St. Charles Parish Public Schools
Terms of Use

FACILITY USAGE REQUEST AND GUIDELINES

Subject to the rules and regulations established below, the St. Charles Parish School Board allows any organization domiciled within St. Charles Parish to rent school facilities.  All organizations desiring to rent school facilities are required to complete their request online at www.facilitron.com and adhere to final decisions of the St. Charles Parish School Board regarding the request.  The St. Charles Parish School Board reserves the right to deny usage of facilities and/or waive fees in accordance with the guidelines set forth herein.  The User shall assume all responsibility for proper supervision of attendees and agrees to follow the requirements for facility usage set forth herein.  The Use of Schools Facility Request and the Release and Indemnity Agreement information on the Facilitron website must be executed by all parties requesting usage before such usage will be permitted.

The highest priority for the use of school facilities is and must be used by school staff for school programs or activities.  As such, all prospective outside users of school facilities must clear the availability of the facilities on the requested dates through the local school principals or Director of the Lafon Performing Arts Center.  Such verification of availability shall be provided to the Community Education office by the Physical Plant Services Department.  It is understood by the user that this request to use school facilities is not finally approved until the Superintendent of Schools has so indicated and the User has been issued a permit by Facilitron regarding the approval and the fees due (see Table of Fees).

All requests for use of facilities must be made fifteen (15) days prior to the event.  The User agrees to pay all costs incurred in the use of school facilities and payment must be made ten (10) days before the scheduled event.  For the Lafon Performing Arts Center, a 25% non-refundable deposit is required. 

Fees may be waived as deemed appropriate by school officials for non-profit organizations, (i.e. organizations working to raise funds for the direct benefit of students such as, but not limited to scholarships).  A non-profit organization is defined for purpose of these guidelines as an organization that has an IRS Section 501 (c) - (3) status or as an agency that is non-profit by law.  It shall be the responsibility of the organization seeking waiver of fees to produce documentation proving its non-profit status.  If such documentation is not produced, or, if the organization intends to utilize school facilities for fund-raising purposes, then there shall be no fee waiver.  Failure to pay all costs incurred will result in denial of any future usage by the organization.

School facilities may be used for church-sponsored activities, but a school (or multiple school sites) cannot serve as a permanent facility for a church.  To qualify for temporary usage, the church must provide official documentation of its intent to build or buy its own facility.  Facility usage, however, will be granted for emergency situations, such as loss of a church building through disaster.  School facilities shall not be used for funerals, weddings, receptions, etc. 

The Principal or Director of the Lafon Performing Arts Center will assign an employee to open, close, and monitor activities during use of facility activities.  All emergencies are the responsibility of the organization using the facilities and should be handled in accordance with our after-hour emergency procedure.  As per the Release and Indemnity Agreement, the St. Charles Parish School Board is not liable for accident or injury incurred during organization’s use of the school facility.

Violation of agreed usage or falsification of information submitted to the St. Charles Parish School Board in connection with the request for usage could result in termination of any future usage by that organization, as well as, any remedies that may be applicable under law.  Any activity, which jeopardizes the safety of participants or the safety and security of the facilities, shall be considered a violation of this agreement.

This request does NOT apply to the use of school facilities by any school organization, club, etc.  Such use of school facilities is to be coordinated by the individual organization or club with the principal of the individual school or Director of the Lafon Performing Arts Center.

PROVISIONS:

1.         School facilities may be tentatively booked up to six (6) months prior to the intended use and up to twelve (12) months for the Lafon Performing Arts Center by completing a request at www.facilitron.com.   

2.         Approval for facility usage will not be approved on an Election Day.  If an election is deemed necessary and scheduled at any time, all Use of Facility events will be cancelled.

3.         This request will not be approved and finalized by the school principal or Director of the Lafon Performing Arts Center prior to 60 days before intended use.

4.         The Use of School Facilities Request and the Release and Indemnity Agreement must be entered at www.facilitron.com  fifteen (15) days prior to intended use and approval must be granted by the Superintendent or designee prior to the event.

