Building Rentals

Welcome to Tooele County School District web page. We have provided a few simple guidelines to help answer many of your questions and assist you in determining your needs and costs.
Please Note: 
Because of summer cleaning requirements and the inability to properly staff events, Tooele County School District typically does not rent indoor building facilities from May 20th through August 20th.
Even the smallest and least complicated of rentals still typically take a minimum of 7-10 business days to coordinate and approve. As the coordination needs increase, so does the time needed to receive approval. Please submit your requests in a timely manner.
If you are interested in renting a playing field, visit Field Rentals.

STEPS TO SECURE A FACILITY 

1.VIEW the reservation website facilitron.com to confirm that the space, date, and time are available for your event.

2.DETERMINE what areas may be rented and the hourly rate for each. Auditorium seating capacity is also found in this area. Choose the school that best fits your needs.

3. COMPLETE the appropriate Facilitron Agreement form

• Make sure to include arrival to departure times, not just the event time (those will be discounted @ a 50% off rate). Make sure to list all logistics and expectations for the rental in the setup instructions portion so the custodians will know how, when, and what to set up.
•   Any other correspondence can be uploaded at the time of the reservation (i.e.,Certificate of Liability Insurance, 501c3 letter, diagrams of setup instructions, etc.)

4. ACCURACY is important when filling out your Facility Usage Request. Any discrepancies could lead to additional charges after your event or denial of any future facility usage request. (Ex. indicating 50 attendees and the actual attendance is 150; hanging decorations or signs and causing damage to the walls; wearing non-athletic shoes on the basketball courts and causing damage to the court). 

5. ACCEPTING TERMS AND CONDITIONS must be agreed to or your request will not be granted. 

6. APPROVAL will arrive via email as soon as the request is reviewed and approved by the Building Administrator as well as the Building Rental Coordinator. 

7. PAYMENT for contracted Facility Usage is paid through the reservation platform. All balances need to be paid by the time your event is held.

8. CERTIFICATE OF INSURANCE: Prior to the use of any facility you will need to submit a certificate of comprehensive general liability covering personal injuries, wrongful death, and claims of property damage, with a combined single limit of not less than $1,000,000 per occurrence and $2,000,000 aggregate coverage. You as the renter must list Tooele County School District and the Facility as additional insured on a primary noncontributory basis. This can be uploaded during the application process and approval will not happen until this is done. If you DO NOT have insurance you can purchase insurance for your event on the reservation platform.

• YOUR RENTAL IS NOT CONFIRMED UNTIL ALL 3 SIGNATURES (yours, the Building Administrator, and the Building Rental Coordinator) ARE OBTAINED, PROOF OF CURRENT INSURANCE COVERAGE HAS BEEN PROVIDED, AND PAYMENT HAS BEEN MADE.
• Non-profit entities must also supply a copy of their 501c3 along with insurance in order to qualify for the non-profit rate.

9. DAY OF EVENT: Please make sure to have your permit (digital/printed)with you for the reservation at all times. During your event, please take extra precautions to ensure participants are using the facility safely and in the proper fashion. To avoid additional charges, please make sure to not cause any damages or leave excessive messes. Not showing up for your event does not eliminate accountability for payment for any cost incurred by Tooele County School District, should you have to cancel please notify us 48 hours prior to your event. If Tooele County School District should have to cancel all events on the day of your event, you would be allowed to reschedule your event or be reimbursed payment.

Note that there are certain personnel requirements and related costs for facility rentals. The specific needs will be determined by the local school, based on the needs and expectations of your rental. Supervisors, Custodians, Security, etc.

A. Inter-local Governmental Agreements 
1. The District may enter into inter-local agreements for long-term or seasonal use of facilities with municipalities, tax-supported agencies, or other organizations if those entities’ activities are beneficial to the District. Inter-local agreements will be negotiated at the District level and approved by the Building Rental Coordinator. Building administrators are not authorized to negotiate inter-local agreements. 

