Facility Rental

Our district is very proud to have the facilities that we have to educate our children, and we are very happy to be able to give back to our community by leasing our facilities out to community groups.  The District permits nonschool use of designated District facilities for educational, recreational, civic, or social activities when these activities do not conflict with school use or with District policy. Approval shall not be granted for any purpose that would damage school property.

The District reserves the right to refuse to rent if deemed in the best interest of the District. The District reserves the right to deny a usage request if personnel are not available to work the event, if the facility lacks capacity or is unavailable, if usage will disrupt a facility’s maintenance schedule, or if in the District’s sole opinion any other conditions warrant denial of usage, such as previous non-compliance or non-payment.

An entity using District facilities may not sublet their scheduled use. 

Scheduling

School use of district facilities is scheduled with the building administrator.  Non-school use of district facilities is scheduled with and must be approved by the Operations department. 

Requests for non-school use of District facilities shall be considered on a first-come, first-served basis.  Academic and extracurricular activities sponsored by the District shall always have priority when any use is scheduled.

The district may cancel a scheduled non-school use if an unexpected conflict arises with a District activity.  The District reserves the right to immediately cancel a Facility Use Rental
Agreement, without refunding any funds, during the use/rent period if the actions
and/or conduct of the user violates local, state, or federal laws, or any portion of this
agreement, or any portion of District policy.

The District makes no representations regarding the safety and/or suitability of District owned property in relation to the Lessee's intended use of said property. 

Any change requests for a scheduled event need to be made 48 hours prior to that event. If a scheduled event is to occur over the weekend, changes need to be made no later than the close of business the Wednesday before the event.

Use Agreement

Any organization or individual approved for a nonschool use of District facilities shall be required to complete a written agreement indicating receipt and understanding of district Board policy GKD and local administrative regulations relating to the nonschool use of district facilities.  The Lessee must acknowledge that the District is not liable for any personal injury or damages to personal property related to the non-school use.

Facility Rental Fees

We have established the fee schedule below in order to try to recoup some of our costs associated with rental of the facilities such as utilities, labor, etc. They do not include cleanup or setup. If Alvarado ISD staff is required for the cleanup or setup of the facility, an additional rate of $25 per person per hour will be charged.  The monitor will be responsible for unlocking and locking the facility. If use of the kitchen is required, a staff member from the AISD child nutrition department must be present, and an additional rate of $25 per hour will be charged.

Facilities listed with an NA for price will not be rented out to the public.  All groups using school facilities shall be responsible for the cost of repairing any damages incurred during use and shall be required to indemnify the District for the cost of any such repairs.

Payment of all fees shall be made in advance of the scheduled event and is an estimate based on the information provided by the Licensee on the Facility Use Rental Application. Licensee is responsible for all fees applicable to times used by the Lessee(such as early arrival or late departure of participants) that were not previously requested, and are not a part of the estimated charges prepaid.  

Actual usage will be calculated at the end of the rental period. Adjustments will be made for any amounts differing from the prepaid fees, and will be either charged to or credited back to Lessee. Payment for any additional charges will be due upon receipt of notice from the District.

The Lessee shall pay for all fees either with (1) a check drawn on a bank in Texas, or (2) a cashier’s check, or (3) a money order, prior to the rental date requested. The check shall be made to “Alvarado ISD”. A reservation is automatically canceled when payment is not received as stated and within the time frame identified, and a cancellation notice will not be sent.

The District will pursue all remedies of law, including criminal prosecution, if a check is returned for insufficient funds. A $15.00 return check fee shall be added to the charge.

Deposit

A $150 deposit is required for all rentals and shall be refunded/credited following the event provided the facility is returned to normal school operating conditions and no damage has occurred. Refunds may be collected at the Alvarado ISD Operations Office.

Liability Insurance

The user of District facilities shall furnish evidence of liability insurance coverage for the event(s).

Any non-school related organization using school facilities shall be required to provide an original certificate of insurance, with the District named as the certificate holder, indicating a minimum $1,000,000 combined single limit for bodily injury and property damage liability coverage. In addition, the District shall be named as an additional insured on the certificate of this policy.   The policy must reflect that it is primary and not contributory with any insurance maintained by the District and may not be cancelled prior to the conclusion of the
event.

The insurance carrier must hold a minimum “Secure” rating from the A.M. Best Company. The District reserves the right to determine the acceptability of a carrier regardless of its “Secure” rating.

Each insurance policy must require that the insurer send notice to the District as follows:

* 30–day notice of cancellation
* 60-day notice of nonrenewal
* 30-day notice of material change

Access to the facility shall not be permitted until the application and insurance has been
screened and approved. Cancellation of insurance also cancels the rental contract until
proof of insurance can be provided to the District

All groups using school facilities shall be responsible for the cost of damages incurred during their use.  

Security

If it is deemed that outside security is required for an event by the Lessee or Alvarado ISD, the Lessee is responsible for scheduling and paying for this service.

Clean Up

Organizations requesting the use of a district facility may be required to pay to provide custodial services. Fees for custodial services will be in addition to the rental agreement. Custodial charges will include time after the event to thoroughly clean the area and 30 minutes before the event to prepare for the rental. The number of custodians required will be based on the number of participants and attendants; this decision will be made by the Operations department.

If custodial services are not required, the Lessee agrees to clean up after the event and leave the facility exactly as it was when the rental period began. Failure to do so will result in custodial charges being charged to the Lessee which may result in the loss of the Lessee's deposit.

Required Conduct

The Lessee accepts responsibility for overseeing and controlling participants, sponsors, spectators, and visitors that are in or on District property as a result of or in connection with Lessee's use of the property. Lessee must also enforce the following at all times:
1.  Smoking and the use of tobacco products are prohibited anywhere on District property.
2.  Possession and/or use of alcoholic beverages is prohibited anywhere on District Property.
3.  Firearms, knives and weapons of any sort are not permitted on District Property.
4.  Participants, sponsors, spectators and visitors may not walk through or use any other part of a building or its grounds, use any school equipment, materials, athletic equipment, furnishings, etc., other that those specifically requested and approved for use in writing according to the agreement. Only the restrooms most closely related to the area described
may be used.
5.  The only area in a building in which food and drinks may be consumed is in the cafeteria on a school campus.
6.  Only rubber soled shoes shall be allowed on gymnasium floors, and Lessee shall take every reasonable measure to see that the gymnasium floors are protected by using mats under tables and/or chairs and dirt, mud, sand, and water are removed from shoes before stepping onto gym floors.  Do not place items on the courts that may scratch, scrape, mark, or damage the courts.  NO FOOD OR DRINK WILL BE ALLOWED IN THE GYMS.
7.  Do not drag items across the flooring surfaces
8.  Do not place items on the track or turf that may puncture the playing surfaces (this includes tables, lawn chairs, etc)
9.  The Lessee agrees to abide by the direction of any employee hired to facilitate the event/activity in the facility being used.
10.  Use of any District facility (building, grounds, etc.) requires adult supervision. The
Lessee shall provide one adult, 21 years or older for each 35 people participating in
the event/activity and one adult for each 100 spectators.

Your assistance with protecting our facilities is greatly appreciated.