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A completed Facility Usage Request form must be submitted to the Blue Valley School District Facility Scheduling Department at least 14 days prior to the requested rental date.
Renters shall enter and vacate the building at the time designated on the rental permit. The renter must confine their group to the areas assigned for their use. Any use of unscheduled time or facilities will be billed to the renter.
No outdoor sports, such as baseball, football, softball, hockey, lacrosse, rugby, or soccer are allowed inside buildings.
In the event of a late arrival or “no show”, all assigned Blue Valley staff will wait one hour before vacating the premises. The renter will be charged a minimum of 3 hours per staff member assigned and other related costs.
The renter is responsible for the appropriate behavior of his/her group during scheduled events.
Food and beverages are not allowed in any auditorium or gymnasium (including bottled water in the auditorium).
The use of alcoholic beverages and tobacco products is not permitted in any Blue Valley School District facility or on any Blue Valley School District campus, including parking lots.
The possession of firearms or weapons on school property is prohibited except by authorized security personnel. The use of any weapons as stage props must be approved in advance by the District.
The use of open flames (including incense materials) and pyrotechnical devices is not permitted in any Blue Valley School District facility or on any Blue Valley School District campus.
Tipping of any Blue Valley School District staff member is not allowed.
Renters must abide by all traffic rules posted on District property.
The renter agrees that bringing portable toilets on District property is prohibited.
All signs, banners or flyers advertising services or products must be approved in advance by the District. The District reserves the right to remove, or order removal of, any signs which conflict with other contractual obligations of the District.
Rental Confirmations are non-transferable. Facilities may not be sublet.
The District does not discriminate against individuals, including its employees, on the basis of race, color, national origin, ancestry, religion, socioeconomic status, marital status, sex, age, or disability. It complies with all applicable laws and regulations prohibiting such discrimination and expects the renter to comply with these laws and regulations as well.
If you are a first-time renter and you wish to have a brief (15 minute) tour of the auditorium, you must contact the Facility Rental Office to schedule an appointment. Appointments will only be scheduled between 3 - 4pm, Monday – Friday. We require a minimum of 48 hours notice to schedule an appointment.
If you are not a first-time renter and you wish to have a tour of the auditorium, this must be requested with the original request form. Fees may be incurred.
Providing accurate attendance estimates is critical in scheduling your event. Inadequate attendance estimates could result in inadequate staffing and additional costs.
You must contact your PAC Supervisor a minimum of 14 days prior to your event to discuss the details of your event.
All correspondence involving details and requested changes should be submitted via email to the PAC Supervisor and the Facility Scheduling Specialist.
The user is responsible for ensuring children stay with an adult at all times. Immediate cancellation of an event could occur if the safety of the audience, staff or district property is in question.
Food and beverages (including bottled water) are not allowed outside the commons. Volunteers from your group should be stationed at each door to ensure that food and drink do not enter the auditorium.
No glitter is allowed in the auditorium, dressing rooms, or classrooms.
No items are allowed to be pinned or stapled to the stage curtains.
Aisles and front of stage must be open and free of equipment and individuals due to fire code and safety regulations.
Standing on theater seats is not allowed.
The renter must notify the Facility Scheduling Office of any cancellations or changes in writing at least 14 days prior to the event. A processing fee will be assessed for any approved changes or cancellations requested less than 14 days prior to the permitted date. If 14 days are not provided, the organization may be charged for the rental, including both facility fees and labor. (Individual cases will be reviewed before a charge is assessed on a cancellation.)
The renter must notify the Facility Scheduling Office of any changes in writing. A processing fee will be assessed for any approved changes requested once a confirmation has been finalized and the renter has accepted the confirmation.
Change Fee - $30 per change for miscellaneous items, such as, but not limited to, adding equipment, changing start/end times, etc. This does not allow the change or addition of a date. This is charged once a confirmation is issued.
Cancellation Fee – 25% of the total reservation fee, including labor will be invoiced to the renter. This is charged once a confirmation is issued and will not be applied to the cost of a new reservation.
Change of Date Fee – 25% of the total reservation fee, including labor will be invoiced to the renter. This is charged once a confirmation is issued and will not be applied to the cost of a new reservation. The renter would then be required to submit a new request form with applicable fees assigned.
In the event of a late arrival or “no show”, all assigned Blue Valley staff will wait one hour before vacating the premises. The renter will be charged a minimum of 3 hours per staff member assigned and other related costs.
You will receive an invoice the month following your last scheduled date. Payment due date is 30 days after date of invoice. Failure to pay the invoice in a timely manner may result in denial of future rentals and/or other collection procedures. As requestor, you are responsible for payment. The District will assess a $20 charge for returned checks.
The renter will be responsible for and will be required to reimburse the School District for any damage to School District property as a result of using school facilities. The School District will not assume any liability for injury to persons which occur on School District premises; and will not be responsible for personal property lost or damaged on school premises. A Certificate of Liability Insurance evidencing a minimum of $1,000,000 of coverage for commercial general liability and naming Unified School District No. 229 as an additional insured will be required of renters. In general, liability insurance is not required for outdoor events, but there are certain outdoor activities for which liability insurance will be required. If food is prepared or served on School District premises, a Certificate of Liability Insurance shall be issued by either the renter or the caterer. If carnival or amusement rides are offered on any School District premises, the renter or the owner of the rides is required to provide a Certificate of Liability Insurance evidencing a minimum $1,000,000 of coverage for commercial general liability which names Unified School District No. 229 as an additional insured. It is recommended that PTA/PTO/Booster Clubs provide liability insurance. However, in the event the School District is exposed to any liability as the result of a PTA/PTO/Booster club event on School District premises, the School District reserves the right to require liability insurance for use of School District facilities.
A minimum of two certified lifeguards are required for each pool event for approximately every forty swimmers. A copy of the lifeguard’s current certification must be provided to the Facility Scheduling Office.
Custodians may be assigned to an event depending upon the date and time of the event, estimated attendance, necessary set-up, and clean-up. Failure to provide the appropriate set-up information a minimum of 14 days prior to the event may result in the inability of staff to do the set-up and/or might require staff to alter your room set-up requests. Custodians have the right to refuse the performance of additional duties not originally identified by the renter and listed on the confirmation.
Blue Valley School District has the right to assign security personnel to any event deemed necessary.
In the event of inclement weather during the winter months, the Facility Scheduling Information Line (913.239.4490) will provide a line of communication from the District to the permit holders. You may call this number to see if rentals have been cancelled due to inclement weather during the winter months. In case of inclement weather on a non-school day the renter will be responsible for all custodial charges associated with the snow/ice removal and extra custodial labor associated with cleaning of floors at conclusion of event. If you decide to cancel your reservation on a non-school day due to inclement weather, you must call the On-call Custodial Pager (913.239.4477). For reservations starting prior to 1pm the cancellations should be made by 9pm the evening prior. For reservations starting at or after 1pm the cancellations should be made by 8am that day.