B. Supervision and Operation 
1. A District employee must be present to supervise INDOOR events or activities. 
2. A Custodian is required to be present at all events. They are trained for events that could arise such as (Fire alarm, clogged toilets, doors not opening/closing, AED machine for medical emergencies, etc.)
3. Make sure you are RESPECTING the supervisor of your event. If you say that you are starting and ending at a specific time, Please make sure that you start and finish on time. (NOTE: YOU WILL BE CHARGED ADDITIONAL TIME IF YOU GO OVER YOUR ALLOTTED RESERVATION TIME)
a. Large Numbers of Participants 
If the number of participants at any proposed event or activity is expected to exceed 150  a law enforcement officer may be requested on the rental application form. Sporting events are not exempt from this.
 b. Technical Assistance
 If renters require the use of sound or lighting systems, scoreboards, stage equipment, or other specialty equipment, District employed technicians (i.e. stage crew technicians) or other appropriate personnel must be requested on the rental application form to operate the equipment and related fees will be assessed. 

C. Equipment and Supplies 
1. Generally, rentals are for space only and do not include equipment, school/office supplies, or other property owned by the District. Some district-owned equipment is available for use but only after obtaining express permission prior to use and paying appropriate rental fees. Use of district-owned equipment shall be approved in advance by the local administration. Use of District shop equipment, lab equipment, and computers is prohibited. Renters will be assessed the cost for damaged or lost District equipment. Use of outside equipment, including portable computers or electronic devices and audiovisual equipment is permitted. The use of all outside equipment shall be approved in advance by the school administrator. 

D. Insurance 

1. Every individual, organization, or entity renting District facilities for non-school sponsored events or activities must provide evidence of liability insurance in the amount of $1,000,000 primary coverage per occurrence and $2,000,000 aggregate coverage. The renter must list the District and the school as additional insured on a primary, noncontributory basis.  Entities that do not have a current policy purchase through the reservation platform facilitron.com. 

E. Rental Application/Agreement 
1. The reservation platform is responsible to ensure the rental application is completed and that proof of insurance and payment are provided. Renters must disclose the nature of the event or activity, the anticipated number of participants, and the intended duration of the event or activity in writing. Once everything is completely filled out it will then go to the facility pre-approver, after the facility has pre- approved the reservation, it will then go to the Building Rental Coordinator.  They will then ensure distribution of the confirmed rental agreement to the affected parties/departments. 

F.  Payment of Fees
 1. Fees will be charged for facility rentals according to the approved fee schedule.View Fee Schedule on our website. All fees must be paid prior to the scheduled event or activity. NO FEES will be collected by the school, all fees will be paid to the reservation platform. Non-payment will render the rental agreement voidable at the District’s election, and renters have no guarantee of space availability. Individuals or entities that exceed scheduled use shall pay additional fees per the fee schedule. All unpaid fees, including fees assessed for nonscheduled use or for damage to District property, are subject to collections. 

G. Refunds for Cancellations 
1. REFUNDS ARE NOT AUTOMATIC. Refunds must be approved by the Building Rental Coordinator in collaboration with the impacted school. The Building Rental Coordinator must be notified in writing at least two days prior to the planned activity to qualify for a refund. A 10% fee may be retained for the time required to coordinate and process the rental request and the refund. The request must include the name of the person or entity to which the check should be made payable, mailing information, and a copy of the rental application. 

2. Refunds may be transferred to another rental within the same year, up to the time of the rental. Fees are not transferable to another year. Rental “no shows” are not eligible for refunds. A school district ‘year’ runs July 1 to June 30 the following year.

H. Parking
1. At your reservation event please remember to not park or allow any of your attendees to park in the fire lanes, on the blacktop playground areas, or any egress areas. First and foremost, we value your safety. We all would love to think that an emergency will never arise, however we need to be prepared just in case. 

Welcome to Tooele County School District Field Rental web page.  We have provided a few simple guidelines to help answer many of your questions and assist you in determining your needs and costs. 

General Guidelines
* Even the smallest and least complicated of rentals still typically take a minimum of 7-10 business days to coordinate and approve. As the coordination needs increase, so does the time needed to receive approval. Please submit your requests in a timely manner.

