Frequently Asked Questions
- Can I submit a paper application?
- What forms of payment are accepted for Facility Rental?
- How do I determine what level my organization falls under?
- What if I don't have a credit card to pay my invoice?
- When do I need to complete a Rental Request?
- If I am a district staff member, how do I add a calendar to my Outlook?
Effective September 1st, 2020 paper applications will no longer be accepted. Please create an online profile and make your rental requests through Event Manger.
If you would like assistance or have questions about accessing the online application, please contact the Facility Rental Manager. We are happy to discuss how we might help accommodate your accessibility needs.
Event Manager is integrated with PayPal, which accepts Visa, MasterCard, Discover, or American Express cards. To pay with a credit card it is not necessary to create a PayPal account.
If you would like to pay with a checking account, you will need to create a free PayPal account and link to your desired form of payment.
For more information or help on PayPal questions, visit their help center.
To determine your organization level, review the User Classification section.
If you would like to discuss the classification to help clarify or determine which level applies to the organization, please email the Facility Rental Manager with questions. We will be happy to review the organization and make the determination.
Payment processing uses PayPal, which offers free accounts to users and one of their payment methods allows the connection of a bank account which would allow payment through that method and a credit card would not be necessary.
For help on creating an account or more information on PayPal, visit their website.
Any user must complete a rental request through the online system (Event Manager) for all organized activities that include groups of five or more participants.
For questions about your specific event or activity, please contact the Facility Rental Manager by email or by phone at (425) 204-3455. We are happy to help and discuss your event and its needs.
Adding a Calendar to Outlook
Integrating Event Manager’s calendar into your desktop Outlook and Office 365 is a quick process and allows for customization based on the location(s) that you are wanting to stay informed. Follow these steps to add an automatically-updating calendar that you can view within outlook.
IMPORTANT: While the functionality is built into Event Manager to automictically add the calendar to your outlook, there is a bug within Microsoft Outlook that causes the final step to be unsuccessful with no change or error message. These steps allow for a work-around until that bug is fixed.
Configuring and Copying the Calendar URL
Navigate to Event Manager from the “Staff Resources” page on the district website. Alternatively: Event Manager
There are five different calendars that can be added for view. By default the “School Facility Rental Calendar” contains all of the school locations including fields, commons, gyms, etc. To view other locations such as the Field Operations and Maintenance Center or Kohlwes Education Center: hover over “View Other Locations” and select the desired location.
Once you are viewing the desired location, it is possible to search or filter based on the specific location(s) that you would like to see events. For example; if you would only like to keep track of events at Renton High School and even more specific the fields, you would select those specific locations.
Click Search in the top right to open the criteria.
While the search opens a number of options, only the Location(s) will be reflected in the linked calendar. You can use the drop down to select a single location, or a friendlier method, and the way to select multiple is by clicking on the “Select Multiple” link below Location.
A flyout will appear on the right side of your browser and will display all of the locations available for viewing in the calendar.
To select all of the locations for one school, click the check box to the left of the name.
Or to select specific locations at a single school or multiple schools, click the carrot to the left of each name to display each of their locations.
Click the checkbox to the left of the desired location(s).
Once you have selected all of the locations that you would like included in the calendar, click the List View Type button located at the top left of the calendar. The List View is the left of the three icons available.
On the right-hand side, under “Subscribe” click the third icon from the left to open the iCal Subscription flyout.
Adjust the iCal Subscription Options.
- Choose Date Range – The default only shows the next 30 days of events in the calendar, you can adjust that to show:
- Next 30 Days
- Next 60 Days
- Next 90 Days
- Next 180 Days
- Include Previous Events – By checking this box, you will also be able to continue viewing events from the previous 30 days from today in your Outlook. All historical data is maintained in Event Manager and you can view that from the calendar directly if historical information is required.
- URL – This URL is needed to tell outlook how to access the calendar information.
- Submit – This button should NOT be used.
Once you have adjusted your settings, select the entire URL. Click, hold, and drag from just to the left of “webcal” all the way to the bottom right of the URL, ensuring you have selected all of it. It will highlight the selected portion and should include all of the text in the box.
After selecting the entire URL, copy the text to the clipboard:
- Right clicking on Windows, or Option + clicking on Mac and select “Copy”
- Alternatively, Ctrl + C on Windows or Command ⌘ + C on Mac
Adding the Calendar URL to Outlook
Navigate to Office 365 from the “Staff Resources” page on the district website. Alternatively: Office 365
Log in using your district credentials and click the “Outlook” icon from the menu at the left.
At the bottom left, navigate to the calendar by clicking on the calendar icon.
On the left-hand side, under the month, click the “Add Calendar” link.
In the pop-up click “Subscribe from web” located in the left menu, second section down.
Paste the URL from the clipboard into the Example box. Hover over the box with your mouse and:
- Right click on Windows, or Option + clicking on Mac and selecting “Paste”
- Alternatively, left click in the example box and ensure a blinking cursor is visible at the left of Example and then Ctrl + V on Windows or Command ⌘ + V on Mac
- URL – The pasted URL will be displayed. If there was an error, the URL would turn read and a message will be displayed.
- Calendar Name – Provide a name that will be used in both the online and desktop application for this calendar.
- Color – Specify the color that will be used when displaying this calendar.
- Charm – Select a specific charm for this calendar.
- Add to – Select the calendar group that you would like to add the calendar. By default, “Other calendars” is selected but another calendar group could be used.
- Import – After specifying your settings, clicking the Import button will add this new calendar to both Office 365 and your desktop Outlook.
If the calendar was successfully added, a pop-up at the bottom will display briefly and the form will reset.
Within moments, you should see the new “Events” or whatever name you gave your calendar in the list within Office 365 and the Outlook desktop application.
It is possible to repeat these steps if you wish to have multiple calendars showing different locations. For example, one calendar might show all of the gyms at every school and a second calendar that shows all of the locations at one single school. The number of combinations and calendars is up to your specific scheduling needs.