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Walk away with a comprehensive, ready-to-publish pricing guide and policy framework for renting out your school's facilities and hosting community programs. It outlines clear, tier-based fee structures that recover operational costs and protect your school's budget.
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Opening up your school’s gym, auditorium, or athletic fields to the local community is a wonderful way to build goodwill, but without a clear framework, it quickly becomes an administrative and financial drain. This School Facility and Program Pricing Guide is the exact tool you need when community groups start requesting space and your board is asking how you cover the rising costs of utilities, custodial overtime, and wear-and-tear. A great pricing guide does more than just list hourly rates; it establishes a fair, tier-based system that distinguishes between non-profit youth groups, local clubs, and commercial entities. By clearly defining who pays what, setting firm security deposits, and outlining operational expectations, you protect your school’s budget while keeping your doors open to the neighborhood. This completed guide gives your administrative team a ready-to-publish, professional policy that removes the guesswork, standardizes booking requests, and ensures your campus remains a vibrant, self-sustaining community hub.
Calculate this by summing the hourly wage of custodial staff, a prorated share of utility bills during rental hours, and a small depreciation percentage for equipment wear-and-tear. Adding a twenty percent buffer to this total ensures your school recovers its actual operational costs without dipping into its educational budget.
Most public school districts require external renters to provide a Certificate of Insurance demonstrating a minimum of one million dollars in general liability coverage per occurrence. The policy must explicitly name the school district or board of education as an additional insured party before the rental agreement is finalized.
If the event occurs during normal operating hours, you should charge a reduced facility fee since custodians are already on-site for their regular shifts. However, if the event requires dedicated custodial attention that pulls staff away from their daily duties, a specialized cleaning surcharge must be added to the invoice.
Yes, public schools routinely and legally utilize a tiered pricing structure that offers free or heavily discounted rates to student groups and registered local non-profits. To maintain legal compliance, you must apply these tiers consistently to all applicants and clearly define the eligibility criteria for each tier within your official policy.
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