All applications for the use of any school facility shall originate with responsible organizations or employees located within the school district.  A reliable adult, 21 years or older, must assume the responsibility for the actions of the group using the facility.  Permit holders shall not assign, transfer, sublet, nor charge any fee to others for the use of school property without School Board consent at the time of approval.

Use of Equipment

Permission to use the building facilities does not include the use of equipment.  Special arrangements for using school or organization owned equipment must be made at the time of application.

       I.    ALL FACILITIES OTHER THAN THE PERFORMING ARTS CENTER 

A.    Application

1. No school facilities shall be used, except for regular school purposes, unless such use has been initially approved by the Principal of the school or his authorized representative, and a request on a Facility Use Contract form (as set out in 8:20-E1) for same is duly issued and approved by Central Office.

2. Non-school organizations or individuals may apply for use of specified facilities of the school buildings and grounds through application on forms as provided for that purpose by the Belvidere Community Unit Schools.  Such blank forms may be secured from the District's website or the Central Office of the District.  Action upon applications submitted before the beginning of the school year may be postponed until October 1 to allow school organizations to complete their calendar of activities.

3. Facility Use Contract forms for the use of school premises shall be submitted and must contain a statement of the nature of the event proposed to be held.  The contract must also contain the agreement of the applying organization that said organization will hold the School Board harmless from any and all claims of every nature whatsoever arising out of the use and occupancy of the school premises in connection with the event proposed to be held.  The applicants must further recognize that the Superintendent/Designee and/or the School Board reserve the right to revoke at any time any permit granted under such application for reasons deemed to be in the best interests of the school district, and without the assumption thereby of any liability because of such revocation.

4. All applications shall state the facilities desired, the nature, the date, the hour of the activity (including set-up and clean-up time), and the name of the individual or individuals who will represent the organization at the time of the activity.  A description of the program, estimated attendance, and whether admission shall be free or by charge shall also be on the application.  In addition, each application shall state the purpose for which the proceeds of the activity will be used and shall be signed by an authorized representative of the group or organization.

5. Applications for the use of school building and grounds must be returned to the Principal of the building to be rented for scheduling.

6. Rentals under Class II, III or IV will require a deposit of the total rental charge.

7. Deposits will be returned if the rental is cancelled provided the cancellation is received by the Buildings/Grounds Department at least forty-eight (48) hours prior to the scheduled event.

8. The following shall be sent to the Assistant Superintendent for Operations or Chief Financial Officer prior to the use of the facility: (1) the money/check collected for the rental fee, (2) a copy of the Facility Use Contract, and (3) proof of insurance.

9. All custodians or other employees shall be paid through Central Office.  

B.    Special Requirements

1. The use of any materials on floors or other parts of the building without specific approval of the custodian on duty is strictly prohibited.

2. Any decorations shall be erected in a manner that will not be destructive of school property, and such erection shall be approved by the custodian on duty.  All decorations shall be removed from the building prior to 7:30 a.m. on the next school day after the building has been used.

3. Smoking in a school building, or on school grounds, is strictly prohibited.

4. Alcoholic beverages or liquors shall not be permitted on school property.

5. The permit holder must advise the school authorities as a part of the application regarding the seating and any other facilities required.  Some arrangements may require additional charges.

6. Buildings will be opened and closed at the time requested on the application.  Charges for custodial supervision will begin and end at these times unless additional set-up/clean-up time is required.

7. When a school cafeteria/kitchen/concession stand is used, a Food Service employee(s) must be present for supervision only and charges will be made according to the rental rates.

8. Inaccurate or untruthful statements made in application, or violations of regulations may place the responsible persons or organizations or both on an ineligible list, and will be referred to the School Board, which will determine whether disbarment shall be temporary or permanent.

9. The applicant must agree to be responsible for the payment of any rental charges, the salaries of required school employees, the preservation of order and the liability for any damage to or loss of property.

10. Non-school organizations or individuals using the school facilities shall have liability insurance to cover the specific event and must deposit a certificate of insurance to the Assistant Superintendent of Operations or Chief Financial Officer prior to the final approval of the application.  The liability insurance must specifically name the Belvidere Community Unit School District 100 as co-insured for the specific event.

    Minimum Coverage:

    Liability        $1,000,000 Per Person and $1,000,000 Per Occurrence

    Property Damage    $1,000,000 

    The Board reserves the right to require higher coverage.

