Facilities & Fields Usage

Clarifying Notes:

• Groups in Category I and II reserving facilities on non-custodial work days will be charged for custodial and replenishment fees
• All rates are by the hour unless otherwise noted
• A minimum of 2 hours will be charged for all staff needed to support facility request

* All indoor use will be charged a non-refundable rate of $25.00 per day/per space to allow custodial staff to disinfect, perform a proactive cleaning, and to replenish supplies in addition to fees listed per category 2-4
 **  Custodian required and training required for use of the Stadium Scoreboard and P/A Sound
 *** Food Service Employee is required when kitchen equipment will be used

Complete the Facility Use Application.  Provide all requested information to avoid unnecessary delays in processing your application. 

• Timely Applications - Applications for use of school facilities must be submitted to the district office a minimum of ten (10) working days prior to the date on which the facilities are to be used (30 working days during the summer). District events will take priority if there is a conflict.  Approvals may be delayed for athletic facilities depending on the sports season schedules. 
• Submission of Request - Separate applications must be submitted for each school facility requested for use. A single application may be made for a series of events of like character being held at the same school facility. 
• Purpose - The purpose of the use must be as stated on the application.
• Liability - The applicant must provide proof of $1,000,000 insurance policy and agrees to exercise the utmost care in the use of the school facilities and agrees to protect, indemnify and hold harmless the Yelm Community Schools from any and all claims, liabilities, damages, expenses, or right of action, directly or indirectly attributable to the organization's activities and/or use of premises resulting from the use or occupancy of said facilities.
• Confirmation of Request - No facility shall be considered reserved until the Facility Event Request is completed and email notification by the Facility Usage Coordinator is sent, at which time it shall be considered a contract between Yelm Community Schools (YCS) and the applicant, subject to all rules & regulations, terms & conditions explained herein and within the policies and procedures of YCS. Approval for facility/field usage is non-transferable.
• Priority Use - YCS or school organization activities shall have priority over other requests for use of facilities, regardless of prior approvals or the date of application. Scheduling priority shall be given to groups based upon categorical classification, YCS student count and use of specified area.
• Unfiltered Wifi - If unfiltered wifi is needed for the event (ie. vendors needing commerce access), indicate need in the application. Upon approval, the applicant will receive a link to request a certificate for access.  A separate request is required for each connection.
• Door Access - Facility will be scheduled to open 30 minutes prior and 30 minutes after the start time of the event to ensure building security. Organizations may need to station a volunteer at the door to meet late attendees.
• Lighting/HVAC - Indoor Light and HVAC will be scheduled based on the request time of the event.  Stadium lighting time must be requested specifically in the application.

