Facilities Use Application

When space is available, individuals and community members may apply to reserve District facilities. The requested times may not interfere with Reynolds School District instructional programs, student athletics or activities, and school-related groups.

All facility use is reserved online. Complete the application below to get started.

Please consider the following when requesting use:

  • Facility use is only approved if there are staff available to support the rental.
  • We are not an event center. We have limited elementary, middle, and high school gyms, cafeterias, and fields available for rental.
  • The space is rented as is: we do not supply tables or chairs for use.
  • There will be no use of school supplies or equipment such as microphones, projectors, podiums, special lighting, extra chairs, or tables. Except for Arts Center rentals.
  • Food may only be served and eaten in the cafeteria.
  • Use of school kitchens is not allowed.
  • All approved rentals are required to have Reynolds staff on site, such as a building administrator and/or a custodian.
  • The requester will be invoiced following for rental fees and staffing costs.
  • We will not approve any events during school closures, holiday periods, or long weekends.
  • During the weekdays, events at elementary schools must end by 8:30 PM and events at middle schools must end by 9:00 PM. All participants must be out of the building by these times.
  • Saturday and Sunday events must end by 6:00 PM. All participants must be out of the building by this time.
  • A request must be submitted a minimum of 30 days before the event to be considered.
  • Insurance will be required for approval. For more information please see the Facilities Use Insurance Requirements below. 
  • Bouncy houses and water slides are not permitted.
  • Facility use is only available during the school year, starting the third week of September - June. Summer usage is not allowed as the district offers summer school and the Facilities department schedules maintenance during this time (including but not limited to deep cleaning, exterior and interior painting, roof repairs/replacements, carpet cleaning, floor waxing, and other large projects).

District Closures: 

When the District is closed for inclement weather or any other type of closure, all facility use is canceled.

Other Use:

Families are welcome to use elementary school playgrounds and middle and high school fields, tracks, and paths after in-person instruction and do so at their own risk.

This application for use of Reynolds School District facilities is completed with the following understanding:

  • Any district or school-organized activity shall have precedence over facilities use by any other group.
  • Possession or use of alcoholic beverages, tobacco products and/or inhalant delivery systems, or illegal drugs in any form is prohibited on any district property, including parking lots and fields.
  • No use of firearms, cultural fire pits, indoor barbecues, fog machines, latex balloons, or fireworks may be used on School District property unless approved by the Superintendent or designee. 
  • The applicant shall indemnify, defend, and hold harmless the District, its officers, agents, and employees from any and all claims, suits, or actions of any nature resulting from or arising out of the activities of the applicant, its officers, employees, agents, members, or attendees.
  • It is further understood that any damage to the grounds or neighboring buildings, whether under public or private ownership, arising out of this use will be compensated for by the individual signing the application as the representative responsible for the organization. 

Please review the facility use fees below by clicking on the following drop down options:

