General Conditions and Procedures of Facility Use

Procedure Overview
District facilities are available for community use within the above-stated parameters. Individuals, organizations, and/or groups wishing to use district facilities shall complete a request for community use of school facilities form. The request and the guide to community school rental may be secured at any school office, at the facilities services department (255 South Cleveland, Loveland), or at the district administration building (800 South Taft Avenue, Loveland). The completed request for community use of school facilities form, application fees, and current and adequate proof of insurance must be completed at least two weeks prior to the date of the event being requested. All fees for single day usage and multiple-day usage must be paid in full at least two weeks prior to the scheduled event. When a request is approved, the activity will be added to the building master calendar and an approved request for community use of school facilities will be sent to the applicant via email, and distributed to appropriate school district personnel.

Use During District Break Periods
All individuals (including district employees) and/or groups applying for the use of a school or facility during the summer break (all sites are closed during winter break) may obtain a request for community use of school facilities form from the office of facilities services or on the district website. Summer use will be limited to schools where summer programs are already being held. Principals will be responsible for informing the facility use coordinator of the date and time of all building activities and the rooms reserved prior to leaving for the summer. Special circumstances for summer use may arise and be approved by the building principal and the facilities services director and/or the assistant superintendent of human resources and school support. The above individuals will contact the facility use coordinator to arrange for building coverage. No schools will be rented during the month of July. Events during winter break, spring break and other district-designated down time will be booked at the discretion of the building principal, with the approval of the facilities services director and/or the assistant superintendent of human resources and school support.

Athletic Fields/Tennis Courts
Requests for community use of school facilities for use of ANY district field, at any time, must be made through the facility use coordinator at (970) 613-5351 (255 South Cleveland, Loveland). These requests will not be accepted at individual sites. It is recommended that district field use requests be made one month or more in advance of event(s) date(s). Use of the fields is to be consistent with generally accepted use of the particular area and for which it was designed. District fields will be closed to community groups January through March to maintain optimal spring field conditions.
NOTE: Ray Patterson field has special rental costs associated with its use. Any Patterson field rental will be handled through the athletic director’s office at the administration building.

Pools
Applications for the use of all aquatic facilities will be made with the aquatics facilities manager.

Kitchens
Arrangements for the use of any district kitchen should be made at the school with the respective kitchen manager. Kitchen areas shall be used under the supervision of a nutritional services department employee.