1. Putting up decorations or scenery, or moving pianos or other furniture is prohibited unless special permission is granted beforehand.

2. Authorization must be given in advance by the Principal for all items sold, distributed, exhibited, or displayed.

3. All applications for the use of any school facility shall originate with responsible organizations or employees located within the school district.  A reliable adult, 21 years or older, must assume the responsibility for the actions of the group using the facility.  Permit holders shall not assign, transfer, sublet, nor charge any fee to others for the use of school property without Board of Education consent at the time of the approval. Exceptions to the local sponsorship requirement must be approved by the Board of Education prior to rental.

C.    Rental Charge Classifications

    Class I:     Rent Free Basis

1. Student and School Activities

2. Student Attendance Days:  On days that school is in session, athletic team practice and extracurricular activities may be scheduled only when a custodian or authorized representative is present.

3. Non-Student Attendance Days:  Usage may be scheduled as arranged by the Athletic Director and/or Principal.

4. Interscholastic Events:  All scheduled interscholastic events which are a part of the regular school program may use school facilities.

5. Banquets:  Retirements, awards, athletic and other banquets which are a part of the regular school program may be scheduled, according to District policy.

6. Meetings:  School Board, faculty, staff, departmental, and other meetings which are a part of the regular school program may be scheduled, according to District guidelines.

7. School Support Functions

8. Parent/Teacher Organizations/Booster Groups:  Parent/teacher organizations may have the use of facilities for such meetings and programs that are open to the public and without charge for admission.  These groups must adhere to District policy. Fund raising events to support school programs and activities may use school facilities at no charge.

9. Citizens Advisory Committee:  Organized citizens committees whose charge has been approved by the School Board may conduct meetings in assigned facilities.

10. Athletic/Activities Programs:  District athletic/activities programs from which all proceeds go to the Belvidere Community Unit School District may use school facilities as approved.

11. Employee use of facilities during non-school hours must be approved in advance by the Building Principal.  Non-school district employees must make application for the use of District facilities as required or organizations.

12. Youth Organizations and Activities:  Organized, non-profit youth activities such as character-building, personal enrichment, business experience, music lessons, athletic camps, etc., which are not funded or administered by the Belvidere Community Unit Schools.

Note:    Functions under Class I and II, including athletic/activities tournaments, will be charged if custodial overtime for supervision and clean-up are necessary.  

If a cafeteria/kitchen is used to prepare a meal, cafeteria employee(s) must be present, and the user will be charged for supervision and clean-up.

Class II    :    Minimum Rental Rate

1. Community Groups:  Community groups or organizations with non-profit, religious, charitable, philanthropic, non-personal purposes may use school facilities for activities for which no admission is charged.  (Some admission activity may qualify for this rate if part of the proceeds goes to the Belvidere Community Unit Schools.)

Class III:    Reduced Rental Rates

1. School facilities used by community groups for profit and where such profit is used by the group for the advancement of the group.

2. School facilities used by community athletic programs which charge fees or admission and proceeds from such charges are used by the program.

3. School facilities used by organized unions and business groups within the community for the purpose of entertaining children or members of such groups.

4. School facilities used by schools of surrounding area school districts.

Class IV:    Full Rental Rates

School facilities used by a commercial organization for profit or to conduct that organization’s business.

Note:    All facility usage outside the school day (7:00 a.m. to 3:30 p.m.) must be scheduled, approved and notification given to the Building/Grounds Department at least 48 hours in advance.

Class V:    Educational Agencies

The Superintendent or designee, shall approve all requests from educational agencies associated with Belvidere CUSD requesting the use of school facilities for conducting meetings (such as workshops, inservice sessions, and regional/state meetings) when requested by the appropriate Belvidere CUSD employee sponsor.  The Superintendent or designee, shall determine the rental rate classification (I, II, III, or IV) for each event requested under this classification.

1. Conditions And Charges

2. Rental charges will be made to applicants in Classifications II, III, and IV.  In all classifications (I, II, III, and IV), custodial employees shall be required and paid for as directed by the Principal in consultation with the Supervisor of Buildings and Grounds.  There shall be a minimum of one custodian on duty at each event, and at least one Food Service employee in the cafeteria when food is being served.  Adequate police protection shall also be provided as prescribed by the District.  The cost of the Food Service and custodial personnel shall be provided on a per-hour basis.  Police protection shall be arranged and all costs shall be borne by the organization using the facilities.  Verification of these arrangements shall be provided at the time of final approval.