Facilities Use Fee Schedule 2024-25

Facilities Use Fee Schedule 2024-25

Description Tier I Tier II*** Tier III*** Non-School Day Events
Additional Fees

Application Fee

No charge $25 $25 N/A
Security Deposit No charge $100 $100 N/A
Custodial Services--including
additional set-up, take down,
and/or clean-up 		(overtime may
apply)** 		$54 per hour
(overtime may
apply)** 		$54 per hour
(overtime may
apply)** 		(overtime may
apply)**
Kitchen Services Employee (overtime may
apply)** 		$54 per hour
(overtime may
apply)** 		$54 per hour
(overtime may
apply)** 		(overtime may
apply)**
Classroom No charge $20 hourly
$160 seasonal* 		$40 per hour $10 per hour
Multipurpose Room No charge $20 hourly
$180 seasonal* 		$40 per hour $10 per hour
Gymnasium No charge $20 hourly
$300 seasonal* 		$50 per hour $20 per hour
Cafeteria (excluding kitchen) No charge $20 hourly
$160 seasonal* 		$40 per hour $10 per hour
Play Field/Lawn (excluding Woodland) No charge $10 hourly
$150 seasonal* 		$30 per hour N/A
Tennis Court No charge $20 hourly
$300 seasonal* 		$50 per hour N/A
Track No charge $20 hourly
$300 seasonal* 		$50 per hour N/A
Woodland Soccer Field No charge $25 hourly
$325 seasonal* 		$55 per hour N/A
Parking Lot No charge $10 hourly
$300 seasonal* 		$35 per hour N/A
Arts Center - Package A: Full access to
auditorium, stage, lighting and sound
systems, operational expenses, and
technical support 		No charge 4 hours: $500
8 hours: $800 		4 hours: $700
8 hours: $1,000 		$100 per hour
Arts Center - Package B: All above plus
full access to all lighting and sound
systems; Use of all rigging; Use of
backstage amenities; Use of adjacent
classrooms; Technical support 		No charge 8 hours: $1,200 8 hours: $1,400 $100 per hour
Computer Lab Classroom Fee
+$15 per
Workstation 		Classroom Fee
+$15 per
Workstation 		Classroom Fee
+$15 per
Workstation 		$10 per hour
V-Tel Equipment-Non-Profit $25 per hour $25 per hour $25 per hour N/A
V-Tel Equipment-For-Profit $50 per hour $50 per hour $50 per hour N/A

*Seasonal is defined as less than four months with use of up to three hours per week one or two days per week.

Please note: Credit Card number will be held for any damages.

Fee Schedule Tiers

Tier Description Fees / Insurance
Tier I
  		Tier I: Reynolds School District Activities
  • No application fee
  • No security deposit
  • No rental fees
  • No insurance for
    District or schools
  • Insurance required for
    public agencies if not on file
  • Participants accountable for
    damage beyond normal wear
  • Labor charges beyond
    assigned work hours
District Community Partners
District Sponsored Activities for Students
School Sponsored Activities for Students
District Sponsored Activities for Parents/Guardians/Constituents
School Sponsored Activities for Parents/Guardians/Constituents
District Related Groups and Organizations (sponsored by a
respective school)
Reynolds Endorsed Youth Programs:
  1. Organization is non-profit, and has written policy that
    provides relief for low-income families
  2. All attendees in the program live within the RSD attendance boundaries
  3. Head coach of youth athletic programs must have completed the
    NFHS fundamentals of Coaching Course, ODE Steroid Training, and
    OSAA approved concussion training
  4. Youth athletic programs are approved by the District Athletic Director
Tier II Tier II: Community Recreational and Educational Programs
  • Application fee
  • Security deposit
  • Rental fees
  • Insurance required
  • Labor fees
Parent/Guardian, Volunteer, and/or Community Organization
Sponsored Programs That Serve Reynolds Youth (Youth Leagues,
Kid's Wrestling, Scouts, 4-H, AAU, Summer Activities, After
School Programs)
Adult Education Classes Sponsored by Oregon Community
College or University
City Park and Recreation Programs
Adult Athletic Leagues
Community Service Activities (Health Fairs, Immunization Days,
Clothes Closets, Feeding Programs)
Tier III Tier III: All Other Facility Users
  • Application fee
  • Security deposit
  • Rental fees
  • Insurance required
  • Labor fees
Non-Profit Organizations
For-Profit Organizations
State, Federal, and Foreign Agencies
Organizations Charging Admission and/or Making a Profit
Private Individuals

 

Facilities Use Insurance Requirements

 Facilities Use Insurance Requirements

For the protection of yourself, your organization, and the Reynolds School District, facilities users are required to provide, at their own expense, a comprehensive general liability insurance policy or special event policy naming the Reynolds School District as additional insured. The certificate of insurance must indemnify and hold harmless the Reynolds School District from any and all claims, liabilities, or damages as a result of the use of the facility. 

Named Insured:           

     Name of individual or organization named in Facilities Use Application.

Insurance Coverage:    

     General Liability – Occurrence-based General Liability, to include premises operations, independent providers, products/completed operations, and blanket contractual; with           limits not less than $1,000,000 Combined Single Limit Bodily Injury, Property Damage, and Personal Injury any one occurrence and $2,000,000 in the aggregate.

