Use of School Buildings

Facility Rental Procedures

Step 1: Review Requirements

Before applying, read: Board of Education Policy KG

Board of Education Procedure

1. All individuals requesting to use District facilities for non-school District-sponsored events must complete an Application and Permit for Use of School Buildings form or submit the request electronically using the Facility Use request system. Applications must be submitted to the Director of Athletics at least 7 days prior to the event.
2. The completed application will be sent to the Athletic Department at the District office. The school is responsible for arranging any required supervision or equipment requests. If supervision by building personnel is not available, the event will not be scheduled. If the school approves the application, the event should be tentatively added to the school calendar until final approval is received from the Director of Athletics' office.
3. After approval from the school is received at the District office, the District Athletic Director will determine rental and or supervision fees based on the fee schedule. Confirmation will be sent to the applicant by email, and the event will be added to the district calendar.
4. If the application is denied, the applicant will receive a confirmation email from the District Athletic Director’s office.
5. After the event, the District office will invoice the applicant for rental and supervision fees. All payments must be made payable to Columbia Public Schools, not to the custodian or supervisor. Compensation for building supervision must be processed through District payroll procedures in accordance with IRS regulations.
6. The following instructions should be used to complete the Application and Permit for Use of School Buildings form:
   1. Name of Applicant: Enter the name of the person applying for use of the building.
   2. Date: Enter the date the application is completed.
   3. Organization or Group Name: Provide the name of the organization or group requesting use of the building.
   4. Name of School to Be Used: Enter the name of the school being requested.
   5. Portion of School Desired: Specify the area of the school that will be used.
   6. Probable Attendance: Indicate the number of people expected to attend the event.
   7. Purpose for Which Premises Will Be Used: Describe the purpose of the event or meeting.
   8. Amount of Admission to Be Charged: If applicable, enter the admission fee for the event.
   9. Time Desired: Provide the day or days of the week, dates, and start and end times the facility will be used.
   10. Applicant Information: Include the applicant’s name, complete address, phone number, date, and signature.
   11. Approval: This section is completed by the Director of Athletics. 

Liability Insurance requirements
1. Insured: Must include name and address of the organization requesting space.
2. Policy Effective/Expiration that are within the requested dates of use.
3. Limits: A minimum limits of 300,000 per person, 2,000,000 per occurrence and the certificate will name Columbia Public Schools as the certificate holder using District Address: 1818 W. Worley St. Columbia, MO 65203
4. Cancellations: Policy must require that the insurer send notice to Columbia Public Schools within 30 days of cancellation.

Step 2: Apply

Fill out the Facility Use Form. Please send it, along with proof of liability insurance for your group, to the District Athletic Office via facilityuse@cpsk12.org.

Step 3: Processing

Processing takes 3 to 5 business days. You will get an email or phone call to confirm your request. Once approved, contact the school directly about your reservation.

Application Form

Complete the Application and Permit for Use of School Buildings to start, PDF

Notes

• Requests are handled in the order received, but Columbia Public Schools (CPS) activities come first. If a CPS group needs the space, your reservation may be denied or canceled.
• After your event, the Director of Athletics’ office will send you an invoice for any rental or supervision fees.
• Pay all fees to Columbia Public Schools by sending payment with your invoice.