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Facility Usage Request

Facility Usage Request

MANHATTAN-OGDEN USD 383

RULES AND REGULATIONS FOR FACILITIES USE

2025-2026

 

Manhattan-Ogden USD 383 facilities may be made available for use by youth or community groups between the hours of 5:00 p.m. and 10:00 p.m. Monday through Friday during the school year, except when facilities are in use for school activities. Approval of weekend or summer usage is dependent upon availability of district staffing. District facilities are not available for rent or use on District, Federal, or State Holidays. Listed below are the RULES AND REGULATIONS that apply to all groups and individuals requesting to use or rent District facilities:

 

DATES AND AVAILABILITY:

  1. Facilities Use Requests will not be approved prior to August 15th for the upcoming school year.
  2. Facilities Use Requests shall not exceed one year in length and are not intended to provide permanent housing for any organization.
  3. Facilities UseRequests must be made at least 10 working days in advance ofthe requested date(s).
    • Less then 10 working days’ notice may result in denial of use due to lack of time to secure staffing.

REQUIRED DOCUMENTS:

All of the following documents must be submitted for the request to be considered for approval:

  1. Completed Online ML Schedules Request (the platform will go live the week of July 14, 2025) with requested days, dates, and times.
    • Days shall be Monday through Friday.
    • Dates shall not be District, Federal, or State Holidays.
    • Times shall be between the hours of 5:00 p.m. and 10:00 p.m.
  2. Completed Facility UseAgreement.
    • Facilities use will be denied if the agreement is incomplete or unsigned.
  3. Certificate of liability insurance valid for dates requested.
    • Facilities use will be denied without proper proof of liability insurance.

APPROVAL PROCESS:


The approval process for Facilities Use Requests is detailed below:

  1. Facilities Use Request is generated by the Requestor using the district ML Schedules platform (the platform will go live the week of July 14, 2025).
  2. Facilities Use Request is routed through ML Schedules to the Building Administrator assigned to the requested building or location.
  3. If Facilities request is approved by the Building Administrator, the request is routed to Facilities and Maintenance for review.
  4. If approved by Facilities and Maintenance, an email will be sent to the Requestor stating that the request has been approved along with an estimate of costs.
  5. If the request is denied at any point during the process, the Requestor will be notified of the denial.
  6. Manhattan-Ogden USD 383 and Manhattan Parks and Recreation events will take priority over any outside agency usage.

FEES:

 

Information regarding Facilities Use fees are detailed below:

  1. Use of facilities shall be without additional expense to the District.
  2. Fees will be estimated in advance by ML Schedules.
  3. Fees and/or rental charges will cover costs of wages for school personnel required to work events and utilities/products consumed.
  4. The rental fee begins when set-up for the event begins by district staff.
  5. If no set-up is required, the hourly fee begins when the user begins using the facility and ends whens the facility is cleaned and secured.
  6. Actual fees will be billed following the event.
  7. Under certain circumstances advanced payment and/or deposit may be required.
  8. Please only submit requests for days and times needed. Fees will be charged for days and times requested and approved.

 

PAYMENT:

Information regarding fee payment for Facilities Use Requests are outlined below:

  1. Payment shall be due within 10 days of receipt of the invoice for facility use.
  2. Payment shall be attached to a copy of the Facilities Use Request and sent to the Manhattan-Ogden USD 383 Business Office at the following address:

Manhattan-Ogden USD 383

Attn:  Business Office: Facilities Use Fees

901 Poyntz Avenue

Manhattan, Kansas 66502

  1. Failure to pay an invoice in a timely manner will result in cancellation of additional scheduled dates and/or denial of future facilities use requests.
  2. Questions concerning fee payment shall be directed to the Manhattan-Ogden USD 383 Business Office at the contacts listed below:

Phone:  785-587-2000

Email: Jaime Gregory and Andy Hutchinson

REQUESTOR REQUIREMENTS:

  1. The person requesting use of any school facility and the adult in charge must be 21 years of age or older.
  2. The adult in charge must be in attendance during the event(s) and assumes responsibility for costs to repair/replace any portion of the facility or facility equipment which is damaged while the building is being used by the group/organization specified on the Facilities Use Request.

SUPERVISION REQUIREMENTS DURING THE EVENT(S):

  1. The adult in charge is required to provide adequate supervision of all participants and spectators.
  2. Failure of the requestor to provide supervisory or security personnel will result in cancellation of future use by the group/organization.
  3. If District provided supervision and security is required, the user will be responsible for that expense.
  4. The adult in charge is required to arrive prior to the gathering of the group and remain until all participants have left the facility and the facility has been inspected and secured by the school employee on duty.

AREAS OF USE:

  1. Use of the building is strictly confined to the area(s) designated on the Facilities Use Request Form.

USE OF SCHOOL DISTRICT EQUIPMENT:

  1. Use of stage lighting, scoreboards, game clocks, sound systems, PA systems, etc. shall be permitted only with prior approval and must only be operated by trained and approved personnel.
  2. Use of school equipment will result in additional fees.

PROHIBITED ITEMS AND CONDUCT:

  1. Tobacco use, drug use, alcoholic beverages, gambling and/or other improper conduct within the building or on District grounds is prohibited.
  2. Use of fireworks, open flames, pyrotechnics, etc. are prohibited within any District building and on District grounds.

DISTRICT STAFFING AND CARE OF FACILITY:

  1. A building custodian or district staff member is required to be on duty/present during use.
  2. If a Building Administrator or the Director of Maintenance deems it necessary to have additional school personnel on duty for setup/clean up and/or supervision, these additional costs will also be charged to the group renting the facility.
  3. Groups using the facility at no cost other than utilities must leave the facility clean and orderly.
    • Failure to leave the facility clean and orderly will result in a custodial fee being assessed.

CANCELLATION:

  1. District cancellation
    • The District reserves the right to cancel Facilities Use Requests if the facility is needed for school purposes.
    • In the event of a school cancellation or school closure, either due to inclement weather or other circumstance, use of the building will not be available on the day of the cancellation or closure.
    • School cancellations due to inclement weather are announced utilizing the following outlets: ParentSquare, USD 383 social media accounts, USD 383 website, and local media.
    • If a Requestor’s specific day and time is cancelled by the District, either for inclement weather or any other reason, the Requestor will not be charged for that specific day and time
  2. Requestor/User Cancellation:
    • Cancellation by the Requestor/User must be emailed to the Building Administrator of the building being used a minimum of 24 hours prior to the scheduled use time.
    • Failure to notify the Building Administrator of the cancellation 24 hours in advance will result in staffing fees being assessed.
    • Utility Fees will still be assessed in the event of a Requestor/User cancellation.

 

IF MANHATTAN-OGDEN USE OF SCHOOL FACILITIES RULES AND REGULATIONS ARE NOT ADHERED TO, FUTURE USE OF DISTRICT FACILTIES WILL BE DENIED.