Facility Use Application/School Rentals

The Centers for Disease Control and Prevention (CDC) released new guidance and metrics around COVID-19 in communities and schools. Mask wearing becomes optional for all February 28, 2022. Masks are no longer required during low and medium COVID-19 community levels. Some students and staff may choose to continue to wear a mask for personal or health reasons and others may not. As of April 18, 2022, Fire marshal occupancy capacity will be reinstituted in common spaces. This applies to extracurricular activities and Community Use events.

School Rentals provides support on the use of school buildings and grounds, compliance with School Board regulations regarding facility use, and related charges for approved organizations and citizens living within the City of Virginia Beach.

Procedures

School RentalsApplicants must fill out an Application For Use Of School Facility form and submit to the school.

  1. Applications must be completed by an authorized legal signer for the requesting organization.
  2. The use of school building and grounds is limited only to approved organizations and citizens living within the City of Virginia Beach, Virginia.
  3. Applicants will contact the school of their choice for space available. Availability is on a first come first serve basis with school sponsored activities taking precedence.
  4. Applicants will complete the School Facility Use application and submit to the school principal or student activities coordinator.
  5. Applications must be submitted to the school 10 working days prior to the date of use for regular small events- less than 100 attendees. Applications for large events – more than 100 attendees must be submitted to the school 45 days prior to the date of use and include all related contracts and details of activities.
  6. The School Facility Use application will be approved/disapproved along with scheduling requested needs (such as custodian services, space needs, security, etc.) at the school level.
  7. The application is then forwarded to School Rentals for final approval/disapproval, pricing and collection of required documentation.
  8. Organizations may be required to provide documentation such as 501c3 IRS letter, business license, etc.
  9. Organizations requesting usage of VBCPS facilities must provide liability insurance coverage proof. Liability requirements are General Liability - $1,000,000 each occurrence, $2,000,000 Aggregate and School Board of the City of Virginia Beach MUST be named as additional insured. Contact School Rentals for exact requirements based on type of event/activity.
    Certificate holder address is:
    Virginia Beach City Public Schools
    Attn: School Rentals
    2512 George Mason Drive
    Virginia Beach, VA 23456
  10. School Rentals will distribute final copies to the school and requesting organization.
  11. Charges for the use of school facilities will be made in accordance with the fee structure set by the School Board.
  12. Applications for Groups II-V requiring charges MUST be paid to School Rentals before the school can be used.
  13. In accepting an approved facilities use application, 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.

Conditions for Applications for Administrative Buildings

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:
a. The assembly will be during business hours on days when the School Division is open.
b. The assembly will not involve selling of items or services, including food or beverages.
c. The assembly will not involve the use of noise amplifying devices that may disrupt the business activities of the administrative building.
d. 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;
a. A Facility Use Form must be submitted six (6) business days in advance of the requested date.
b. The building supervisor will respond to the Facility Use Form request no later than 24 hours prior to the requested date.
c. 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.
d. All applicable conditions, fees, and rules applicable for Facility Use requests will apply and must be complied with by requestors.
e. 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:
a. Internal sidewalks, walkways or pathways used to access facilities may not be blocked in any manner by groups or persons.
b. Sidewalks or pathways that border public streets are open for expressive activities that are otherwise compliant with applicable law or ordinance.
c. 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.
d. 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.
e. 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.

Contact

Risk Management Office - School Rentals
Plaza Annex
641 Carriage Hill Road, Room 24
Virginia Beach, VA 23452

Isabelle Reutzel-Hood - School Rentals Assistant
Office: 757.263.1190
Fax: 757.263.2501

Steve LePock - Risk Manager Office: 757.263.6002
Main: 757.263.2460

School Board Policy and Regulations for School Rentals