Shelby County Schools
Terms of Use

RENTAL PROCESS

Shelby County Schools Facility Request Process

 

Shelby County Schools is proud to support the community use of school facilities for rent to non-profit groups and organizations. The SCS Board Policy 7002 authorizes the short term rental of its facilities as deemed by the Board to be in the best interest of the district and community when facilities are not being used for school purposes. SCS makes available for rent auditoriums, gymnasium, stadiums, ball fields, multi-purpose rooms, classrooms, and much more.

 

Shelby County Schools has committed to making District facilities available to school and community organizations/groups. In order to ensure all policies and expectations related to the use of facilities are followed, the Office of Facilities Planning and Property Management should be informed when facilities are used outside of regular school hours of operation, including weekend and Summer use of facilities. Fill out and email the Facility Request Form to Tiffany Bracy: bracyt@scsk12.org at least 30 days prior to a facility use. She will ensure security is notified, the heat or air conditioning remains on for the event, and any other arrangements that need to be made through Facility Planning and Property Management.

 

Facility Request Process for District Applicants

 

The applicant must submit a facility request or stadium request form to the Office of Facility Planning and Property Management.

If a stadium is requested, SCIAA must approve the stadium request.

If a school/facility is requested, the Principal must sign the facility request form. The role of the Principal in the process is to determine if that specific date is available on the academic calendar, and if so, to indicate availability by signing the facility request form.

Upon receipt of the facility and/or stadium request, the Office of Facility Planning will assign fees as appropriate.

Facility Request Process for Third Party/Community Applicants

 

The applicant/organization must be deemed an IRS 501 C-3 organization (as appropriate).

The applicant/organization must submit a facility and/or stadium request form, Waiver of Liability form and provide proof of liability insurance (with the required limit of $2,000,000, as appropriate) to the Office of Facility Planning. The insurance certification must identify Shelby County Schools as the certificate holder and additional insured.

If a stadium is requested, the Athletic Office must approve the stadium request.

If a school/facility is requested, the Principal must sign the facility request form. The role of the Principal in the process is to determine if that specific date is available on the academic calendar, and if so, to indicate availability by signing the facility request form.

Upon receipt of the facility and/or stadium request, the Office of Facility Planning will assign fees as appropriate.

When an outside entity utilizes a facility, the fees listed below will apply. The same fees will apply to District applicants under certain circumstances. Fees will not generally apply when schools utilizes their facilities for school functions, parents meetings during regular school hours of operation. The Facility Request Form should still be completed and submitted to Tiffany Bracy.

 

CS Facility Fees

 

Building Usage Fee: $30/hour

Utility Fee: $50/hour

Plant Manager’s Fee: $27/hour Monday-Saturday and $40.50/hour on Sundays. The Plant Manager is paid one hour before the event to open the facility, the actual time of the event and one hour after the event has ended to secure the facility.

The custodial services fee is $24.75 and they are also paid one hour before and after the event.

Security Fee will be determined by Steve Cole with SCS Safety and Security. contact: colesr@scsk12.org.

Stadium Usage Fees

 

Field Usage Fee: Turf Fields $90/hour, Grass Fields $40/hour

P/A System Fee: $125/game

Concession Stand Fee: $100/game

Lighting Fee: $250/game

The custodial services fee is $24.75 and they are also paid one hour before and after the event.

Security Fee will be determined by Steve Cole with SCS Security Services. contact: colesr@scsk12.org.

 

 

WAIVER OF LIABILITY AND HOLD HARMLESS AGREEMENT

I. In consideration for receiving permission to access and investigate the property and facilities of the Shelby County Board of Education (the "Board of Education") in order to conduct any and all due diligence regarding the potential purchase of such property and facilities, the undersigned hereby RELEASES, WAIVES, DISCHARGES, AND COVENANTS NOT TO SUE the Board of Education, its board, officers, agents, servants, or employees (hereinafter referred to as RELEASEES) from any and all liability, claims, demands, actions and causes of action whatsoever arising out of or related to any loss, damage (including damage to property), or injury, including death, that may be sustained by undersigned or its employees, agents, assigns and invitees, WHETHER CAUSED BY THE NEGLIGENCE OF THE RELEASEES, or otherwise, while accessing, attending, investigating or working at the property and facilities of the Board of Education, or while in, on or upon the premises of any property of the Board of Education.
2. The undersigned VOLUNTARILY ASSUMES FULL RESPONSIBILITY FOR ANY RISKS OF LOSS, PROPERTY DAMAGE, OR PERSONAL INJURY, INCLUDING DEATH, that may be sustained by the undersigned or its employees, agents, assigns, and invitees, or any loss or damage of property owned by the undersigned or its employees, agents, assigns, and invitees, WHETHER CAUSED BY THE NEGLIGENCE OF RELEASEES OR OTHERWISE.
3. The undersigned further hereby AGREES TO DEFEND, INDEMNIFY, and otherwise HOLD HARMLESS the RELEASEES with regard to any loss, liability, damage, or costs, including court costs and attorney fees, that they may be incurred due to the undersigned's investigation and/or use of the facility, WHETHER CAUSE BY NEGLIGENCE OF RELEASEES or otherwise.
4. The undersigned understands that the Board of Education does not maintain any insurance policy, covering any circumstance arising from the undersigned's use of the property or facilities of the Board of Education. As such, the undersigned acknowledges that it is to carry the necessary insurance and provide the Board of Education with evidence of same. In the event necessary, the Board of Education may require the undersigned to list the Board of Education as an additional insured on the undersigned's commercial general liability insurance policy and provide evidence of such coverage.
5. It is the undersigned's express intent that this Waiver of Liability and Hold Harmless Agreement shall bind its successors and assigns and shall be deemed as a RELEASE, WAIVER, DISCHARGE, AND COVENANT NOT TO SUE the above-named RELEASEES. The undersigned hereby further agrees that this Waiver of Liability and Hold Harmless Agreement shall be construed in accordance with the laws of the State of Tennessee.
6. The undersigned hereby acknowledges that it is aware of the provision of Tennessee Code Annotated § 49-5-413 requiring the background check of any employee or subcontractor that works on school grounds at any time when students are present, and prohibiting any person with a history of the criminal offenses cited in the statute from working on a school campus during such
times. The undersigned hereby certifies that it has, and will, at all times comply with the provisions of this statute while utilizing the property and facilities of the Board of Education.
7. The undersigned further expressly agrees that the foregoing waiver and hold harmless agreement is intended to be as broad and inclusive as is permitted by the law of the State of Tennessee and that if any portion thereof is held invalid, it is agreed that the balance shall, notwithstanding, continue in full legal force and effect.
8. IN SIGNING THIS RELEASE, THE UNDERSIGNED ACKNOWLEDGES AND REPRESENTS THAT the undersigned and/or its legal representatives has fully read the foregoing Waiver of Liability and Hold Harmless Agreement, understands it and signs it voluntarily as a free act and deed; no oral representations, statements, or inducements, apart from the foregoing written agreement, have been made; the undersigned is at least eighteen (18) years of age, fully competent and authorized to sign on behalf of its entity; and the undersigned executes this Release for full, adequate, and complete consideration fully intending to be bound by same.

All cancelations of a permit or single event date (in a multi-event permit) must be submitted through the District's Facilitron website 14 days or more prior to the scheduled event or permit. If a cancelation is made with less than 14 days of the event, the facility use is subject to a cancellation fee up to the full facility use fee.