Facilities Use

Community Use of Francis Howell School District Facilities
FHC exterior shot
Francis Howell School District welcomes the use of its buildings and grounds by community organizations. Applications will be approved on a first-come, first-served basis and school-sponsored activities will have priority over non-school activities. Usage fees to offset costs may apply, depending upon the type of event and purpose/activities of the organization.

Applications for Use
To begin the process, you must create an account for the CommunityUse Calender online reservation system. Once you have established an account and been approved, please follow the CommunityUse Requester Guide for directions on how to submit space reservations. Reservation requests will be reviewed and subject to approval based on criteria as outlined in Board Policy 1420, Facilities Use  Guidelines, which includes:

  • availability of facility and personnel;
  • amount and type of space needed;
  • priority and nature of the activity; and
  • applicant’s commitment to providing payment of fees and/or proof of liability insurance, if applicable.

Click here to directly access the online reservation system.

Rental Charges
Facility usage fees are based on the type of group, the facility requested, and time of usage. Minimum charges for facilities, personnel, and equipment may apply. Payment for facility use must be made at the time of registration. Each application must include the name and contact information for the organization/individual responsible for payment. For activities with multiple dates, periodic payments may be made. Payment must be made by check and sent to FHSD, Attention: Marvin Thomas-Anderson, 4545 Central School Road, St. Charles, MO 63304. No group delinquent in payment for use of a building will be approved for subsequent use of school facilities.

If an admission or registration/enrollment fee will be collected by the individual or organization requesting the use of school facilities, the individual or organization must also conform to the District Guidelines to Conduct Fee-based Programs on School District Property. The privilege of use may be suspended immediately if there is evidence of misuse of the facilities at any time.

For questions about usage fees, please call the Facilities Manager at 636-851-6173.

Custodial Fees
Custodians may be assigned to an event and fees charged depending upon the date and time of facility use and the number in attendance. A minimum of four hours for any event not held on a scheduled school day will be charged. Custodial time is scheduled from 30 minutes prior to the start of the event until at least 30 minutes after its conclusion. Additional custodial charges may be required for extra cleanup, setup, or labor associated with the building use.

Kitchen Use
The use of the school kitchen and/or kitchen equipment must be requested on the Application for Use of School Facilities form and approved by the Facilities Manager and a Food Services staff member must supervise the use of equipment. Charges may apply for use of the kitchen equipment and/or to have a food service staff member present for the event. The schools have the prerogative of operating a concession stand.

Equipment and Other Personnel
Equipment requested, such as audio-visual aids, may be available at the discretion of the building administrator and could require an additional hourly charge. Supervisory personnel and security staff if needed will also be billed at an hourly rate.

Cancellations
Cancellations by the organization must be submitted in writing to the Facility Manager office. No fee will be assessed if cancellation is made more than 10 business days prior to the facility use. Cancellations made 6-10 business days prior to facility use will be subject to a fee equal to 20% of the facility usage fees. Cancellations made five business days or less prior to the facility use will require full payment of the facility usage fees and any personnel rates that may apply.

The District reserves the right to cancel a reservation at any time, without cause or penalty. The District also reserves the right to change reservations to other rooms with the understanding that, if possible, comparable facilities will be provided. The District reserves the right, as permitted by law, to deny any organization use of school facilities if the District reasonably believes the organization and/or its activities may present a danger to the health or safety of the District. FHSD also reserves the right to cancel an event if the organization fails to follow District guidelines. As outlined in the Application for Use of School Facilities, the District shall be held harmless for liability incurred by the group while using District-owned buildings, grounds or equipment.

Weather
If the school or District is closed for a full day or closes early due to inclement weather, all District facilities and fields will be closed to outside groups and activities. It is the responsibility of the group to confirm facility or field status prior to usage. If a facility is closed due to inclement weather, the user group will not be charged.

School Breaks and Holidays
At the discretion of the District, facilities may be used during spring, summer, and winter breaks pending custodial availability or coverage by District personnel.  Facilities will not be rented on scheduled District holidays which include New Years Day, Martin Luther King Jr. Birthday, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, and Christmas Day.

Promotional Materials
Outside organizations will be required to include a disclaimer on any information or promotional materials related to their use of District facilities that Francis Howell School District is not affiliated with nor a sponsor of the event as described on the Application for Use of School Facilities form.

Organizations can utilize the District’s online flyer system, 
Peachjar, to advertise events and programs. Applicable fees apply.

General Guidelines
It is expected that all facilities will be treated with respect and care. As outlined in the Application for Use of School Facilities form, the District is not responsible for any injury, loss of life or property arising from the misuse of school property by the applicant. Users of FHSD facilities agree to abide by the following general guidelines for use.

  1. A responsible adult will be present and in charge of a student group at all times. The designated adult must arrive with or before the participants, is responsible for the behavior of the group during the scheduled event, and must remain with the group until the last participant leaves.
  2. Groups should have and bring a copy of their Usage Agreement or Field Permit for Non-School Use of Facilities to all events. This will serve as proof of rental and identification for the custodian, security or other District staff and must be produced upon request.
  3. Groups will remain in the approved areas only and will not venture into any other areas.
  4. Event start and end times will be strictly observed, or overtime charges will be assessed at a minimum of one hour or actual time, whichever is greater.
  5. Rental areas shall be left in the same or better condition as upon arrival. Trash will be cleaned up, tables washed and dried as needed, and furniture and other items returned to their original place.
  6. Groups will provide their own supplies. There will be no use of any school materials.
  7. Food and drink are allowed in tiled areas only. No food or drink of any kind are allowed on carpeted areas, in the gyms, or in the theaters.
  8. The use of alcoholic beverages or tobacco products, including e-cigarettes, is strictly prohibited in Francis Howell School District buildings, campuses, and grounds.
  9. The applicant and respective organization are responsible for use of the facilities, conduct of the attendees, and for any theft, loss, or damage to school property.

  

Click here for the detailed list of Facility Use Guidelines.

 

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