These instructions are to help get you started with creating your online account within Event Manager, which is used by the district to manage all of the facility rentals at each of its locations.
Before you begin, it is suggested that you review the User Classification section to determine which level your group(s) falls under. This is used to determine the rental fees associated with your requests and will need to be selected when creating your organization within the system.
Also, please take a moment to familiarize yourself with the Rules and Regulations governing facility rentals. It is required that each person making a rental request within each organization has signed and uploaded to their account the acknowledgment form.
To begin, click “Login” from the community portal.
On the right-hand side of the login page, you can create your new account.
Please enter all of the information
First Name
Last Name
Email Address
Phone Number
Password
For the organization field, please list the organization(s) that you will be renting the space for. You may be a part of multiple organizations and rent spaces specifically for each one of them. In this Example, Judith will be renting district space for both the Puget Players and Riverdale HOA.
Clicking “Add Another Organization” will allow you to add more than one organization at the time of registration.
NOTE: Organizations must be approved by the Facility Rental Manager. If you need to add additional organizations after you register for your account, that can be done through your dashboard after logging in.
IMPORTANT: If this is the first time your organization is registering to rent a facility, leave the Organization field blank. Once you have created your account, you can then create your organization and complete all of the pertinent information. Please see the “Creating an Organization” section for step-by-step instructions.
After you have created your account, you are logged into your dashboard. The dashboard is where you will create new event requests, review and pay invoices, and manage your profile.
Create an Event – Use this button to create your event(s) requests once you have successfully created your organization(s) and setup your profile.
Events – View all of your upcoming events and pending event requests.
My Invoices – View all of your current and previous invoices and make any payments that are required. You can also view previous payments that have been made.
My Profile – Update your contact information, select additional organizations, and upload documents.
In order for you to request rental of spaces within the district, you must be associated with the organization that will be using the space. Once an organization is in the system, you do not need to make the request again, you can simply select the organization when filling out the event details.
More than one person from an organization can have accounts and be associated with a single organization. This will help with review of events, invoices, balance, and organization details. If you know the organization already exists, when you are creating your account, you can enter that on the registration form.
Once you have created your account within the system and you are on your dashboard. Create your organization through the following steps.
Start by clicking on “My Profile” from the pop-out menu on the left.
Click the “My Organizations” tab.
Click the “Create An Organization” button.
Complete all of the required fields on the organization details and financial information sections.
Organization details
Organization Name – This is the legal/registered name of the organization. This will be used to verify non-profit status if applicable.
Description – This field should include a brief description of what the organization does or provides to those attending events.
Address – This is the registered address of the organization. This is used for verification and last-effort communication.
Website – Providing a website will allow us and those using the district calendar to see more about the organization. This is not required but helpful.
Financial Info
Organization Type – Please select your organization type from the drop down. There are six types to choose from:
Level 1a – District or Related Partners:
Level 1b – City Partners
Level 2 – In-district Non-profit
Level 3 – Out-of-district Non-profit
Level 4 – In-district For-profit
Level 5 – Out-of-district For-profit NOTE: If you are unsure which type your organization falls under, please find a definition of each level on the User Classifications page on the district website.
Payment Type – Please select Invoice unless you have been given instructions to select another type.
Invoice Type – Please select Payment unless you have been given instructions to select another type.
FEIN – Enter your Federal Tax Identification number or UBI from the state of Washington.
Insurance Company – List your insurance agency.
Policy Number – Enter your policy number as shown on the insurance certificate.
Coverage Amount – Please enter the maximum coverage amount for general liability. Most policies are $1,000,000.00, which is the minimum requirement for the district.
Coverage Expiration – Enter the date of expiration for the current policy. Each organization must have a valid and current policy on file in order to request rental of district property.
IMPORTANT: The format must be MM/DD/YYYY to be valid.
Once all of the information is entered, click “Submit” at the bottom of the page.
Additional Information
The organization must be reviewed and approved by the Facility Rental Manager prior to it showing up in the New Event request form. You can view the status of your request from the My Organization tab in your profile.
The exclamation point in a circle to the left of the organization name indicates that it is pending.
Once your organization has been reviewed and approved, you will receive an email confirmation. Please ensure that you have white-listed notifications@mail.dudesolutions.com or check your junk folder if you have not received the email. Here is an example of the email you should receive:
If you still have not received confirmation and it’s been more than 48 hours, please email rsd.facilityuse@rentonschools.us for inquiry into the status.
Receive confirmation that your organization has been approved
Once those items are complete, log in to the system and from your dashboard, click the “Create an Event” button on the left.