     Auto Liability – including owned, non-owned, and hired vehicles: $1,000,000 Combined Single Limit Bodily Injury and Property Damage any one occurrence and in the                         aggregate. State of Oregon-mandated limits for personal auto insurance may be accepted in certain circumstances. 

Additional Insured:      

     The District shall be named an additional insured on the general liability policy and shall be provided a copy of the additional insured endorsement.

Certificate Holder:       

     Reynolds School District
     Attn: Risk Management
     1204 NE 201st Ave
     Fairview, OR 97024

     email to: jwilliams@rsd7.net

If you have any questions, please contact Joanna Williams via email or at (503) 661-7200 x3415.

 

Additional Fees (applied as needed)

Staffing

  1. Custodial Services – District custodial services shall be provided for all permitted indoor use of the District facilities when a District custodian is not otherwise scheduled at the site. Any time the custodian is required to spend time away from their regular duties during their scheduled shift to supervise or clean for facility use, additional fees will be included. Custodians will be assigned by the Custodial Supervisor per District union agreements.  All costs associated with the District custodian requirement shall be borne by the user, and overtime rates shall apply.  
  2. Security – The District reserves the right to require additional supervision or 3rd party security to be present during a permitted event. The COO shall determine the circumstances when such additional supervision or 3rd party security shall be required. All costs associated with the supervision or security shall be borne by the user.
  3. Supervision – The following supervision requirements shall apply for all facility use;
    1. One adult supervisor per 20 students is required for any youth activities.
      1. If facility user is unable to provide required supervision, either district staff, or 3rd party supervision will be provided, and the cost will be charged to the facility user.
        1. District staff charges will be at the current  current contract rate.
        2. 3rd party security will be at the rate charged to the district.
        3. If the district and facility user are unable to provide required supervision, then the event will be cancelled.
    2. One supervisor per 25 adults is required for any adult activities.
      1. If facility user is unable to provide required supervision, either district staff, or 3rd party supervision will be provided, and the cost will be charged to the facility user.
        1. District staff charges will be at the current contract rate.
        2. 3rd party security will be at the rate charged to the district.
  4. If the district and facility user are unable to provide required supervision, then the event will be cancelled.
  5. Nutritional Services – District Nutritional Services reserves the right to allow use of District kitchen and/or equipment. If District kitchen and/or equipment is used, District nutrition services staff is required.  All costs associated with the District nutrition services staff requirement shall be borne by the user, and overtime rates shall apply.

 

Facility Use Application

Is this facilities use application for an organization or an individual? *
Organization
Which best describes your organization? *
Files must be less than 128 MB.
Allowed file types: gif jpg jpeg png pdf doc docx zip.
Organization Contact Person
Individual
Facility Interested in Utilizing: *
Room or Area of Use: *
One Time Use or Continuous Use? *
One Time: Day of the Week? *
One Time Date:
One Time: From Time *
:
One Time: To Time: *
:
Continuous: Start Date:
Continuous: End Date:
Continuous: Day of the Week: *
Continuous: From Time: *
:
Continuous: To Time: *
:
Continuous Option: *
Will you need set-up, take down, and/or clean up? *
Insurance
The District requires a Certificate of Insurance for all groups using District property. The general liability insurance must not be less than one million ($1,000,000) per occurrence with two million ($2,000,000) aggregate naming the Reynolds School District #7, its Board of Directors, its officers, agents, and employees as additional. Higher limits may be required depending on the event. Failure to submit a Certificate of Insurance prior to an event will invalidate the application.
Insurance Agreement *
Agreement
The application for use of Reynolds School District facilities is subject to approval. All of the following conditions are to be met if facility use is approved: District or school-organized activities take precedence over any other group's use of facilities. The possession or use of alcohol, tobacco products, inhalant delivery systems, or illegal drugs is strictly prohibited on district property, including parking lots and fields. Firearms, cultural fire pits, indoor barbecues, fog machines, latex balloons, or fireworks are not permitted on District property without explicit approval from the Superintendent or designated authority. The applicant is required to indemnify, defend, and hold harmless the District, its officers, agents, and employees from any claims arising from their activities. Furthermore, the applicant acknowledges responsibility for any damage caused to the grounds or neighboring buildings during their use of the facilities.
I agree *
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