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Home :: Community :: Facilities Use
Facilities Use
To better serve our community stakeholders and to determine field availability during inclement weather, the EGUSD has established a field status hotline. Please call 916-686-7560 to determine if field usage is permitted on any given day. The hotline will be updated on a regular, and in some cases, daily basis so community users need to always call before accessing the fields. Thank you for your cooperation.
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Effective January 1, 2011 the Elk Grove Unified School District has revised the facilities use policies and fee structure to accommodate the changing needs of community partners and the district.
The Board of Education is committed to providing access to the district’s facilities when they are not designated for school site curricular or extra-curricular activities. While the district provides access to school facilities, practical economics and California Education Code allow the district to charge minimal fees to cover the associated costs of their use.
The changes follow several meetings with community stakeholders who provided input into the fee structure. These stakeholders include: EGUSD staff, the Cosumnes Community Services District, the Elk Grove Youth Sports Association, Southgate Parks and Recreation Inc., Boy and Girl Scout representatives and other community youth groups.
Revenues generated by the new fees will be used to maintain the fields, gymnasiums, multipurpose rooms, and other district facilities that incur wear and tear produced by usage beyond the curricular day. Funds will also be designated for the replacement of supplies that are consumed during community activities and equipment that may deteriorate over the course of time as a result of greater than expected use.
Facilities Use Fees (.doc)
The following outlines the steps to reserve a school site for your non-sports related activity. See next section for sports related events.
- For non-sports related events, contact desired site directly to arrange for a visit to the facility to ensure it meets the needs of the event and to verify availability.
- Cost estimate will be provided after approval of application. If you wish to obtain an estimate of fees prior to submitting an application please e-mail schoolfacilities@egusd.net or call (916) 686-7771 ext. 7632.
- Complete an Application for Use of School Facility after reading the “District Application Procedures for Use of Facility” and “Conditions for Use of Facility” which includes prohibited uses.
Link to Application for Use of School Facility (.pdf)
Link to District Application Procedures for Use of Facility (.doc)
Link to Conditions for Use of Facility (.doc)
- Submit completed application along with applicable non-refundable application fee (see Facilities Use Fees above) and required proof of insurance requirements to EGUSD, Robert L. Trigg Education Center, 9510 Elk Grove Florin Road, Room #205-Fiscal Services, Elk Grove, CA 95624
For more information please call 916-686-7771 x7632 or e-mail schoolfacilities@egusd.net.
Sports Related Event Facilities Use Information
To Request District Facilities for Indoor Activities:
The process to apply for the use of indoor facilities begins with a mandatory meeting for all sports-related groups. The meeting will be held on Wednesday, May 23, 2012, in the Board Room of the Robert L. Trigg Education Center, 9510 Elk Grove-Florin Road.
Sign-ups for the use of elementary multi-purpose rooms will be from 6 p.m. to 6:55 p.m.
Sign-ups for middle school and high school gymnasiums will be from 7 p.m. to 8 p.m.
One representative from each group must be present at the meeting. Applications for indoor use will not be accepted until after the meeting on May 23rd and must be turned in no later than 5 p.m. on May 25th. The spring usage period will begin on July 23, (year-round), August 13, (traditional and modified traditional), 2012 and end on November 18, 2012 (all schools).
Each group will be required to complete and submit a Requestor Information Form, an Application and Agreement for Use of Facility application, a non-refundable application fee, and a Certificate of Insurance by May 25th.
To Request District Facilities for Outdoor Activities:
April 9 – April 20, 2012, is the fall registration period to request the use of district facilities for outdoor activities from July 7 to December 2, 2012.
Please make sure to review the Restroom Access Plan located below on this district website and indicate your choice on the application when applying for grass playfield usage. Stadium use requires a custodian to be present for the duration of usage.
Each group will be required to complete and submit a Request or Information Form, an Application and Agreement for Use of Facility application, a non-refundable application fee and a Certificate of Insurance.
To assist organizations in selecting a facility for sports-related activities, a list of available days and hours for all elementary and middle school sites is available below.
- Complete an Application for Use of School Facility after reading the “District Application Procedures for Use of Facility” and “Conditions for Use of Facility” which includes prohibited uses.
Link to Application for Use of School Facility (.pdf)
Link to District Application Procedures for Use of Facility (.doc)
Link to Conditions for Use of Facility (.doc)
- Submit completed application along with applicable non-refundable application fee (see Facilities Use Fees above) and required proof of insurance requirements to EGUSD, Robert L. Trigg Education Center, 9510 Elk Grove Florin Road, Room #205-Fiscal Services, Elk Grove, CA 95624.
Restroom Access
In our continuing effort to not only provide the best possible experience for community groups but also to help preserve clean and sanitary conditions at our school facilities, the Elk Grove Unified School District has developed a Restroom Access Matrix for every elementary, middle, and high school. Every school has been designated as either a Category I or Category II school.
Category I: schools that do not have restrooms close to the playfields and/or use of the restrooms would require access to the core of the campus.
Community groups using a Category I school have two options:
- Option A – school site can accommodate a port-a-potty unit in a pre-determined location; community group is responsible for all of the necessary arrangements and for all charges associated with the rental of the unit
- Option B – school site cannot accommodate a port-a-potty; community group is required to pay for a custodian to open/maintain the restrooms during the usage period, then clean/re-stock them at the end of the activity.
Category II: schools that have restrooms close to the playfields and they do not require access to the core of the campus; community group is required to pay for two hours of custodial support to open the restrooms, then re-stock /clean them at the end of the usage period; additional time may be charged to the community group if the activity requires additional set-up, support, and/or clean-up. Usage periods of two hours or less will only be charged for a maximum of two hours.
For athletic event facilities use information, please call (916) 686-7797, Ext. 7505.
Insurance Requirements for all Facility Use
The Risk Management Department determines the insurance requirements for all facility use activities. The type and limits of insurance required depend upon the nature of the activities to be conducted on district property. The typical terms and requirements are below:
Indemnification and Hold Harmless: The applicant agrees to indemnify, hold harmless and defend EGUSD, its officials, employees, volunteers, students and guests from any and all losses to the applicant’s and district’s property, persons and claims arising from the applicant’s use of said facility.
Insurance: The applicant agrees to enforce its indemnity and hold harmless obligations, and obtain and maintain in full force for the duration of this agreement, insurance respective of the applicant’s use of said facility. Applicant’s insurance policy shall be at a minimum, Comprehensive General Liability, with limits no less than $1 million on a per occurrence basis, and $2 million in the aggregate. EGUSD shall be listed as Additional Insured endorsed to said policy, and such insurance shall be primary. Insurance shall be evidenced by a Certificate of Insurance, with the Additional Insured endorsement attached.
Sample Insurance Requirement (.pdf)
If you are unable to provide insurance, special event insurance may be available to purchase, depending upon the nature of the activity.
A copy of current insurance information with the endorsement to the district as Additional Insured should be included with the application to expedite the process.
For insurance requirement questions, please contact:
Linda Pryor, Risk Management Technician Lead
(916) 686-7797, Ext.7385
Business Hours: 8 a.m. – 5 p.m.
FAX:
916-685-2606
Address:
Risk Management Department – Room 203
Robert L. Trigg Education Center
9510 Elk Grove Florin Road
Elk Grove, CA 95624
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