If you are interested in renting a facility, visit Facility Rentals.
1. Use the Field Finder Map (Coming Soon!) to determine the location that you are interested in. This shows an aerial view of our schools and the way our green space is divided into fields.  Visiting the site in person, during non-school hours, will give you a more accurate feeling for the size and condition of the field.
2. Once you have identified which field you are interested in, please visit the reservation website at facilitron.com 

• Our high school fields are usually occupied by school athletic teams. Check the calendar in facilitron.com to view availability.
• Whenever possible, current renters in good standing will have priority at their current location.

3. Completed forms will be emailed to the renter, school administration, and the custodian.
4. Proof of current insurance coverage and payment in full are due prior to the date of the rental. 

• Non-profit entities must also supply a copy of their 501c3 along with insurance in order to qualify for the non-profit rate.

RENTAL POLICY FOR TOOELE COUNTY SCHOOL DISTRICT FIELDS
Any group or organization using District grounds or outside facilities must adhere to the following standards:
1. Grounds are not to be used in a manner or duration that will damage the grounds.

2. Consistent, organized play, tournaments, or groups will not be allowed to have unscheduled activities in or on District Property. Rental of a field for games does not authorize free use for practice.  Practice times must also be rented.

3. YOUR RENTAL IS NOT CONFIRMED UNTIL ALL 3 SIGNATURES ARE OBTAINED, PROOF OF CURRENT INSURANCE COVERAGE HAS BEEN PROVIDED, AND PAYMENT HAS BEEN MADE.

4. Payment is required in advance of the date of the rental.

5. All groups shall provide responsible adult supervision to adequately monitor facilities. Monitoring is to maintain order and prevent vandalism and destruction of District property and adjoining properties.  No unsupervised youth group or organizations will be allowed to use the District facilities. Users must be respectful and considerate to residents and private property bordering school grounds.

6. Renters are expected to clean up all trash and litter at the end of each event.  Failure to do so may result in a fine and/or revocation of the rental by the district.

7. Any field rental that exceeds 3 hours should provide portable bathrooms.  These Portable bathrooms will be at the renter’s cost. The renter will need to work with the building administrator to find the best place to put the bathroom. It can stay at that building for the duration of the reservation (even if it is an ongoing reservation), however when the reservation has come to an end there will be a 1- week deadline to have the portable bathroom moved. Building restrooms will not be available for public use.  (Even if your rental is less than 3 hours, a portable bathroom might become necessary to accommodate the needs of those who use the rental.) The location of the portable bathroom needs to be coordinated with the school principal. The portable bathroom needs to be anchored down, properly maintained, and locked when not in use.  It needs to be removed within 1 week after the end of the rental.

8. Renters are asked to routinely move their goals to avoid wear patterns and to use only commercial goals that meet industry safety standards. During the school year, renters are asked to lock their goals to the fence so that they are not a hazard to students during the school day.  You are required to vary the location of the locked goals at least every two weeks so that our grounds crew doesn’t have to miss mowing a particular spot more than one week in a row.

9. Don’t play on fields that are too wet or muddy. If you damage the field by playing on it during poor weather conditions, it may not be available to you for the rest of your season. Please help protect the field and contact the Building Rental Coordinator Tiffany Miner. If you need to cancel or re-schedule a certain date to help preserve the field.  (Notification must be made prior to the rental time, or the same day, to be able to receive credit.) Credit will be applied toward your next field rental.

10.It is against the law to have or use alcohol, tobacco, or illegal drugs in any form on the school property. Fireworks, firearms, loud music and inappropriate conduct are also prohibited.  Renters are responsible for ensuring that all who attend their events comply with the rules.

11. Parking must be in designated parking areas only. Never park in a fire lane. Driving vehicles on playing fields, tracks, sidewalks, or playground asphalt areas is prohibited.  (When necessary to load or unload heavy equipment, one vehicle may briefly (no more than 10 minutes) and carefully be used on the field during loading/unloading. No vehicles may remain parked on the field or sidewalks.  The renter will be held responsible for any damage to the school property, sprinklers, etc. that is caused by this or any other rental use.

12. Tampering with, modifying or abusing field watering equipment is expressly prohibited.

13. Renters need to have a written or electronic copy of their confirmed rental form with them every time they use the field.

14. If someone is on the field that you have reserved, Please show them your permit. If the issue persists please contact the school directly. 