3. All payments for rentals or costs pertaining thereto are to be made in advance of the planned use. Checks shall be made payable to Belvidere Community Unit District 100.

4. The School Board reserves the right to waive or to change, in any manner it deems necessary, any of the foregoing rules and regulations or charges pertaining to the rental of school property.

5. The Superintendent and/or the School Board reserves the right to revoke at any time, any application for reasons which it deems to be in the best interest of the school district and without assuming any liability for such revocation.

Chair set-up is $50.00 for first 200 chairs and $25.00 for each additional 100 chairs.

If a custodian is not on regular duty, an overtime rate will be charged.  Sunday and holiday use of buildings is not encouraged.  If extenuating circumstances warrant their rental, an overtime rate for custodial services will be charged and rental rates will be doubled.

**When a kitchen is used, an employee of the District’s Food Service Provider  must be present, at all times, and an additional fee will be charged.

II.    USE OF THE PERFORMING ARTS CENTER

A.    Application

1. The Performing Arts Center (PAC) shall not be used, except for regular high school purposes, unless: 

2. District 100 Use – If a principal or teacher desires to use the PAC for a school function, the school’s Principal must receive the permission of the Belvidere High School Principal for such use; 

3. Non-District 100 Use – For all other persons or entities that desire to use the PAC, such use has been approved by the Assistant Superintendent for Operations or Chief Financial Officer and Belvidere High Principal and a Performing Arts Center Contract for same is duly executed.  The Performing Arts Center Application/contract is set out in8:20-E2.

4. Non-school organizations or individuals may apply for use of the PAC  by submitting and application.  Such blank forms may be secured from the Central Office of the District or from Belvidere High School.  Action upon applications submitted before the beginning of the school year may be postponed until October 1 to allow school organizations to complete their calendar of activities.  Applications must be submitted directly to the Belvidere High School Principal by the potential user.

5. The application for the use of school premises shall be submitted and must contain a statement of the nature of the event proposed to be held.  The application must also contain the agreement of the applying organization that said organization will hold the School Board harmless from any and all claims of every nature whatsoever arising out of the use and occupancy of the school premises in connection with the event proposed to be held.  The applicants must further recognize that the Superintendent and/or the School Board reserve the right to revoke at any time any permit granted under such application for reasons deemed to be in the best interests of the school district, and without the assumption thereby of any liability because of such revocation.

6. All applications shall state the facilities desired, the nature, the date, the hour of the activity (including set-up and clean-up time), and the name of the individual or individuals who will represent the organization at the time of the activity.  A description of the program, estimated attendance, and whether admission shall be free or by charge shall also be on the application.  In addition, each application shall state the purpose for which the proceeds of the activity will be used and shall be signed by an authorized representative of the group or organization.

7. Applications for the use of the PAC must be submitted to the Belvidere High School Principal at least 7 days in advance of the requested usage.  All conditions of the application (such as proof of insurance and payment of fees/deposit) must be completed to the satisfaction of the Belvidere High School Principal and Assistant Superintendent for Operations or Chief Financial Officer no later than 4:00 p.m., two business days prior to the proposed use of the PAC.

8. The Belvidere High School Principal shall review the proposed Facility Use Contract and consult with the Auditorium Manager as to the use and availability of the PAC on the time and date requested. If the requested use is denied by the Belvidere High School Principal, the Belvidere High School Principal shall provide written notice of the denial to the User as well as the basis for the denial and notify the User that they can appeal the decision to the Assistant Superintendent for Operations or Chief Financial Officer.  If the requested use is approved by the Belvidere High School Principal, the Belvidere High School Principal shall provide written notice to the User as to conditions that must be met prior to the use of the PAC (e.g. rental fee and security deposit paid, proof of insurance and proof of organizational status). The notice must state that the time and date by which the User must show compliance.

9. Rentals under Class II, III or IV will require a deposit of the total rental charge.  Deposits will be returned if the rental is cancelled provided the cancellation is received by the Buildings/Grounds Department at least forty-eight (48) hours prior to the scheduled event.

10. All applications for the use of any school facility shall originate with responsible organizations or employees located within the school district.  A reliable adult, 21 years or older, must assume the responsibility for the actions of the group using the facility.  Permit holders shall not assign, transfer, sublet, nor charge any fee to others for the use of school property without Board of Education consent at the time of the approval. Exceptions to the local sponsorship requirement must be approved by the Board of Education prior to rental.

