Facility Rental

Our district is proud of the facilities we have to educate our children, and we're happy to give back to our community by leasing them to community groups.  The District permits non-school 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 its 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 on the Wednesday before the event.

Facility Rental Fees

Fees are charged based on the Board-adopted Schedule of Fees.  This schedule consists of two tables.  Table 1 includes fees for use based on a per-hour basis, with a minimum three-hour rental for non-UIL activities.  Hourly fees in Table 1 shall be assessed from the time the facility is opened until it is closed or vacated.  Fees for UIL activities are on a per-game basis.  Table 2 consists of fees charged for additional needs associated with the rental as determined by the District in consultation with the User.  

 

This schedule differentiates between for-profit and non-profit.  In order to qualify for non-profit status, proof of non-profit status must be submitted to the district prior to rental of the facility.  Failure to provide proof of non-profit status will result in the for-profit rates being charged.  Proof of non-profit status does not apply to other public school districts. 

Facilities not listed on the schedule of fees are not available for rental. 

In Table 2, all prices for workers are per worker per hour.  Prices for workers and field lights are in addition to the rental rates list in Table 1.  Fees for field lights are covered in the UIL per-game rental price.  The District will determine the minimum number of staff members necessary. It is important that the Lessee provide the information used to make this decision in their Facility Rental Application (type of activity, set-up, and anticipated number in attendance). Any rental that requires additional services because of unreported or misrepresented information will be adjusted in the reservation accordingly and any applicable fees will be added. Payment of the additional fees must be made within seven (7) days after the notification has been received by the Lessee.

If any facility usage requires the operation of technical equipment belonging to the district (sound boards, light boards, computers, etc.), such equipment may be operated only by a district-trained and approved operator.

For UIL games, competing schools are responsible for securing officials for the game.  Officials will be paid (Scale Pay) through the proceeds taken in by the gate.  If the proceeds don’t cover the cost of the officials and facility usage, then each of the participating schools will be billed equally for the remainder.  If the proceeds taken in by the gate exceed the amount of the officials and total fees, Alvarado will send a check to each of the participating schools.

Alvarado Booster Clubs will run all concessions and keep all proceeds for UIL games.

There is a $250 damage deposit for all rentals.  All fees and deposits must be paid in advance to reserve the rental.  Fees for damages will be assessed and taken from the damage deposit.  Damage to district facilities may result in loss of further use of the District’s facilities. 

The use of kitchens will require the use of a Child Nutrition Department staff member, assessed at rates indicated in Table 2.

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 out to “Alvarado ISD”. A reservation is automatically canceled if payment is not received within the specified timeframe, and no cancellation notice will 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.

Use Agreement

Any organization approved for a non-school 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 non-school 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.