If you have other questions or need assistance you are invited to contact the Building Rental Coordinator at 435-833-1900 EXT. 2810 we will be happy to assist you.

 

A. Inter-local Governmental Agreements 
1. The District may enter into inter-local agreements for long-term or seasonal use of facilities with municipalities, tax-supported agencies, or other organizations if those entities’ activities are beneficial to the District. Inter-local agreements will be negotiated at the District level and approved by the Building Rental Coordinator. Building administrators are not authorized to negotiate inter-local agreements. 

B. Supervision and Operation 
1. A District employee must be present to supervise INDOOR events or activities. 
2. A Custodian is required to be present at all events. They are trained for events that could arise such as (Fire alarm, clogged toilets, doors not opening/closing, AED machine for medical emergencies, etc.)
3. Make sure you are RESPECTING the supervisor of your event. If you say that you are starting and ending at a specific time, Please make sure that you start and finish on time. (NOTE: YOU WILL BE CHARGED ADDITIONAL TIME IF YOU GO OVER YOUR ALLOTTED RESERVATION TIME)
a. Large Numbers of Participants 
If the number of participants at any proposed event or activity is expected to exceed 150  a law enforcement officer may be requested on the rental application form. Sporting events are not exempt from this.
 b. Technical Assistance
 If renters require the use of sound or lighting systems, scoreboards, stage equipment, or other specialty equipment, District employed technicians (i.e. stage crew technicians) or other appropriate personnel must be requested on the rental application form to operate the equipment and related fees will be assessed. 

C. Equipment and Supplies 
1. Generally, rentals are for space only and do not include equipment, school/office supplies, or other property owned by the District. Some district-owned equipment is available for use but only after obtaining express permission prior to use and paying appropriate rental fees. Use of district-owned equipment shall be approved in advance by the local administration. Use of District shop equipment, lab equipment, and computers is prohibited. Renters will be assessed the cost for damaged or lost District equipment. Use of outside equipment, including portable computers or electronic devices and audiovisual equipment is permitted. The use of all outside equipment shall be approved in advance by the school administrator. 

D. Insurance 

1. Every individual, organization, or entity renting District facilities for non-school sponsored events or activities must provide evidence of liability insurance in the amount of $1,000,000 primary coverage per occurrence and $2,000,000 aggregate coverage. The renter must list the District and the school as additional insured on a primary, noncontributory basis.  Entities that do not have a current policy purchase through the reservation platform facilitron.com. 

E. Rental Application/Agreement 
1. The reservation platform is responsible to ensure the rental application is completed and that proof of insurance and payment are provided. Renters must disclose the nature of the event or activity, the anticipated number of participants, and the intended duration of the event or activity in writing. Once everything is completely filled out it will then go to the facility pre-approver, after the facility has pre- approved the reservation, it will then go to the Building Rental Coordinator.  They will then ensure distribution of the confirmed rental agreement to the affected parties/departments. 

F.  Payment of Fees
 1. Fees will be charged for facility rentals according to the approved fee schedule.View Fee Schedule on our website. All fees must be paid prior to the scheduled event or activity. NO FEES will be collected by the school, all fees will be paid to the reservation platform. Non-payment will render the rental agreement voidable at the District’s election, and renters have no guarantee of space availability. Individuals or entities that exceed scheduled use shall pay additional fees per the fee schedule. All unpaid fees, including fees assessed for nonscheduled use or for damage to District property, are subject to collections. 

G. Refunds for Cancellations 
1. REFUNDS ARE NOT AUTOMATIC. Refunds must be approved by the Building Rental Coordinator in collaboration with the impacted school. The Building Rental Coordinator must be notified in writing at least two days prior to the planned activity to qualify for a refund. A 10% fee may be retained for the time required to coordinate and process the rental request and the refund. The request must include the name of the person or entity to which the check should be made payable, mailing information, and a copy of the rental application. 

2. Refunds may be transferred to another rental within the same year, up to the time of the rental. Fees are not transferable to another year. Rental “no shows” are not eligible for refunds. A school district ‘year’ runs July 1 to June 30 the following year.

