Facility Use FAQ

Q:	Can I submit a request the same day I need the facility?
A:	Facility Use requires a minimum of ten days to process your request. Sometimes the process may take less than ten days, but ten days is the minimum lead time required. (There are times when people may be out of the office due to vacations or illness)

Q:	How long will it take to process my request?
A:	It varies, based on the type, complexity and duration of the request, e.g. theater, auditorium, or weekend requests; the volume of requests already submitted; and school closures. We try to turn requests around within ten business days.

Q:	How do I cancel, change, or request additional dates on an already approved and active schedule?
A:	Please call Denine or Julia in the Facility Use office for any changes to your already approved schedule. We will get approval from the school on any changes.

Q:	I called the school and got verbal approval for my rental. Am I good to go?
A:	All schedules must be approved through the Facility Use office for billing and security purposes. All renters must have with them a copy of their schedule detail report, which is your contract for your facility rental.

Q:	I was asked for my schedule contract by building staff when I came in for my rental time. What am I supposed to have with me?
A:	When your request is approved and activated, you will receive an email with your invoice and a schedule detail report (click here to see what this report looks like). This form is your contract. It’s your proof that you have been approved to use the facility at that time and date. Renters are expected to bring their schedule detail report to each event.

Q:	We rent the cafeteria at an elementary school. If we need more room, and no one is in the gym, can we move into the gym?
A:	You must stay in your contracted area for safety and security reasons. All students and children must be supervised at all times so that they do not stray from your contracted area. If you find that you or your organization needs more space, please contact Denine or Julia in the Facility Use office before your scheduled event.

Q:	My child practices at an elementary school gym. I would like to bring my coffee in while I watch practice and was told I can’t. Why not?
A:	District requirements state that no food or drink is allowed in any carpeted area or gymnasiums. Please see Behavior Requirements.

Q:	I have a contract for the field, and there is snow on the ground. Can I ask the school to use the gym instead?
A:	No. Facility Use procedure requires ten days’ advance notice for new or revised schedule requests. There may be other renters at the school on that particular date.

Q:	We are renting the library and want to use the computers, or bring our laptops to access the school’s wireless connection.
A:	The district prohibits non-district use of the district network, due to security and software liability issues.

How do I know what fee rate applies to my organization?

1) Non-Profit Douglas County Youth*, e.g., Gold Crown, Jam Basketball, recreation centers, scouts

2) Non-Profit Community*, e.g., churches, home owners associations

3) Commercial: any individual or organization that does not hold a non-profit status, e.g., college funding seminars, for-profit enrichment companies

* These groups must provide Facility Use with documentation of their non-profit status from the Colorado Secretary of State.

I checked availability on my request before submitting it and thought there was no conflict, but I got declined because there was a conflict. Why?

1) There may have been a school-scheduled event that conflicted with your schedule dates but was not on the FS Direct system calendar.

2) Sometimes schedules that start on the ½ hour (i.e., 5:30pm, 7:30am) do not register as conflicts in the system. You can view the calendars under my schedule requests.

Please contact the Facility Use office if you have a question.

Q:	Why do I have to pay custodial fees on a weekend when there are already other events scheduled there?
A:	The more renters there are in a building, the more work the custodian must do. To be equitable, all weekend renters pay the same fees.

Q:	My coach is a teacher at the school. Why do we have to have a custodian on weekends or when school is closed?
A:	District policy states that whenever any group is in a school building, a custodian must be present, both for safety and security reasons.