Facilities Rental

1. Prior to using school district facilities, a non-district applicant must apply for a permit at least 14 days prior to expected use. 

2. The application for permit must be submitted by an authorized adult representative of the organization or individual applying for the use and must list the person responsible during the use. 

3. A submitted application constitutes acceptance by the applicant of the responsibilities stated and the willingness to comply with all district policies, rules and regulations regarding the use of school facilities. 

4. If the application is approved, the district will issue a permit to the applicant in writing via email. Facilities are not reserved until the user group receives a facility use permit by the facility use office.

Permit changes after approval must be submitted 48 business hours in advance and incur a $15 change fee. Change requests are not guaranteed.

5. Once a permit is granted, facilities will be used strictly for the purposes, locations and times for which the space was requested. Permit holders must not transfer or sublet the permit to another organization or individual, doing so nullifies an approved permit. 

6. All groups requesting use of District 197 facilities must sign the rental agreement, and pay the applicable fees associated with the facility location(s), equipment and support staff. 

A permit will not be granted for any use that in the judgment of the district administration (1) may conflict with the mission of the district, or (2) for which satisfactory sponsorship or adequate adult supervision is not provided. 

The facility scheduler maintains a complete schedule of use for the district’s facilities. Priority for use of facilities is based on the following provided facility is available:

Group 1

• District 197 School events, athletics and activities.
• District 197 Community Education programs
• District 197 School sanctioned booster organizations
• Meetings sponsored by local civic and tax supported agencies which are of general interest, educational, and open to the public with free admission. 

Group 2A (Youth)

• Resident youth nonprofit organizations with 75%+ District 197 students
• Resident Parks and Recreation youth events or programs
• Non-Public Schools

In the event multiple groups in the same category request the same space, priority is given to the group which serves the larger number of resident youth. 

Group 2B (Adult)

• District residents (non-commercial)
• Organized community services, citizens and civic groups (Lions, Rotary, Legion, etc.)
• Political party meetings and conventions

Group 3

• Resident business organizations
• Resident special interest groups (*admission charged)
• Non-resident, non-profit organizations
• Community benefits/fundraisers are considered nonprofit

*Legally designated, non-profit community service groups sponsoring paid-admission type activities shall submit a statement to the Director of Community Education indicating proceeds from the event will be used locally for charitable purposes. If no letter is submitted, the group will be considered a for-profit organization.

Group 4

• Non-residents
• Non-resident business organizations
• Organizations located outside district boundaries whose participants equal less than 75% of district residents. 

Scheduling priorities are in accordance with School District 197 Management Regulations, MR9.45a. 

Indoor or outdoor rentals for adult athletic programs are approved on a case by case basis. 

Applications for rentals will be confirmed after District 197 events are processed. Occasionally, district events must be rescheduled,  which supersede permit holders. You accept this risk when signing your permit.     

District 197 facilities are available to non-school affiliated organizations or groups when school programs are not in operation.   

Weekday rentals are available from ​ 6:00-9:30 pm. Due to district programming, athletics and activity use, weekday rentals cannot begin prior to 6:00 pm. Weekend rentals are available from 8:00 am - 9:30 pm.     

District 197 reserves the right to refuse or cancel rentals based on the impact of use, maintenance, or not adhering to facility use  expectations. Groups who disrespect district property will have their permit cancelled and be refused for future rental.     

Proof of insurance is required with ISD 197 listed as additional insured. The coverage amount, per statute, is a minimum of $500,000 per occurrence/$1,500,000 aggregate    

Any use of concessions, vendors, food trucks, etc. on school property must adhere to any and all city ordinances and must give advance  notice. Use of kitchen facilities/equipment must be coordinated in advance through the Facilities Coordinator. A food service employee  must be present when using the kitchen.  If you are serving food, please refer to the Compost and Recycling Standards for District 197.   

1. Applicants agree to protect, indemnify and hold harmless District 197 and its officers and employees from any and all claims,  liabilities, damages, or rights of action, directly or indirectly, growing out of the use of the premises covered by the permit if  insurance is required. ISD 197 is not responsible for loss, damage or destruction of personal property. District 197 assumes no liability in connection with the use, loss or damage of equipment belonging to the renter.  

 2. District 197 reserves the right to nullify rental agreements that conflict with school activities even though such activities may be  scheduled after validation of the rental agreement.   

3. Rental agreements are non-transferable. Subleasing is not allowed.  

4. Facilities may not be used for games of chance, lotteries or activities classified as gambling. Use of alcoholic beverages, tobacco  products, smoking or vaping is prohibited.   

5. No-shows or cancellations without 48 hour notice will incur the full rental cost and staff fees.  There are no refunds for weather  unless District 197 issues a weather-related school cancellation.    

6. You will be invoiced at the completion of your permit date(s). Balances are due within 30 days of receiving an invoice. Prepayment  may be required for permits over $750. A damage deposit may be required. Failure to pay will result in future permits being denied. 

7. A group representative must be present to supervise its members and ensure they are in the assigned area treating the facility with  respect. ​Youth must be supervised at all times.  

8. Propping doors to let participants into the building is strictly prohibited  

9. Facility Supervisors and Custodians are not responsible for arranging rooms (spectator chairs, tables, desks), technology assistance or rental clean up.  Clean up is required before exiting. Additional building equipment / set-up  requirements must be listed on your permit. Services or assistance for set-up or takedown must be negotiated in advance and noted  on your permit.   

10.  Turn off all lights and electronics. If custodial cleaning time is required after your rental, your  group will be billed accordingly. Do not disturb classroom materials, equipment, whiteboards, etc. Arrange desks, tables, chairs, etc.  as you found them.  ​No glitter allowed. Additional charges for equipment damage may apply. 

11. Organizations must provide their own sports equipment. Use of school equipment is prohibited without consent. All equipment must  be removed from the site after rental is completed.  

12. Arriving early or staying past the permit end time is not allowed. Include set-up, tear-down, clean up, and discussion time in your  reservation request. Renters who enter early or stay beyond their rental time will incur early entrance/late exit fees of $10 for every  10 minutes plus the hourly rate for the extended time.  

13. Only Certified Service Animals are allowed inside or on District 197 grounds. Domestic pets of any kind are not allowed on fields,  grass areas, inside Matson Complex or Warrior Field.   

14. LIVEGREEN is the district's sustainability program that promotes energy saving, recycling and other green initiatives throughout the  district.  See https://www.isd197.org/resources/livegreen​  to learn more about supporting this effort.