5.         The User of the facilities shall assume full responsibility for proper supervision and agrees to comply with the Facility Usage Guidelines. 

6.         Smoking is not allowed!  Possessing any lighted tobacco product is prohibited on all school system property and on all school system-owned buses and vehicles.  This applies even when students are not on campus and includes parking lots and any other outside portions of school property in addition to all buildings.

7.         Alcohol is strictly prohibited!

8.         Under no circumstances are FIREARMS allowed on campus!

9.         All users of facilities MUST adhere to all fire codes.  NO OPEN FLAMES WILL BE PERMITTED ON SCHOOL GROUNDS OR INSIDE OF BUILDINGS.

10.       Use of kitchen facilities is not permitted.

11.       All rooms and areas are to be left in a clean and orderly condition after usage.

12.       Sale of refreshments will be allowed if coordinated through school clubs or organizations and confined only to approved areas.  There will be no sale of food or beverages from any outside organization.  The Lafon Performing Arts Center (LPAC) reserves the right to sell its concessions during all rentals.  Sale of merchandise will be allowed if coordinated through the Director of the LPAC and confined only to approved areas.

13.       When St. Charles Parish Public School officials determine security is needed for an event, it shall be the responsibility of the user of the facility to provide the number of security officials as deemed necessary to cover the event.  The user of the facility shall also provide a letter signed by an official of the company providing the security.

14.       Prior to the execution of this agreement and the use of the facility, the organization/indemnitor shall upload a CERTIFICATE OF INSURANCE listing the School Board as the certificate holder evidencing the required insurance as set forth below.  Such certificate shall give the School Board no less than ten (10) days written notification in the event of cancellation or other material change to the policy.  Should the use of the facility be for a term in excess of ten (10) days, the certificate shall require thirty (30) days written notice of cancellation or other material change to the policy.  The organization/indemnitor shall obtain, pay for and keep in full force and effect the following MINIMUM insurance for any use of the facility(ies) with such insurance carriers as are acceptable to the School Board within A. M. Best Rating of “A” or above:

  1. COMMERCIAL GENERAL LIABILITY on an occurrence form, including:  Contractual Liability assumed by this agreement with the School Board named as an Additional Insured with the policy covering the waiver of the right of recovery against the School Board/Indemnity as executed on the Release and Indemnity Agreement: ONE MILLION ($1,000,000.00) DOLLARS CSL Bodily Injury/Property Damage with each occurrence limit, Products/Completed Operations; TWO MILLION ($2,000,000.00) DOLLARS CSL General Aggregate if the aggregate limit applies per policy or ONE MILLION ($1,000,000.00) DOLLARS CSL General Aggregate if the aggregate applies per location or project;  ONE MILLION ($1,000,000.00) DOLLARS CSL Personal Injury Limit;  FIFTY THOUSAND ($50,000.00) DOLLARS CSL Fire Damage Legal Limit, subject to review based on the specific facility and the organization/indemnitor’s control of the facility; and FIVE THOUSAND ($5,000.00) DOLLARS CSL Premises Medical Payments;
  2. Louisiana Statutory Worker’s Compensation coverage and Employer’s Liability with a limit of not less than FIVE HUNDRED THOUSAND ($500,000.00) DOLLARS with a Waiver of Subrogation in favor of the School Board.
  3. Comprehensive Automobile Liability with a limit of not less than ONE MILLION ($1,000,000.00) DOLLARS CSL Bodily/Injury Property Damage if the use of the facility involves any use of automobiles owned by, hired by or used on behalf of the Organization/Indemnitor with the policy providing the waiver of the right of recovery against the School Board/Indemnitee as executed on the Release and Indemnity Agreement; and naming the St Charles Parish School Board and St. Charles Parish Public Schools as additional insured.
  4. Specific endorsements providing for the inclusion of coverage or removal of exclusions of coverage as deemed necessary by the School Board based on the organization/indemnitor and/or its use of the facility.