H. Parking
1. At your reservation event please remember to not park or allow any of your attendees to park in the fire lanes, on the blacktop playground areas, or any egress areas. First and foremost, we value your safety. We all would love to think that an emergency will never arise, however we need to be prepared just in case. 

Facilitron User Guide Step by Step

·         Go to Facilitron.com

·         The site will pull up with this option available.
 

 

·         You will then enter in the search box what you are looking for:

 

·         It will pull up the offered facilities like this:

 

You have the option to click on Quick View to see details about that facility: It will look like this:

 

·         Additionally you can click on view details and go further in to detail:

 

·         When you have found the facility that works best for you, you can click on the facility , it will pull up a calendar like this:

 

·         Afterwards it will pull up time slots.

 

·         You can customize the options:

 

·         You will then click Add to Cart. It will then have prompt you to login, If you don’t have a login you can set one up at this time.

 

·         It will then pull up questions about yourself and the type of event you will be having:

 

·         After filling in the details of your event, click on Continue it will pull up this page:

 

·         Check to see what items will be applicable to your facility rental use, add them and click Continue:

 

·         As you click Continue, it will bring up the terms and conditions for the rental:

 

·         After you click on Submit, it will bring up the payment options, (you can pay in full or partial):

 

Fee per Hour

	Educational Use	Non-Profit Use	Commercial/For Profit
High School Auditorium	Free	$20	$150
Jr. High School Auditorium	Free	$15	$50
Gymnasium	Free	$15	$125
Multi-Purpose Rooms	Free	$10	$60
Media Centers	Free	$10	$30
Classrooms	Free	$10	$25
Cafeteria	Free	$10	$30
Kitchen	Free	$15	$50
Band Room	Free	$10	$25
CLC Atrium	Free	$20	$150
Home Economics Rm	Fee	$10	$25

 

Total Compensation (Salaries and Benefits) for Supervisors, Custodians, Technicians and Lunch Managers

	Educational Use	Non-Profit Use	Commercial/For Profit
Each Custodian	$36/hour	$36/hour	$36/hour
Each Supervisor	$36/ hour	$36/hour	$36/hour
Each Lunch Manager	$34/hour	$34/hour	$34/hour
Each Technician	$15/hour	$15/hour	$15/hour

 

Outside Facility Rental Fee

	Educational Use	Non-Profit Use	Commercial/For Profit
Football field with lights	Free	$50/game - $20/hour	$250/game - $75/hour
Football field w/o lights	Free	$20/game - $10/hour	$100/game - $50/hour
Baseball Fields	Free	$10/hour	$30/hour
Softball Fields	Free	$10/hour	$30/hour
Soccer Fields	Free	$10/hour	$30/hour
Tennis Courts (per court)	Free	$10/hour	$20/hour
Parking Lots	Free	Free	$30/hour

 

Season User Fee

One Season	1-3 months, 1-3 days per week, 1-3 hours per day	$5.00 per person fee
Extended Season	4-6 months, 4-6 days per week, 4-6 hours per day	$10.00 per person fee

 

**Should a youth sports organization decide to pay in advance for the entire organization to use the fields, it would be charged at $1.00 per player for the entire organization rather than the per user fee. The user fee would be in force if the organization chooses not to participate in this manner. Example: The organization has 300 players ages 3-18. The organization at the start of the season would make a payment to TCSD of $300 and this would allow teams to practice at any TCSD school field, subject to scheduling with the district.

 

FAQS for Building Rental Reservations

Q: What is Facilitron?

A: Though you may have a good idea what Facilitron is, this overview will help you gain a better understanding of why using Facilitron is important for your organization.

FACILITRON IS A DIGITAL PLATFORM FOR TRACKING FACILITY USE

Facilitron is a facility management platform for public facility organizations such as schools, colleges and municipalities designed to help them track, manage, and analyze how and when their facilities are being used.

Q: What are the requirements for making a rental request?

A: To make a rental request, the requester must have an account with Facilitron. Facility use requests must come from either an Individual or an Organization.

You may create an account by clicking “Sign Up” at Facilitron.com and selecting Individual, Non-Profit, or Commercial as your Account Type. During the request/application process, you will be required to answer questions about your event and upon approval, provide necessary documents such as insurance certificates or other requested documents. You must also agree to the terms and conditions of the facility owner.