B.    Special Requirements

1. The use of any materials on floors or other parts of the building without specific approval of the custodian on duty is strictly prohibited.

2. Any decorations shall be erected in a manner that will not be destructive of school property, and such erection shall be approved by the custodian on duty.  All decorations shall be removed from the building prior to 7:30 a.m. on the next school day after the building has been used.

3. Smoking in a school building, or on school grounds, is strictly prohibited.

4. Food and beverages shall not be permitted in the PAC.  Food and beverages shall be allowed in the lobby only upon request and approval as set out in the Facility Use Contract.  

5. No alcoholic beverages shall be permitted on any school grounds at any time.

6. The permit holder must advise the school authorities as a part of the application regarding the seating and any other facilities required.  Some arrangements may require additional charges.

7. The PAC will be opened and closed at the time requested on the application.  Charges for custodial supervision will begin and end at these times unless additional set-up/clean-up time is required.

8. Inaccurate or untruthful statements made in application, or violations of regulations may place the responsible persons or organizations or both on an ineligible list, and will be referred to the School Board, which will determine whether disbarment shall be temporary or permanent.

9. The applicant must agree to be responsible for the payment of any rental charges, the salaries of required school employees, the preservation of order and the liability for any damage to or loss of property.

10. Non-school organizations or individuals using the school facilities shall have liability insurance to cover the specific event and must deposit a certificate of insurance in the Central Office prior to the final approval of the application.  The liability insurance must specifically name the Belvidere Community Unit School District 100 as co-insured for the specific event.

    Minimum Coverage:

    Liability        $1,000,000 Per Person and $1,000,000 Per Occurrence

    Property Damage    $1,000,000 

1. Putting up decorations or scenery, or moving pianos or other furniture is prohibited unless special permission is granted beforehand.

2. Authorization must be given in advance by the Assistant Superintendent for Operations or Chief Financial Officer for all items sold, distributed, exhibited, or displayed.

3. All custodians or other employees shall be paid through Central Office.

C.    Conditions And Charges

1. Rental Classifications for the PAC shall be the same as for all other buildings, as set out above.

2. Rental charges will be made to applicants in Classifications II, III, and IV.  In all classifications (I, II, III, and IV), custodial employees shall be required and paid for as directed by the Belvidere High School Principal in consultation with the Supervisor of Buildings and Grounds.  There shall be a minimum of one custodian on duty at each event.  If additional employees are needed to assist the Auditorium Manager with duties such as lighting and sound, the cost of these employees shall also be included in the Facility Use Contract.  The cost of the custodial and technical assistance personnel shall be provided on a per-hour basis. Adequate police protection shall also be provided as prescribed by the District.  Police protection shall be arranged and all costs shall be borne by the organization using the facilities.  Verification of these arrangements shall be provided at the time of final approval.

3. All payments for rentals or costs pertaining thereto are to be made in advance of the planned use. Checks shall be made payable to Belvidere Community Unit District 100 and shall be delivered to the Assistant Superintendent for Operations or Chief Financial Officer at the Central Office building located at 1201 Fifth Avenue, Belvidere, IL.

4. The School Board reserves the right to waive or to change, in any manner it deems necessary, any of the foregoing rules and regulations or charges pertaining to the rental of school property.

5. The Superintendent and/or the School Board reserves the right to revoke at any time, any application for reasons which it deems to be in the best interest of the school district and without assuming any liability for such revocation.

D.    Auditorium Manager

1. The Auditorium Manager or the Assistant Auditorium Manager shall be present at all functions in the PAC, including both District 100 events and non-District 100 events.

2. The Auditorium Manager shall perform all duties set out in the job description including, but not limited to, coordinating with persons/entities using the PAC as to their needs, keeping a schedule of all events in the PAC and reporting those to the Belvidere High School Principal, supervising the use of the PAC, properly training and supervising the technical assistants, attending to sound and lighting needs of users, and all other duties that are identified in the job description or are necessary to protect the PAC or the persons using the facility. 

Actor/Action Chart

USE OF ALL FACILITIES OTHER THAN THE PERFORMING ARTS CENTER

USE OF THE PERFORMING ARTS CENTER

DATED:    March 1, 2002

UPDATED:          January 2014