A pop-up will be displayed. Clicking on “I Agree” signifies that you have current organization information, including a valid certificate of insurance uploaded, have read the Terms and Conditions for facility rental, and signed and uploaded the acknowledgement form.
NOTE: The acknowledgement form only needs to be filled out once by each person renting district facilities.
Organization – Only organizations that you are associated with will be displayed. If you don’t see the organization that you are booking for, please request to join the organization. If you have already requested to create or join the organization, it may not have been approved yet. Please reach out to the Facility Rental Manager with questions.
Event Name – This will be the title of the event displayed on the calendar.
Summary – Please provide a brief summary of the event, which should include pertinent details that would benefit the approver and those viewing the event.
Location and Time
The system allows for flexibility in the way a location is selected; either choose by specific location(s) or simply by availability regardless of location. Multiple locations can be selected and booked at the same time, which is helpful if multiple resources are required for the same period of time.
Choose by – Select locations either by time or by direct, specific locations. When this toggle is switched, the order in which you select locations and the date and time flip. The process is the same, just the order in which you select items changes.
Search by Name – Clicking on this drop down, you can start typing the name of the location if you know it, or you can choose from the available options in the scrolling drop down.
Location Search – The location search pop-up allows for a variety of search criteria and an be used if the space requirements are specific; i.e. occupancy, features, etc.
Location Selection(s) – When you select a location, they are displayed here. If only one is required you can proceed. If you have selected a location in error, clicking the “X” will remove it from the selection.
Multiple Location Setup – Each space being reserved for the event will have a tab that you can select to view specific space setup details and features. If only one space is being reserved, the details of that space will be displayed.
Location Setup – For the selected location, setup configurations will be shown along with capacity. In some cases there are no setups available and the room will not be reconfigured for the rental.
Location Setup Notes – If there are specific details that the custodial team needs to be made aware of, please enter those here. We will do our best to ensure we accommodate requests and appreciate your patience.
Set up for _____ attendees – Please enter the number of attendees that you anticipate needing the setup for. For example, the commons has the ability to be setup in a theater style seating. This number will be used when determining how many chairs will be set out.
Location Features – Some locations offer a variety of features. Please check the box next to the features that you will be needing to use.
NOTE: The acknowledgement form only needs to be filled out once by each person renting district facilities.
Selecting a date can be done in a number of ways. By default the current month is selected and shown and the “Choose Dates” toggle is selected.
Date or Repeating – There are two methods of choosing dates; specific dates, or exact start and end date(s) with specific start and end times. The Choose Date is the easiest way to ensure the dates are available when selecting them.
Year, Month, Day – As you drill down to the exact date you are looking for, this will expand. Clicking on a level above will change the current view from date to month to year.
Specific Date Selection – Select a specific date by clicking on it. If a date is clicked and the calendar doesn’t respond, it is outside of the bookable window, which in most cases is no less than ten (10) days from today and no more than 90 days out.
Time Selector – Once a specific date is selected, click on the start time and a default 1-hour will be selected. Click and drag the block to adjust the start time. Clicking and dragging on the bottom of the block will adjust the duration. This should be the actual start and end time of the event. Setup and tear-down time can be selected to the right.
Setup and Breakdown – Depending on the setup chosen, a minimum setup and teardown may already be included. If you would like addition time, you can increase these but you can not reduce them below the minimum required for the setup.
Multiple-Day Options – To select more than one day, you must have already selected a single date and entered the start and end time to the left. Then click on the pencil to edit multiple, re-occurring dates. The next four, consecutive, days are selected from the first date.
Multiple-Day Options – There are two methods to choose the additional dates and each date that is added is included in the Events in this series section below;
Consecutive Dates, which allows exact replication over the specified interval for the number of occurrences or ending after a specific date.
Non-Consecutive Dates, which allows individually selecting the dates that you wish to rent. Clicking on the specific date toggles between selected and non-selected.
Events in this Series – Each date that has been selected either through consecutive or non-consecutive will be listed here. You have the ability to update each of the details for each event occurrence. A great example would be adding additional time to a specific date if the space was needed longer.
After all of the occurrences have been configured, click save to return to the event details page.
Once all of your dates and resources are selected, the Total Costs Section gives you a snapshot of the rental charges associated with your selections.
See All Costs – A detailed breakdown of the calculations can be viewed prior to making the request by clicking on this button.
Total – The total estimated charges associated with the locations, options, and resources you have selected based on the timeframe. This includes all occurrences if multiple were indicated.
