RULES AND REGULATIONS PERTAINING TO ALL GROUPS USING WESTMINSTER PUBLIC SCHOOLS' FACILITIES
Westminster Public Schools is committed to making school facilities available to the public for outside use. The District recognizes that all facilities and properties have been purchased by taxpayers and are valued assets of our community. While school and community youth events take precedence over other uses, positive group use of District facilities is encouraged.
Effective July 1, 2015, a non-refundable application fee of $20.00 will be payable at time of application. Applications will not be processed without payment.
There are two ways to submit a Facility Use Application:1. Complete a Paper Application: please download the application and return the completed form to the Facility Use Office along with the required payment and insurance paperwork.2. Complete an Online Application Through the Community Use Website: please click on the Community Use Website link to access the website. Users must create an account and receive approval from Westminster Public Schools to use the website. Once approved, users will be able to submit an online application. Please follow the step-by-step instructions included in this document:How to Login and Submit a Request. Once an online application has been submitted, please submit the required payment and insurance paperwork to the Facility Use Office.After submitting an application, please allow 2-3 business days to process your request. Completed applications, full payment of the application fee, and the required insurance paperwork must be received a minimum of seven (7) days prior to the first date of use. Applications will not be processed without payment of the application fee.
CONTRACTS AND PAYMENT
Upon approval of an application, the applicant will be issued a Facility Use Contract and Invoice. Full payment must be made five (5) business days prior to the first event date. Contracts not paid in full five days prior to the first event date will be cancelled. Westminster Public Schools currently accepts payments in the form of cash, check or credit card (Visa, Master Card and Discover are accepted). A convenience fee that is 3% of your total transaction amount will be assessed when paying by credit card. To make an online payment, click on the “Make a Payment” button. Users will need to know their contract number and invoice number to submit an online payment. We strongly recommend that users do not advertise their event until a facility use contract has been executed.
CHANGES AND CANCELLATIONS
Changes to a single-meeting contract must be made at least 24 hours prior to use, in writing, to the Facility Use Office. If the contract is for more than one meeting, five (5) days’ notice must be given in writing. All changes will be assessed a $15.00 fee per change and will be added to the invoice. Any full contract cancellation will be assessed a $25.00 cancellation fee.
Westminster Public Schools Attn: Facility Use Office, ESC 6933 Raleigh Street Westminster, CO 80030 Phone: (720) 542-5088 or (303) 428-3511 Fax: (303) 657-3805 Email: firstname.lastname@example.org
In the event of an after-hours building emergency, please call (720) 542-5100 or (303) 426-3274. Always call 911 in the event of a life threatening emergency.
All groups must submit a current liability insurance certificate at the same time an application is submitted. Westminster Public Schools' property and general liability insurance policies do not provide coverage to external organizations using school facilities. Westminster Public Schools must be listed as additionally insured on the certificate, and all groups are required to carry a minimum of $1,000,000 in commercial general liability insurance.
NOTICE ABOUT HOLIDAYS, SCHOOL CANCELLATION AND DISTRICT CLOSURES
All holidays recognized on the District’s official school calendar are considered District closure days and facility rentals will not be allowed on those days. Each year the District evaluates its calendar and if the decision is made to enact a District-wide closure between the Christmas Eve and New Year’s Day time frame, facility rentals will not be allowed during this period.All District facilities are closed, and all contracts voided, when the Superintendent, due to inclement weather or for other reasons, declares an emergency closure. Examples of such cancellations and closures include but are not limited to: inclement weather, hazardous conditions and crisis or emergency related events.
Weather related school cancellations and closure information is available on the District’s website at www.westminsterpublicschools.org and on local television and radio broadcasts.
Thank you for your interest in Westminster Public Schools' facilities, we look forward to working with you!