Facility Rental Information
How to rent a school facility
Facility scheduling for Albemarle County Public Schools is now online and automated!
Be sure to review the info under the “Documents” tab on the Community Use page. This section provides tutorials on how to submit a facility rental request and also provides rental rates and the policies and regulations of Albemarle County Public Schools.
ARE YOU A NEW USER OF OUR FACILITIES?
If you and your organization have never used our schools, please email firstname.lastname@example.org for a form to complete. We MUST get your signature and proof of insurance prior to getting you set up in FSDirect.
School and Facility Rental Forms and Policy
- Policy KG
- Fee Schedule
- How to Request Access to Submit Online Facilities Requests
- How to Login and Request Space
If you have any questions, please refer back to these documents as they walk you through the process.
You do not need to create an account to check the availability of a school, but if you want to submit a request to use a school facility, you must follow these four steps:
Step 1: Create an account.
In the top right corner of the Community Use web site, click “log in to request facility use.” Everyone who wants to use a school facility must create an account. The system will walk you through setting up your account, then send a message to the Building Services Department. If Building Services approves your account, you will receive an email stating that you are now able to submit online facility requests. Click the link in that email to start the scheduling process.
Step 2: Submit a facility schedule request.
When the calendar is loaded, click “log in to request facility use” in the top right corner. Enter your email address and the password you created when setting up your account. Select the “request facility use” tab and follow the scheduling prompts. Before saving your schedule request, you must check availability to ensure that the areas of the school you are requesting are available. If an area of the building you requested is not available, you will need to select another date for your activity. Once your request has been saved, you will receive a schedule ID number and the following will occur:
- Your request will be emailed to the school you want to use. You will receive an email stating that your request has been submitted and routed to the school.
- If the school approves your request, you will receive an email stating that it has been approved and routed to the Building Services Department for final approval and activation. An approval from the school does not mean that your request has been approved. A request is not considered approved until it is activated by the Building Services Department.
- If the Building Services Department approves your request, you will receive an email stating that your request has been “approved and activated.” This email serves as your authorization to use the facility, so be sure to print out the email and have it with you at your event.
Step 3: Communicate changes or cancellations.
If your organization has been approved to use a school and needs to make a change (times, area of building, etc.), you must email the school one week before your event. Failure to provide this advance notice will result in immediate disapproval of the requested change. If your organization must cancel an event, you must email the school and/or Kimberly Rhodes (email@example.com) at least 72 hours before the date of the event. If the event is on a weekend and cancellation is not made within this time frame, a 3 hour facility fee and a 3 hour custodial fee will be charged.
Step 4: Pay.
Everyone will receive an estimate. You can prepay from the estimate or wait for the final invoice which will come after your event. This will allow for all personnel time to be turned in and documented.The prepayment due date is listed on the invoice. Prepayment must be received before the event can be held. This prepayment will be credited to the event, then another invoice will be generated around the 10th of the month after the date of the event. The second invoice will show either a balance owed (because of variations in the event such as additional hours of use, change in areas of use, additional custodians, etc.) or a credit due (which will be requested from the Albemarle County Public Schools Finance Department).
Contact Kimberly Rhodes with any Facility Rental/Use questions.