Facility Rental

 

The Renton School District (referred to as RSD or “the District” in this document) recognizes that our facilities, athletic fields, and grounds are provided primarily for the education of our students. Thereafter, our facilities and grounds shall be made available to the public in adherence to the priorities and regulations outlined in this Facility Rental Handbook and Fee Schedule (also referred to herein as the “agreement”).

District representatives shall endeavor to make all educational and athletic facilities available for use by the community provided such use will not interfere with the District’s educational program or school activities, or reflect negatively on RSD.

All athletic fields should be available for community use, after hours and when not scheduled for District activities, except where the risk of damage to equipment or facilities is high (e.g., Inclement weather, high impact activities that pose substantial risk of damage to the field, or maintenance activities that are required) as determined by District administration.

In accordance with District policy, no person or organization seeking to use District facilities pursuant to these policies shall be denied the use of the facilities, or be subjected to discrimination, on the basis of race, creed, color, national origin, gender, sexual orientation, marital status, previous arrest or incarceration, or disability.

Organized activities include groups of five or more participants and must complete a rental agreement to use district facilities.

Contacts

For general facility rental questions, contact the Facility Rental Team by email or by phone at (425) 204-3414.

For information on rental of the Hazen Pool call (425) 204-4230 or email hazenpool@rentonschools.us.

For information on rental of the Lindbergh Pool call (425) 204-4440 or email lindberghpool@rentonschools.us.

For information on rental of the Renton IKEA Performing Arts Center or the Lindbergh Theater, contact Adam Rosencrantz by email or by phone at (425) 204-3455.

Application

Only registered clients may submit an application to use RSD facilities. Registered clients may be either RSD internal groups (e.g., student athletic events, activities) or external groups (e.g., affiliates, partners, community members). All clients, both internal and external, wishing to rent District facilities must complete the online application and completion of such application certifies that the user, if approved for use, will adhere (1) to the rules and regulations as outlined below and (2) on the District website under “Facility Rental.” Applications must include payment of the application fee and any anticipated rental fees. For questions or assistance with accessibility of the online application, please contact the Facilities Rental Manager at 425.204.3455 or stop by the district office located at 300 SW 7th St. Applications for facility rental must be submitted online at least ten (10) days before the start date.

Submission of an event application or any verbal affirmation of facility availability does NOT constitute approval of the event/rental contract. Additional administrative review is required for all applications. Depending upon the complexity of the event, additional approvals and permitting may also be required. Applicants will be notified of approval/disapproval/follow up coordination required for any request via email from the District, generally within 5-10 business days following submission of an application. Facility rental email communication will come from rsd.facilityuse@rentonschools.us or another designated system email address. The RSD Facility Rental Manager/Representative will always provide written confirmation of approved or denied applications; applicants should not assume approval without this written confirmation.

The RSD Facility Rental Manager’s written confirmation constitutes a written contract between the client’s organization and RSD. The client’s acknowledgment of this Facility Rental Handbook, provided by checking the acknowledgment box in the Facility Rental Manager’s email, is the client’s express acceptance of all of the terms herein.

Additionally, the District requires all clients to have a physical print out (or electronic copy) of the approved rental contract available for inspection by RSD administration or District representative at their event. Failure to produce this proof of facilities rental approval may result in cancellation, trespass, or additional administrative sanctions.

For questions or assistance with accessibility of the online application, please contact the Facility Rental Manager by email or by phone at 425.204.3414

If this is your first time using the system, we have provided some Getting Started information to help get your account and organization(s) setup within the system.

For district staff looking to rent locations outside of their location must complete an online request through Schedules. You will use your district log-in credintials to access the system. Registration is NOT necessary.

Sporting Activity Supplement

Organizations requesting rentals that will include activities such as basketball, baseball, etc. must have a completed Concussion Head Injury Supplement on file with the Facility Rental Manager. Only one supplement must be completed per organization making requests and uploaded to their group profile within Schedules.

Direct Client Charges

Renters will be assessed charges according to the appropriate rental schedule as defined in the Current Fee Schedule. Groups using the facilities will be charged for the services of the District personnel required for supervision and/or custodial services, all as determined by RSD. These charges will be based on the current rates paid by the District. Rates are reviewed and approved annually by the RSD Board of Directors.

Booking Fee

A one-time, non-refundable, booking fee of $29.00 will be assessed for each reservation requested. If multiple reservations related to the same activity are made in a client’s single request, only one booking fee will apply. This booking fee applies regardless of whether the request is entered by a staff member or the renter directly. This fee is applied to all rental requests except category 1a clients.

Change Fee

A per-request change fee of $29.00 may be assessed if requests to change any aspect of the application are made after final approval from the Facility Rental Manager.

