How to Create an Effective School Facility Use Policy (Templates & Tips)
- Subler
- 13 minutes ago
- 3 min read
Why Every School Needs a Solid Facility Use Policy
As more schools open their doors to community groups, faith organizations, sports teams, and event organizers, facility rentals have become a key revenue source—but also a potential source of risk and confusion.
That’s where a well-crafted school facility use policy comes in.
It’s not just paperwork—it’s a critical framework that protects your school, clarifies responsibilities, and ensures your facility rental program runs smoothly.
What Is a School Facility Use Policy?
A school facility use policy is a formal set of guidelines that governs how third-party groups can access and use school spaces outside of instructional hours. It typically outlines rules, procedures, pricing, insurance, and more.
These policies are essential for:
Setting clear expectations with renters
Ensuring staff and student safety
Preventing scheduling conflicts
Reducing liability
Supporting consistent enforcement across schools or districts
“A well-drafted contract puts a school in the strongest position to reap the benefits of community rentals—while minimizing legal and operational risks.”
7 Key Elements of an Effective Facility Rental Policy
If you're building a new policy or updating an outdated one, here are the must-have components to include:
Eligible Users and Rental Priorities
Clearly define who can rent your space (e.g., nonprofits, youth sports, private events) and what groups get priority (internal school functions, PTA, etc.).
Tip: Use a tiered system to differentiate rental fees or access privileges based on renter type.
Rental Terms and Conditions
Outline rental hours, supervision requirements, facility rules (e.g., no smoking or alcohol), and expectations around setup, cleanup, and damages.
This section protects your campus from misuse and keeps operations consistent.
Fee Structures and Payment Terms
List your pricing (hourly, flat-rate, equipment use), deposit requirements, and deadlines for payment.
Facility rental policy guidelines should also clarify:
Late fees
Refund rules
Additional charges (e.g., custodial overtime, security)
Insurance and Liability Requirements
Require renters to submit proof of liability insurance and, if needed, name the school or district as an additional insured party.
This is a common best practice—and a must-have for risk management.
Cancellation and Refund Policies
Set clear rules for when and how a rental can be canceled and what refunds (if any) will be issued. Make exceptions for weather or emergencies clear.
Supervision and Staffing
State whether the school will provide a staff member on site (custodian, security) or if the renter must supply their own supervision.
Tip: Clarify access rules for locked areas like classrooms or AV rooms.
Facility Use Application and Agreement
Attach or link to a formal rental request form and rental agreement. This should capture key details and require renter acknowledgment of all rules and fees.
The agreement is your legal foundation—don’t skip it.
Why It Matters: Policy = Protection + Professionalism
When schools run rental programs without a clear community use policy, things quickly get complicated—confusion over fees, last-minute cancellations, lack of insurance, or inconsistent enforcement.
A transparent, enforceable, and easy-to-understand policy:
Prevents misunderstandings
Shields your school from liability Ensures smoother operations for staff
Builds credibility with community partners
And when integrated into a digital platform like Subler, your policy becomes part of an automated workflow—no more lost forms or manual approvals.
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