Contact Information
Pre-fill – If the contact person is already in the system, you can select them from the drop down. If this is you, your name will be available as well to prefill the information.
Contact Details – If the event contact person is not you or someone that has used the system, you may enter their details. All contact information is required.
Additional Information
Insurance Expiration Verification – By checking this box, you are certifying that your uploaded insurance certificate is valid and does not expire prior to the last date being requested for this event rental. If you need assistance with insurance certificate questions, please email us. rsd.facilityuse@rentonschools.us
Rules and Regulations – By checking this box, you are certifying that you have read, agree to, and uploaded the signed Rules and Regulations form. This only needs to be done once per year and needs to be uploaded prior to requesting a rental. The Rules and Regulations and required document can be found here: Rules and Regulations
Number of Participants – Please indicated the number of participants, which should include volunteers, audience members, spectators, participants, parents, etc.
Submitting the Event
After all of the event information has been entered and required fields completed, check the “I agree to the Terms and Conditions” box.
Then click the Submit button. If a required field is missed, the form will indicate them by highlighting them red.
A confirmation pop-up will appear, click “Save” to continue and route the event request to the appropriate persons.
Invoices may reflect one event, or multiple events based on the issuance and request timing.
Start by logging into the system and then from the menu on the left, click on the Invoices drop down next to “My Invoices”.
Then click on “My Invoice List” to view all of your invoices within the system.
All of the invoices that have been assigned to you will be displayed. If you have more than one organization that you book rentals for, they will all be displayed in the list.
Filter Invoices – If you have a number of invoices in the system and would like to filter them down, use the filtering features to view specific invoices e.g. you reserve spaces for several organizations and would like to view all of the invoices pertaining to just one of them.
Invoice Header – The invoice number, organization, invoiced contact, and event title are displayed.
Invoice Details – The due date, amount due, and any paid or remaining balance is displayed.
Pay – To pay a specific invoice, click the Pay icon.
View – To view the specific charges for an invoice, click the View icon.
NOTE: For each reservation request, a booking fee will be assessed. This will show up as a separate invoice for the date that the initial request was made.
Viewing an Invoice
Invoices may be automatically generated by the system or they may be generated by the Facility Rental Team. To view the details of an invoice, click on the “View” button from the invoice list.
From the details page, you can see what event(s) were included and the associated charges.
Pay Now – To pay the current invoice, click Pay Now to enter the payment information and process the payment.
Actions – To download or view a PDF of the current invoice, click the actions button and click Print Invoice.
Selected Events – This section shows the event or events that are included in the invoice. Some invoices may only be for a single event and other may include multiple.
Line Item – This section shows the fees associated with the event that were included in the rental along with any applicable fees such as field lighting or custodial.
Payments are made towards existing invoices. If you do not have any outstanding invoices, a payment can not be made.
NOTE: Event Manager is integrated with PayPal, however, a PayPal account is not necessary if you are paying with a Visa, Mastercard, Discover, or American Express card.
Start by logging into the system and then from the menu on the left, click on the Invoices drop down next to “My Invoices”.
Then click on “My Invoice List” to view all of your invoices within the system.
All of the invoices that have been assigned to you will be displayed. If you have more than one organization that you book rentals for, they will all be displayed in the list.
From the My Invoices section, click the “Pay” button next to the invoice that you wish to pay.
The Pay Invoice Detail pop-up for the selected invoice will appear.
Invoice Total – The original, total amount of the invoice.
Paid to Date – If one or more partial payments have been made, their total will be listed here.
Outstanding – The remainder of the current invoice.
Payment Amount – By default, the total outstanding invoice amount is included in the payment amount. It is possible to make a less than outstanding balance payment by changing this entry.
Payment Type – Only online payments can be made for an invoice. The payment will be processed using PayPal.
IMPORTANT: Regardless of any partial payments, the entire invoice amount is due 30 days from the date of invoice. If a less than total payment is made, the due date does not change.
Once you have confirmed that the payment amount is correct and entered any applicable notes, click the “Pay Online” button.
If you have never logged into PayPal or have their One Touch setup, you will see the “Pay with PayPal screen.”
Log-in – If you have a PayPal account, you can log in and pay with either an existing balance or payment method.
Guest Checkout – If you do not have or do not wish to pay with an existing PayPal account, click the “Pay with Debit or Credit Card” button. No PayPal account is required for this method, although you can create or setup a new account from the Guest Checkout area.
Cancel – If you wish to cancel and return to the dashboard click the Cancel link at the bottom.
