Facilities Usage & Guidelines
Introduction
The Gilbert Community School District encourages the use of school facilities as a hub for community events. However, the primary focus remains on using these facilities for educational purposes for the district’s students. These purposes will always have the highest priority. District facilities are not available for private parties such as wedding receptions, family or company picnics, birthday parties, or graduation parties.
Application Process
To use the facilities provided by the District, interested individuals or organizations must fill out a written application and agreement at least seven (7) business days prior to their intended use. The agreement must be approved by either the district facilities manager or a designee of the Superintendent. It is important to note that the District reserves the right to refuse any requests.
Scheduling
Activities will be scheduled for only one season at a time.
Fall Season- August 11th-Oct. 31st- Scheduling opens August 1st & Closes August 15th
Winter Season- Nov 1st to Feb. 27th- Scheduling opens September 15th & Closes October 15th
Spring/Summer Season- March 1st to June 30th – Scheduling opens January 15th & Closes February 15th
All Facilities are closed for usage in July to allow time for cleaning for the upcoming year.
To use the facilities of Gilbert Community School District
- Please complete the Application/Agreement Form. The individual who submits the Application and Agreement will be held responsible for paying all usage fees and all reimbursements to the district if any damages result from the entity’s use of the facilities.
- Make sure to provide all necessary information and disclose all activities that will take place in or on the District’s premises.
- You will need to provide a liability waiver or certificate of liability insurance, naming the District as an additional insured. The Agreement will only take effect once you present the certificate to the District and make payments in advance.
- You will be notified of the approval of your Application, and the Agreement will only take effect once approved. Please note that the District has the right to cancel a previously approved use for any reason without penalty.
Gilbert CSD-Liability Waiver & Liability Insurance
As part of the facilities usage request, groups/organizations will be required to either provide a liability waiver or liability insurance. Please review the information listed below to help you understand the liability requirements.
Liability Waiver for Parent-Coached Teams – All parent-coached teams that are not-for-profit will be required to have each participant complete a liability waiver prior to participation. This step helps ensure the safety and well-being of all involved and provides important protection for both participants and the school district. Waivers must be collected and submitted before any practices, games, or team activities begin.
Liability Insurance – Liability Insurance will be required and must be submitted before any practices, events, or activities begin for the following groups:
- All for-profit groups/businesses
- All formal organizations/civic groups – public & private
- All groups outside of the Gilbert community requesting facility usage
Usage Group Classifications and Fees – Fee Schedule – Gilbert CSD-Policy- 905.01-R(2)
| Group 1 – School athletic teams, school clubs, other student groups, civic groups, and service groups. Examples: Scouting America, Girl Scouts, Kiwanis, PTO, Sports Boosters, Education Foundation, School/District Sponsored Events |
| Group 2 – All Other Groups |
| Group 3 – Yearly/Seasonal Use |
Gilbert Elementary School
| Space Available | Group 1 | Group 2 |
|---|---|---|
| Classrooms | $0/hour | $20/hour |
| Commons | $0/hour | $20/hour |
| Gymnasium | $0/hour | $20/hour |
| Media Center | $0/hour | $30/hour |
| Outdoor Fields | $0/hour | $50/hour |
Gilbert Intermediate School
| Space Available | Group 1 | Group 2 |
|---|---|---|
| Classrooms | $0/hour | $20/hour |
| Commons | $0/hour | $20/hour |
| East Gym | $0/hour | $100/hour |
| West Gym | $0/hour | $100/hour |
| Media Center | $0/hour | $30/hour |
| Practice Field | $0/hour | $50/hour |
Gilbert Middle School
| Space Available | Group 1 | Group 2 |
|---|---|---|
| Classrooms | $0/hour | $20/hour |
| Commons | $0/hour | $20/hour |
| Gymnasium | $0/hour | $200/hour |
| Media Center | $0/hour | $30/hour |
| MS Baseball Field | $0/hour | $50/hour |
| MS Softball Field | $0/hour | $50/hour |
| Practice Fields | $0/hour | $50/hour |
Gilbert High School
| Space Available | Group 1 | Group 2 |
|---|---|---|
| Auditorium | $0/hour | $150/hour |
| Classrooms | $0/hour | $20/hour |
| Commons | $0/hour | $20/hour |
| Gymnasium | $0/hour | $200/hour |
| Media Center | $0/hour | $30/hour |
| Wrestling Room | $0/hour | $50/hour |
| Tiger Stadium | $0/hour | $400/hour |
| Practice Fields | $0/hour | $50/hour |
Group 3 – Yearly/Seasonal Fees
- Local Groups – Rate to be determined based on the amount of yearly usage
- Parent-coached teams (Non-Gilbert Youth Sports & Non-Fee-Based) – $500 per year per team (2 practices per week).
- Parent-coached teams (Non-Gilbert Youth Sports & Non-Fee-Based) – $250 per year per team (1 practice per week).
- Adult Leagues– $500 per season (1 scheduled event per week).
- Large Tournaments – See Group 2 – Hourly Rates.
Additional Fees
| Custodial Staff | $40/hour |
| Set Up/Tear Down | $25/hour |
| Facility Supervision | $30/hour |
| Locker Room Usage | $20/hour |
| Sound/Light Technician | $40/hour |
| Snow/Ice Removal | TBD |
Supervision
It is important to have responsible adults present and provide proper supervision for those using the facility and participating in activities. These adults cannot leave until they are sure everyone else has left as well. The Gilbert Community School District may assign extra supervision for certain events to oversee the building’s use. Any costs for district supervision will be the responsibility of the group using the facilities.
Technology
There may be technology needs for some events held in the auditorium, Tiger Stadium, or a gymnasium. Technology will not be allowed to be used unless a specially trained District employee is present to handle the lighting, public address system, sound system, scoreboard, or other technology system. There will be a charge in such cases for the personnel costs.
Additional Rules & Regulations
- Scheduling priority will first be given to groups serving only Gilbert Students.
- Food and beverages are permitted in the commons, gym, and lunch rooms only. Other areas of the building must be pre-approved by the District Facilities Manager.
- Kitchen facilities may not be used by outside groups.
- Smoking and drinking are prohibited on all school grounds.
- On days when school is closed because of snow or other emergencies, all activities scheduled for that day will be postponed or canceled. Facilities may also be closed during extended school breaks ( Thanksgiving-Winter & Spring Break). This will be communicated in advance of the scheduled break.
- Facilities usage by groups other than the school will not be scheduled in July to accommodate building cleaning schedules as we prepare for the upcoming school year.
- Gilbert CSD reserves the right to withdraw the privilege of using school facilities from any organization that permits the abuse of facilities or does not follow applicable regulations.
- The District reserves the right to charge a fee for any damage or excessive cleaning that needs to be done after a group has used a facility.
For more information or questions related to policies, please contact any of the district employees listed below.
District Contact Information
Staci Sniezek
- 6th Physical Education/Head Softball Coach/Co-Head Volleyball Coach
-
Gilbert Middle School
Head Coach - 515-232-0540