Application and Approval for Use of School Facilities 7-53.1

School Board of the City of Virginia Beach
Regulation 7-53.1


Application and Approval for Use of School Facilities

This Regulation shall govern the application and approval procedures for all persons or organizations seeking to use any School Board or School Division buildings, grounds, vehicles, equipment (“facilities”) which are maintained, operated or leased by the School Board.

  1. General rules for applicants to use facilities
    1. All persons or groups desiring to use school facilities must submit the proper application.
    2. Applications will be presented to the principal or facility supervisor for approval or rejection.
    3. Applications will be submitted at least ten (10) working days for the use of school facilities and six (6) working days for the use of administrative facilities prior to use date.
    4. Applications approved by principals or supervisors will be forwarded to the Office of Business Services for final approval.
    5. Charges for the use of school facilities will be made in accordance with the fee structure set by the School Board. Dates of payment are indicated on the application form. Certain groups will not be charged a fee for regular meetings. These groups include the PTA/PTSA, school-based booster club, school-based band/orchestra/chorus/athletics parents, city government departments, Girl Scouts, Boy Scouts, civic leagues within the school zone for regular league meetings that do not exceed 100 people in attendance, and area recreation leagues.
    6. In accepting an approved facilities use form, the applicant agrees to hold the School Board harmless from any damage or claims arising from the action of the organization, its employees, or its patrons while the facility is in use.
    7. The sponsoring organization or group will provide the School Board with proof of liability insurance which includes coverage for the planned use of school property. The insurance policy will provide coverage for an hour prior to and an hour after scheduled use. The policy will be at least $1,000,000 combined single limit. The Certificate of Insurance should also name the School Board, its officers, employees, and agents as an additional insured. Civic leagues will not be required to provide proof of liability insurance if facility rental is only for regular membership meetings that do not exceed one hundred persons in attendance.
  2. Additional Conditions for Applications for Administrative Buildings
    1. For groups of twenty (20) or less, persons who are seeking to assemble on administrative building or grounds, no application form will be required if:
      1. The assembly will be during business hours on days when the School Division is open.
      2. The assembly will not involve selling of items or services, including food or beverages.
      3. The assembly will not involve the use of noise amplifying devices that may disrupt the business activities of the administrative building.
      4. The persons seeking to assemble must contact the building supervisor no later than two days in advance of the event to discuss the appropriate location to gather and any applicable safety or health conditions related to the facility.
    2. For groups of twenty-one (21) or greater persons seeking to assemble on administrative buildings or grounds, the following conditions apply;
      1. A Facility Use Form must be submitted six (6) business days in advance of the requested date.
      2. The Building supervisor will respond to the Facility Use Form request no later than 24 hours prior to the requested date.
      3. The response the Facility Use Form will include the approval or denial (with the reason for denial) or will propose alternative locations or conditions for the Facility Use.
      4. All applicable conditions, fees, and rules applicable for Facility Use requests will apply and must be complied with by requestors.
      5. Groups of twenty-one or more persons that do not have approved Facility Use Forms may not use facilities and will be required to leave the facility or grounds.
    3. General rules for use of facilities at administrative buildings or grounds:
      1. Internal sidewalks, walkways or pathways used to access facilities may not be blocked in any manner by groups or persons.
      2. Sidewalks or pathways that border public streets are open for expressive activities that are otherwise compliant with applicable law or ordinance.
      3. Parking lots/areas reserved for the use by staff, students or persons having business inside the administrative building or grounds are not available for persons or groups to assemble or conduct activities. Groups may request special consideration for use of these areas when doing so will not interfere with the business of the School Division and persons accessing or existing such facilities.
      4. Building administrators will designate areas of facilities that will be available for use by approved persons or groups. Consideration will be given to the conditions of the grounds, proximity to facilities that may create safety or health concerns; facility equipment or systems; use the facilities for School Division activities or other approved groups; and other considerations.
      5. Groups or persons approved to use facilities must comply with all applicable rules for facility use including, but not limited to: applicable safety and health protocols; removal of trash or debris; restrictions on alcohol, tobacco, drugs or similar items; and other applicable School Board bylaws, policies or regulations.

Boy Scouts of America Equal Access Act § 9575 of the Elementary and Secondary Education Act 1965, as amended by § 901 No Child Left Behind).

School Board Policy 7-48
School Board Policy 7-49
School Board Policy 7-55
School Board Regulation 7-55.1

Approved by Superintendent: July 16, 1991
Revised by Superintendent: August 14, 1993
Revised by Superintendent: April 16, 1996
Revised by Superintendent: November 17, 2003
Revised by Superintendent: May 23, 2014
Revised by Superintendent: December 2, 2014
Revised by Superintendent: November 12, 2021