1. Eligibility Criteria

Use of facilities is limited to:

- Not-for-profit organizations within district boundaries, or

- Not-for-profit organizations outside the district with enrolled Rondout students

Required documentation:

- Proof of nonprofit status (e.g., IRS 501(c)(3) letter)

- Rondout student enrollment verification (if applicable)

2. Application & Sign-Up Process

When to apply:

Two enrollment periods: October 15-29 and January 14 - 28

Steps to apply:

1. Complete the online request form.

2. District reviews for eligibility and scheduling.

3. Approval/denial emailed at the end of the 2-week request window.

4. If approved, the district issues an invoice and rental agreement.

5. Reservation confirmed upon payment receipt.

Form requires:

- Organization name & nonprofit documentation

- Contact information (name, phone, email)

- Facility requested, date(s), time(s), estimated attendance

- Equipment/setup needs

- Certificate of Insurance

Additional details:

- Minimum rental: 2 hours

- Refundable clean-up deposit: $200

- Penalties: $200 for false fire alarm activations or similar issues

- Discounts/waivers: May apply to PTSA, Scouts, or other district-affiliated groups

3. Security & Supervision Requirements

- District staffing: Security /District Supervisor and one Custodian must be present ( arrive 15 minutes prior and stay through cleanup.)

- Supervision: Renter must provide adequate adult supervision and assumes full responsibility for participants.

- Participant list: Required with agreement.

- Insurance: $2,000,000 liability Certificate of Insurance, naming Rondout SD 72 as additional Insured.

- Codes & conduct: Must follow all fire, safety, ADA, and Title IX requirements.

4. Responsibilities & Policies

- Payment: Due before event; overdue accounts may be charged 1.5% monthly interest and denied future rentals.

- Cancellations/Changes: Must be submitted at least 48 hours before rental date.

- Damages & cleanup: Renter responsible for returning space to pre-event condition. Cleaning/repair charges apply if needed.

- Priority scheduling: School events take precedence.

- Availability: Rentals available Monday-Friday, 6:00-9:00 p.m. (No rentals on weekends or during summer).

- Liability & revocation: District may deny or revoke use if misuse occurs.

5. Facilities, Fees & Availability

Facility / Service / Cost per Hour

South Playing Field: $35.00

Gymnasium: $70.00

South Foyer Meeting Space: $50.00

Custodian: $30.00

Security /District Supervisor: $35.00

Fire alarm false activation (penalty): $200.00

Refundable clean-up deposit: $200

Insurance requirement: $2,000,000 liability coverage

Rental availability: Monday-Friday, 6:00-9:00 p.m. (No summer or weekend rentals)

6. Information Required on the Request Form

- Organization name, type, and proof of nonprofit status

- Contact person details (name, phone, email)

- Facility requested (Gym, South Foyer, South Playing Field)

- Requested date(s) and times

- Estimated attendance

- Purpose/description of activity

- Confirmation of Rondout student enrollment (if outside district)

- Setup/equipment needs

- Certificate of Insurance

- Acknowledgement of fees, policies, supervision, cleanup, and liability (electronic signature)