How to rent a school facility
Step 1:
Call the school in which you are requesting use of
*Contact must be made with the school first to ensure that the dates being requested are available for use
Step 2:
Complete and submit a Rental Application Form to the school of use
*A group or organization must complete a Rental Application Form (Form AAA-1417A) which specifies the school of use, dates, times, organization name and address, applicant name and address, contact information for applicant to include an email address and phone numbers, nature of activity and number of participants estimated to attend the event. Once this form is completed it must be submitted to the school of use for approval two (2) weeks prior to the date of the event. Failure to submit the Rental Application Form in a timely manner may result in a disapproval of an activity. Rental Application Forms can be found in the school office, on the Chesterfield County Public Schools K12 website or by calling the Facilities Services Department at (804) 717-6368.
Step 3:
Review and Processing of Rental Application Form
*Upon approval of the Rental Application Form by the school, it is forwarded to the Facilities Services Department to be reviewed by the Coordinator-Community Use of Schools. Once this review is complete to ensure that all criteria is met according to School Board Policy and Regulations (see School Policy & Regulations File 6170 & 6170-R), the application will be approved/disapproved and a signed copy returned to the applicant name listed on the form. If an email address is listed for the applicant, a confirmation email will be sent informing them of the application status. An application is not approved until you receive a copy from the Facilities Services Department with all appropriate signatures or an email confirmation stating that your application has been activated. Meeting prior to the receipt of either of these is considered trespassing and could jeopardize your use of any facility within Chesterfield County Public Schools.
Step 4:
Changes to Approved Rental Application Form or Cancellation of an Event
*Once an organization has been approved for use of a school and a change needs to take place (area of building, times, etc.), a Change Request Form (Form AAA-1417C) must be filled out and submitted to the school one (1) week prior to the date of the event listed on the original Rental Application Form. Failure to provide this advance notice will result in an immediate disapproval of the requested change and the original Rental Application Form will be followed by all support services staff. If the event must be canceled, a Change Request Form must be filled out and submitted to the school of use at least 48 hours prior to the date of the event. If the date of the event is on a weekend and cancelation is not made within this time frame, a one (1) hour facility fee will be imposed in addition to a two (2) hour custodial charge.
Step 5:
Invoice Issued (if activity takes place on a date that school is not in session to include weekends, summer breaks, etc.)
*All one-time events are required to make a prepayment based on the hours indicated on the Rental Application Form submitted and is an estimate only. This invoice will be generated approximately thirty (30) days prior to the date of the group or organization’s event for area(s) of the building requested and for the School Board employee’s rate (see rate chart for pricing information). The payment due date is listed on the invoice and must be received before the group or organization’s event can be held. This prepayment will be credited to the event and another invoice will be generated on the 10th of the month following the date of the event which will show either an additional balance owed (due to variations in the event such as additional or shortened hours of use, area(s) of use in the building were changed after prepayment invoice issued, etc.) or a credit due (which will be requested to and processed in the Chesterfield County Public Schools Finance Department).
