event. Payment for charges included in the use contract is due 10 business days prior to the beginning date of the activity, as is stated on the invoice sent to the user group.

Event and Afterward

On the day of the event, a representative of the user group and the school review and complete the Community Use Checklist (Form 2900-CK) to assess and document the condition of the school site prior to and following its use. The checklist covers areas including the cleanliness of the facility and whether items such as trash cans and requested equipment were available and in working condition.

The checklist also contains space for school officials to assess the amount of time required by school personnel to oversee and clean up after the event. The user group is billed based on the amount of time required for personnel and any additional equipment provided for use. Both the school and the user group can make notes and comments on this form. The user group will be invoiced for any additional time required by school staff.

Completion

Following the event or activity, the user group also is provided with an Evaluation Sheet (Form 2900-V) to rate, comment on and make suggestions about the handling of the event, the condition of the facilities and the application process. If there is a problem with the facility, personnel or equipment while the school facility is being used, the user group has three days following the activity to notify Community Schools to receive consideration.

If additional fees are assessed for the event, the user group will be invoiced for these fees. Occasionally, there is some lag time after the event before the school can assess and total all additional personnel expenses. This can delay receipt of the final invoice and make the total cost for use of the school site to be greater than the initial contract price.