Indemnification

The Applicant agrees that, to the fullest extent permitted by law, and without limiting the District’s immunity pursuant to RCW 4.24.210, 4.64.640, or any other applicable statute or law, Applicant will hold harmless, defend, and indemnify the Renton School District, its agents, employees, and board members from any and all liabilities, penalties, losses, damages, claims, expenses, attorneys’ fees, taxes, expenses of litigation, judgments, suits, liens, and encumbrances, without limitation, arising out of or resulting from the Applicant’s use of the facilities rented under this agreement. The District shall have the right to demand that Applicant defend any and all claims, lawsuits, or proceedings related to services provided under the agreement, without cost to the District, with legal representation acceptable to the District. The terms of this section shall survive termination of this agreement.

Facility Equipment

Rental of District property does not guarantee or expressly allow the use of equipment such as chairs, tables, sporting equipment, projection, or sound systems, etc. If equipment is approved as a part of a rental and used, any excessive wear or damage, as determined in the sole and final discretion of RSD staff, will be back billed to the client at the cost of replacement or repair. Facility users by their application for use expressly accept the risk of any such damage costs and their obligation to pay RSD for such costs. No RSD equipment shall be removed from RSD facilities.

Payments

Any charges for use of the facility will be billed to the applicant through the online rental system. Organizations, groups, or individuals shall not make any payment directly to any RSD employee or make any individual arrangements with RSD employees as to service charges. Neither RSD facilities rental staff nor RSD event support staff are authorized to make changes to prescribed fees.

Renters of the Renton Memorial Stadium, Renton IKEA Performing Arts Center, Theater at Hazen, and the Lindbergh Theater are subject to additional deposit and document submission requirements. See the fee section below.

Invoiced charges are due within 30 days of the invoice date.

Waivers of rental fees and/or re-classification requests are subject to review and approval by the Superintendent/designee. Direct costs incurred are not subject to waiver. RSD personnel other than the Superintendent/designee are not allowed to provide for waivers.

Past-due Accounts

If payment is made later than 30 days after the invoice date, a late fee may be assessed. If payment is not made within 90 days of the invoice date, additional fees may be assessed, and the account may be sent to collections. Renters that have a past-due balance, including any late fees or outstanding deposits, may be refused rental of RSD facilities.

Cancellation by the District

RSD reserves the right to cancel non-school activities to accommodate school activities whenever conflicts arise or whenever otherwise necessary as determined in the sole discretion of the Facility Rental Manager. RSD will notify renters of the cancellation as soon as possible upon the discovery of a need for cancelation. In the event of an inclement weather cancelation by the district, District staff will attempt to reschedule the event in coordination with the client. If the District must cancel for a non-weather-related reason, any deposits made towards the event will be returned. Applicant shall have no claim or right to damages or reimbursement for any loss, damage, or expense resulting from such cancelation.

Cancellation by the Renter

A renter may cancel without penalty at any time up to two weeks (14 calendar days) before the rental date. Cancellations less than two weeks will be charged 50 percent, non-refundable, of the estimated fees. Any cancellations within five days of the rental date will be billed at 100 percent, non-refundable, of the estimated fees.

Renters of the Renton Memorial Stadium, Renton IKEA Performing Arts Center, Theater at Hazen, and the Lindbergh Theater are subject to separate cancelation policies. See the associated fee section below and the rental contract for the facility, as applicable.

Proof of Authorized Rental

Clients must, at all times during an approved rental, maintain a copy of the approved rental contract (electronic or physical copy) while on the premises and produce that copy upon request by any RSD staff (including custodial and security staff). Failure to produce the approved rental contract may result in refusal of access or being asked to vacate the premises. The copy can be printed or made available electronically on a tablet or mobile device.

Valid Identification

All clients must show proof of identity prior to being granted entry into their rented space(s).

Right to Revoke

The District reserves the right to cancel any approved rental, and refund any payment made for use of RSD property, when it deems, in its sole discretion, such action advisable and in the best interest of the school district. Applicant shall have no claim or right to damages or reimbursement for any loss, damage, or expense resulting from such revocation.

Special Event Permits

Clients are advised that RSD facilities lie within multiple overlapping governmental jurisdictions. Clients considering large outdoor events (e.g., producing events that would draw more than 300 people) may require a special event permit from the local jurisdiction. RSD has facilities within the following jurisdictions: City of Renton, City of Newcastle, City of Seattle, and Un-incorporated King County. RSD facilities also lie within the Renton Regional Fire District. Jurisdictional limitations on noise, capacity, open flame, traffic, etc. are set forth by the governing jurisdiction and must be considered by the client PRIOR to final consideration/approval of the rental contract by RSD. Client use of RSD facilities is always contingent upon approval and receipt of required jurisdictional permits and other required coordination. RSD reserves the right to require proof of jurisdictional permit/coordination prior to final event approval.

Applicable Taxes and Fees

All Facility Rental Clients assume sole responsibility for reporting and paying any applicable excise taxes, use taxes, ticket percentages, etc. to the City of Renton, state, or other applicable governing body. Clients are responsible for consulting with their own legal counsel with any questions. In no event shall RSD be deemed responsible for any tax payments related to client use.