Community Use of
District Facilities
Frequently Asked Questions
How
do I obtain the required paperwork for requesting facility space in Kyrene?
You may request the required paperwork (Request for Community
Use of District Facilities) at any Kyrene school, click
here to see where schools are located. The
required paperwork includes a
request form,
use agreement,
and a calendar. If you need help getting a $1 million liability insurance policy
listing Kyrene School District as additionally insured, you may contact the
Arizona School Risk Retention Trust at (602) 266-4911 x 102.
How early can I apply for facility space in Kyrene?
Only the President (or one designee) of the organization may
apply for facility space. Requests
from individual team coaches will not be accepted. Kyrene uses a Window of Opportunity system for
accepting facility requests. Click How
to Request a Facility to view the window of opportunity
schedule for this year and how to request facility space.
I am a coach for a local youth sports league; can I
reserve facility space on my own?
All coaches must coordinate field, gym or court use with their league
President (or one designee from the organization). So,
Unfortunately, no,
individual coaches may not apply for facility space.
How does the Window of Opportunity system
work?
During the year, there
are 3 priority windows of opportunity during which requests are accepted.
Organizations who submit their requests during these times (during the
windows of opportunity) are given first priority for facility space.
When the window ends, the schools will review the facility requests that
have been submitted for their site and allocate any available space. Click
on Window of Opportunity to view dates. Requests continue to be
accepted throughout the year on a first-come, first-served basis.
What happens if my organization misses the Window
of Opportunity? Am I still
eligible to reserve a school?
Organizations that miss the Window of Opportunity may
still request to use any school. Schools will accommodate
requests on a first-come, first-served basis.
Do I need to pay a fee when submitting a facility
request?
Yes.
A $15 application fee is required when submitting a facility request.
What types of facilities are available for rental?
Facilities that are available for rental include classrooms,
multi-purpose rooms, gymnasiums, outdoor courts, outdoor fields, and more.
What
kinds of rental fees will my organization need to pay when using Kyrene
facilities?
Rental fees are determined by the category that your organization falls
into. Click on
How to Request a Facility to find out what category your organization fits into
and the fees that you will be required to pay. Please
contact the
District's designee for assistance with determining your organization's category
(480) 783-4174.
Is my
organization required to pay the fees before we use the facility?
Yes. All fees are due prior
to your first scheduled date of usage.
How
are we notified if our organization has been approved to use the facility?
If the school approves a facility request application, they
will forward the request to the District's designee. The District's designee will check for insurance, damage deposit,
proof of 501(c)3, a signed Use Agreement and a completed calendar
of requested dates. A District
representative will approve the request form, calculate the invoice, and send a
copy of the approved request to the President of the organization.
Submitting a request at the school and/or obtaining a Principal's
approval does not constitute or finalize approval.
Are
there additional charges if we use the facility on the weekends or over holiday
breaks?
Yes. Groups using indoor
facilities during hours outside the normal workday or any school closure days
will be charged a custodial fee of $30 per hour. Groups are also charged a daily
rate of $45.00 for the chiller/heater start-up cost.
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