School Rentals

Application For Use Of School Facility

1. Applications must be completed and submitted by an authorized legal signer.
2. Applications must be submitted to the school seven (7) working days prior to the date of use.
3. Applicants will use the platform to view school availability which is on a first come first serve basis. School sponsored activities take precedence.
4. Applicants will complete and submit the facility use request on the platform. The school principal and student activities coordinator will be notified via email.
5. The facility use will be approved/disapproved by school principal and/or Student Activities Coordinator (SAC) along with scheduling requested needs (i.e., custodial services, space needs, security, etc.)
6. The request is forwarded to School Rentals. Final approval/disapproval is emailed to the school and the requesting organization.
7. Organizations requesting usage of VBCPS facilities must provide proof of liability insurance coverage. Requirements are:
   • General Liability - $1,000,000 each occurrence, $2,000,000 General Aggregate.
   • chool Board of the City of Virginia Beach MUST be named as additional insured.
   • Certificate Holder Box should read: Virginia Beach City Public Schools, 2512 George Mason Drive, Virginia Beach, VA 23456
8. Charges for the use of school facilities are made in accordance with the fee structure set by the School Board.
9. Applications for Fee Groups II-V requiring charges MUST be paid in advance of event.

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.

• School Board Policy 7-48 - Community Use of School Facilities – Generally
• School Board Policy 7-49 - Organizations Eligible to Use School Facilities
• School Board Regulation 7-53.1 - Application and Approval for Use of School Facilities
• School Board Policy 7-54 - Rules of Use – Responsibility
• School Board Regulation 7-54.1 - Rules of Use – Rules and Conditions for Use of School
• School Board Policy 7-55 - Fees for Use of School Facilities
• School Board Regulation 7-55.1 - Fees for Use of School Facilities
• MOA - School Board and Parks and Recreation