15.       No animals are allowed on the campus of school facilities with the exception of guide dogs.

16.       The St. Charles Parish School Board reserves the right to cancel this event, should the school and/or school system have a need for the building.

17.       THIS REQUEST IS NOT FINALLY APPROVED UNTIL ALL ELECTRONIC SIGNATURES OF APPROVAL ARE OBTAINED AND A PERMIT IS ISSUED.  THEREFORE, NO ADVERTISEMENTS SHALL BE PUBLISHED BEFOREHAND!

    USE OF SCHOOL FACILITIES TABLE OF FEES

AREA/FACILITY

HOURLY RATE

Classroom or Conference Room (air conditioned)

 

$20

Auditorium, Gym or Cafeteria (air conditioned)

 

$75

Gym

(no air conditioning)

 

$75

 

Athletic Field (lighted)

 

$75

 

Athletic Field (no lights)

 

$15

Sound System (choose from the following: podium microphone, hand-held wireless microphone, microphone stand, CD player, I Phone input/cradle, MP3 input)

$45

Genie lift

$50 one-time fee

Stage Lighting

$45

Non-refundable rental fee

$150 one-time fee

Custodian

$32

Number of custodians to be determined by school

 

 

NO. OF SPECTATORS

OFFICERS REQUIRED

Security  250-500

1

Security  501-1000

2

Security  Over 1000

3

 

*Genie lift must be operated by a St. Charles Parish Public School employee.  ^The District owned sound system and lighting system must be operated by a trained St. Charles Parish Public School employee.  There is no charge for user-provided sound system. 

 

The District reserves the right to increase or decrease the number of required security officers based on the nature and scope of the event.

Costs for school employee supervision, custodial or maintenance services, equipment use or operations or any other special requests will be added to the user fee in an amount equal to the actual costs to the School District.

My acceptance of these procedures, guidelines, and policies certifies that I am either the President of this organization or the President has authorized me to accept the procedures, guidelines, and policies.

RELEASE AND INDEMNITY AGREEMENT           

            I DO HEREBY Release, Remise, Discharge, and Forever Acquit the ST. CHARLES PARISH SCHOOL BOARD and its agents, employees, servants, and representatives including, but not limited to the individual School Board members, the Superintendent of Schools, the Principals, Assistant Principals, Teachers, and School Personnel (hereinafter referred to as indemnitee) who are connected or in any way involved with said school facilities or use thereof, from

            ANY AND ALL LIABILITY or fault of any kind or nature whatsoever, arising out of or in any way connected with said use of school facilities, even if caused by the fault or negligence of INDEMNITEE.

            INDEMNITOR further agrees to HOLD HARMLESS AND INDEMNIFY the

INDEMNITEE from any and all claims, suits, costs or expenses of any kind of nature, including,

but not limited to settlement amounts, or in any way connected with any accidents, occurrences, or other incidents which happen during or associated with the use of the school facilities by INDEMNITOR or any of its agents, servants, employees, or other representatives, even if such accidents, occurrences, or other incidents arise out of the fault or negligence of INDEMNITEE.                                                               

AFTER-HOUR EMERGENCY

(As referenced in the District’s Emergency Response Plan)

This plan should address all functions (PTA meetings, outside agencies using the building, and school activities performed after normal working and office hours.)

ACTION PLAN

Should an emergency occur after school hours and endanger the occupants of the building, the following steps should be taken:

 1.        Alert Occupants

 2.        Call 9-1-1

 3.        Keep building occupants informed.

 4.        Building and/or Security Concerns, 985-785-8606

 5.        Air-conditioning/Heating Concerns, 985-331-3616

Having read the above information, I understand that this After-Hour Emergency Procedure is in compliance with the District’s Emergency Response Plan.

I agree to the Release and Indemnity Agreement listed above. I have read all of the above information and agree to adhere to all procedures, guidelines, and policies of the St. Charles Parish School Board regarding facility usage. Checking this box constitutes my signature.