Usage Request Form – Fill Out and Use This PDF

NORTH EAST INDEPENDENT SCHOOL DISTRICT

Facility Usage Scheduling Procedures

A Facility Use Request form (located at www.NEISD.net, click the Facility Rental button on the left hand side of the webpage) must be submitted with the following information in order to start the facility use request process:

•The organization must provide the following:

-Organization’s name, contact person, address, city, state, zip code, phone number, date(s) and time(s), campus, area(s), type of activity, set-up, and equipment needed.

•Organization must not contact the campuses to request approval for an event.

•Organization must reside in the North East ISD boundaries.

•If claiming Non-profit, organization must provide NEISD with a non-profit number.

•Proof of Insurance must be provided. (If approved, the certificate of insurance must name NEISD as an additional insured in the amount of one million dollars.)

•Allow up to 2 weeks for response.

Facility Reservations will submit the request to the Administrator at the requesting campus for availability and approval.

Once the request has been reviewed and approved by the campus Administrator, Facility Reservations will notify the contact person with the organization of approval and details of any fees associated with the rental.

If the organization decides to proceed with the rental, the following will occur:

•A Contract or Facility Confirmation Form will be prepared by Facility Reservations.

•Facility Reservations will notify the contact person to set up a date and

time to sign Contract or Facility Confirmation Form and receive payment. A valid contract or Facility Confirmation Form must contain a signature by the organization and the district.

•Facility Reservations will issue a copy of the contract / facility confirmation

form to the Organization along with mailing a copy to the Administrator and Head Custodian at the requested campus.

•A Contract or Facility Confirmation Form must be on hand at all times. Organization may be asked to leave the premises should the organization be unable to produce a copy of the Contract or Facility Confirmation Form when asked upon by a district employee at the campus.

Should additional time be requested, an additional Facility Request form must be submitted.

W:\Facility Usage\Facility Rental Procedures\NEISD Facility Usage Scheduling Procedures.doc

Facility Usage Request Form

8961 Tesoro Drive, Suite 317 * San Antonio, Texas 78217

Phone 210.407-0396 * Fax 210.804-7134

THIS FORM IS FILLABLE. Key information must be given to process your request. (*)This indicates required fields.

In addition, you must prov ide a cop y of a Certificate of I nsurance nam ing NE ISD as an additional in sured in th e amount of o ne million dollars once e vent has been appro ved. Schools will not be available for use o n holidays or teacher staff development days, unless special arrangements have been made and approved. Payment for event(s) must be paid in full up on execution of contract. If you are a sports organization, you will need to provide a coaches lis t with names, contact numbers and scheduled practice sites once sites have been approved. Please fax this information to Facility Reservations.

Initials c onstitute tha t I ha ve rea d a nd unde rstood the a bove para graph a nd the Fa cility Usa ge Sc heduling Procedures.

Initials

*Today’s Date:

*Name of Organization: *Address:

*City:

*State:

*Zip code:

*If claiming non-profit status state non-profit #:

*Name of Representative:

*Home Phone:

*Work Phone:

*Cell Phone:

*Fax Number:

*Pager Number:

eMail Address:

RENTAL INFORMATION (An additional half hour before and one hour after event will be added to each paid event for set up and clean up.)

*Type of Activity:

*# of Teams:

*Facility/Campus Requested:

*Area(s):

*Request Use Date(s):

to

*Day(s) of Week

Alternate Use Date(s):

to

Day(s) of Week

*Event Hours:

am / pm

to

am / pm

One Time Only

Daily

Monthly

Weekly (All dates must be listed.)

Additional Event Information: ____________________________________________________________________

		Enter Information into the
		Facility Rental Database
		Prepare Facility Usage Request
		Form for Campus Review
		Fax to Campus for Approval
	NO	Is Approved?
		YES
		Notify Organization
		Prepare Contract
	Notify Organization	(Paid Event)
		Or
		Facility Confirmation Form
		(Non-Paid Event)
		Contact Organization for
	OR	Signature and Payment
	Request Alternate	File Request
	Date / Location / Time

File Original Contract

End of Process