Q: How do I put in a request to use TCSD facilities?

A: You can submit facilities use application on Facilitron: www.faclitron.com/tcsd84074. Your request will then be reviewed by the school site and district teams.

Q: How do I create a Facilitron Account?

A: You can create your account on facilitron.com

Q: Is Insurance required to use TCSD Facilities?

A: Yes. You can upload your Certificate of Insurance (COI) directly to your Facilitron reservation. The TCSD insurance requirements will be listed during the application process through Facilitron and will be emailed to you through the Facilitron emailing system. Once your COI is uploaded and verified, it will apply to all your TCSD reservations in the Facilitron system until the COI expires.

A: If you don’t have COI you can pay to use the Facilitron insurance. It will be available to purchase when you apply for your reservation.

Q: How will I know once my reservation is approved?

A: You will receive an email from Facilitron with your permit once your reservation has been approved. You will need to ensure you’ve submitted full payment and insurance prior to the first day of your event. If you do not, you risk your permit being suspended.

Q: Why are the reservations only available to book for 3 months out?

A: We have that set up so that everyone has an equal opportunity to access our facilities.

Q: Why do I have to pay to reserve facilities when I pay taxes?

A: Taxpayer dollars are earmarked and budgeted to cover the cost of delivering education and approved activities from the Board of Education to our students. When another use is required of the facilities as civic centers, this impacts several things, for example, extra staffing hours, consumable goods, maintenance, utilities, administrative costs, etc. TCSD is not making money off rentals; it is only trying to keep taxpayer dollars in the classroom and not incur additional costs. I have added the Utah State Code for your review:

53A-3-414 Local school boards' responsibility for school buildings and grounds when used as civic centers. (1) As used in this section, "civic center" has the same meaning as provided in Section 53A-3-413. (2) A local school board: (a) shall manage, direct, and control civic centers under this chapter; (b) shall adopt policies for the use of civic centers; (c) may charge a reasonable fee for the use of school facilities as a civic center so that the district incurs no expense for that use; (d) may appoint a special functions officer under Section 53-13-105 to have charge of the grounds and protect school property when used for civic center purposes; (e) shall allow the use of a civic center, for other than school purposes, unless it determines that the use interferes with a school function or purpose; and (f) shall ensure that school administrators are trained about and properly implement the provisions of this section and Section 53A-3-413.

Q: I signed up for a non-profit account for my organization. How do I receive the non-profit rate?

A: Non-profit organizations must supply their FEIN (Federal Employer Identification Number) and have it verified in the system to qualify for non-profit status. Please note, not all colleges and districts have non-profit rates.

Q: How do I cancel my reservation at TCSD Facilities?

A: There is a button to cancel your reservation on the Facilitron reservations details page.

Q: How can I get assistance creating a reservation in Facilitron, creating an account or managing a reservation?

A: If you need any assistance setting up an account and/or in submitting a facility, use request, you can contact Facilitron directly at support@facilitron.com, or by calling them at: 800-272-2962.

Guidelines for Facility Reservations

Things TO do:

· Please enjoy the use of Tooele County School District Facilities.

· Make sure the rental agreement has been completed and that you always have a copy of your permit in your possession while using the facilities.

· Clean up after yourself. Leave the facility better than you found it.

· Treat the facility with care and do not damage it in any way.

· Cook only in designated areas.

· You must observe all fire and safety codes.

· If the fire alarm sounds you MUST evacuate the building immediately. The local fire department will respond automatically.

· You will be allowed to return to the facility when it has been cleared by the proper authorities.

 

Things NOT to do:

· DO NOT make any modifications to the facility including but not limited to:

- Drilling holes in the walls, floors, or ceiling.

- Electrical, sound, or lighting systems.

- Painting of any type.

- Disarming or turning off the fire alarm system.

- Turning off any egress or exit lights.

· Do NOT hang anything from the ceiling, light fixtures, or fire sprinklers heads.

· SMOKING/VAPING is NOT PERMITTED in any TCSD Facility Building.

Policy 9001