TERMS OF USE

• All applicants will be held responsible for any expenses incurred by YCS arising from the use of the facility. In the event that property loss or damage is incurred during such use or occupancy, the amount of damage shall be decided by the Superintendent and/or designee.  The applicant agrees to accept the YCS estimate of replacement/repair and pay all costs associated therein within 15 days to include food or beverage damage.  Failure to comply with this regulation and to pay any damage charges assessed will result in denial of further privilege of use of school facilities and may result in legal action.
• Facilities are not available for use before 8 am on non-school days. All facility use shall terminate and fields/rooms be vacated by 10 pm, unless approved by the Facility Department.
• Organizations are responsible for ensuring the premises are vacated as scheduled. Use of facilities is restricted to the approved area and specified time period, organizations are responsible for ensuring unauthorized portions of the building are not entered. 
• YCS will try to notify the organization representative within 48 hours of a cancellation; however, due to emergency situations that may not always be possible. Use of school facilities are canceled when school is closed by an emergency, such as school closures for inclement weather.
• YCS reserves the right to deny/cancel any request and/or discontinue use of the facility by the applicant at any time if, in their sole discretion, the use of a facility is in conflict with YCS use policies or regulation, equipment and/or facilities are being misused, interferes with the YCS maintenance program or the organization has not paid for services..
• All cancellations must be made through the Facility Department at least forty-eight (48) hours prior to the scheduled usage or the organization may be billed for staffing costs incurred by YCS.
• Fees quoted are estimated based upon the Facility Use Application. Fees shall be charged in accordance with the current YCS fee schedule and payment or deposit may be required in advance of the event. Actual costs to the applicant are subject to change based upon conditions and time of use.  Payment is due within thirty (30) days from the date of invoice, late fees may apply.  Any invoice that is 90 days overdue is subject to collection action.  Applicants will be responsible for all collection, attorney, insurance or any other fees associated with the collection or payment in regard to use.
• An authorized custodian must be in the building or on the premises after normal school hours when a non-school group is using a YCS facility. A minimum 2-hour custodial fee will be charged when facilities are requested during non-work time such as weekends, holidays or during school breaks.  Staff shall remain in the building or on the premises during the event and may be performing work for YCS.  Staff will be responsible for closing and securing the building/grounds after use.
• If kitchen facilities are used (using cooking and dishwashing equipment, ranges, etc.), a rental fee will be charged; and a food service employee must be in attendance. A minimum 2-hour food service fee will be charged when kitchen facilities are requested during non-work time such as afternoons, evenings, weekends, holidays or during school breaks.  
• Any sponsorships acquired by an organization can be temporarily displayed during the event and must be removed at the end of the event. The district will not be held responsible for the cost of materials that are damaged or removed after the event.
• Building keys will not be issued. Building custodians or administrative designees will be responsible for unlocking and securing buildings for after-school use.  
• Applicants are responsible for obtaining any required permits and for satisfying all city, county, state, or federal codes and regulations associated with the proposed activities.
• The Superintendent has authority to make the final decision on the use of school facilities and the appropriate charges. The applicant may appeal such a decision to the Board of Directors.
• YCS is not responsible for any state or local taxes involving ticket or merchandising sales by applicants.
• Tobacco products, alcoholic beverages and/or illegal drugs are strictly prohibited in school facilities or on school property, including outdoor and parking areas in accordance with RCW 28A.210.310
• Disorderly conduct and willful destruction of property are forbidden.
• Weapons are not allowed on school property except by active duty law enforcement officers.
• Vehicles must be parked in designated parking areas only. Vehicles may not be driven or parked on fields, grassy areas, walkways, or in designated fire lanes.
• Prior approval from the building administrator is required before decorations or other materials may be applied to walls, ceilings, or floors. Applicants are required to remove all decorations upon completion of the event. 
• Animals are not allowed in school buildings or on school property, including outdoor and parking areas.
• Charitable organizations must provide proof or non-profit status as registered with the state of Washington, Secretary of State Office.
• Sponsoring organizations shall provide sufficient, competent adult supervision for all activities, and in all areas including restroom and hallways.
• Reasonable shifting of furniture within the room to meet the needs of the occupant is permitted, provided that it is returned to the original location and arrangement. If the facilities are not restored to the condition in which they were found, costs to restore such facilities will be billed to the applicant.
• Authorization for the use of school facilities shall not be considered an endorsement or approval of the using group, nor the purposes they represent. Organizations must state in any advertising that YCS is not sponsoring the event(s).
• All elementary school fields are closed from November 1st  – March 1st. Gyms are closed for summer usage.
• Applications will be processed in the order they have been received.
• Each organization using facilities for athletic purposes must sign a Youth Sports-Head Injury Policies Compliance Statement for HB 1824; Sudden Cardiac Arrest Awareness for SB 5083.
• Organizations may not modify fields. When using a grass field, organizations are responsible for providing their own chalk/paint to line the fields. YCS staff are not available to support these requests.
• A portable restroom is required for all locations without outdoor restroom use. Each organization will be charged a pro-rated quantity including initial delivery/pickup fee for outdoor portable restroom placement at the location they have been scheduled to use. 
• Unauthorized use of YCS fields by organized groups constitutes trespassing.
• Upon approval from the Facility Department, portable storage sheds may be placed on YCS fields. Portable storage sheds cannot be any larger than 100 sq. ft. and ownership must be visibly marked.  Organizations wanting to place a portable storage shed must submit a drawing/photo of the portable storage shed, dimensions, field location of the unit and removal date.  Portable storage sheds can be placed by applicant 1 week prior to approved field use start date and must be removed by applicant 1 week following field use end date.  Applicants will be held responsible for any expenses incurred by YCS arising from the removal of such portable storage shed.  YCS is not responsible for any damages, lost or stolen property.
• If an organization is hosting a fundraising event such as a tournament, a point of contact is required to be on site for the event and is responsible for providing a certificate of liability for the entire event. Contact information will be provided to the custodian to ensure prompt service.

To request the use of a district facility, please use the

Community Portal

For additional information, review the

Quick Start Guide. 

Contact the Facilities Department to submit the Insurance Certificate.

Angel Joy Delosreyes
E: angeljoy_delosreyes@ycs.wednet.edu
P: 360.458.6127
F: 360.458.6140

If you need assistance accessing these resources, please contact 360.458.6100.

Head Injury Compliance Form