Users are billed a minimum of two hours for all reservations and in 30-minute increments thereafter. Building use hours are calculated based on the number of hours the staff or the user group is on site for the user’s activity or event.
The user's program or activity should conclude no later than 10:30 p.m. with participants and audience leaving the facility within 30 minutes unless special arrangements were made at the time of the reservation.
A written cancellation notice from the user, which will cancel the entire event or specific days of the event, must be received in the Community Schools office 15 business days prior to the day(s) to be canceled, or the user is still responsible for payment. The $35 invoice fee is non-refundable.
Yes. However, you will need to submit an application on a yearly basis. A one-year limit exists on all agreements for the use of school facilities by a specific group with all such agreements ending on June 30. Requests for renewal are treated as new applications for the year beginning July 1 and must be resubmitted annually.
Advertising may begin after the user group and Community Schools office have both signed the event confirmation. Verbal and written communications about the scheduled event or activity should include the user's name, address, and phone number.
Note: The Wake County Public School System may not be listed as a sponsor in your advertisement.
Yes, a minimum Commercial General Liability insurance coverage of $1 million per occurrence is required. Wake County Board of Education must be listed as Certificate Holder and Additional Insured providing 30-day notice of cancellation. Contact your insurance agent for details of this coverage. See a sample Certificate of Liability Insurance here.
The custodian or facility supervisor arrives prior to the agency’s beginning time, as stated on the application, to deactivate the security system and to do a preliminary facility check. School staff remains on site and is available to provide assistance with the use of the facility to the user group during the event. When the user group's program or activity is completed and all participants have departed the premises, the school personnel on duty must remain on site to clean and secure the facility.
When Community Schools has received a signed confirmation, the event information is sent to the Energy Management office for scheduling. Nevertheless, WCPSS does not guarantee air conditioning or heating. There is no refund due to any such failure. If it does fail, call your Community Use Technician at (919) 431-7599 within three days to report the problem.
Once the Facilities Use Application (Form 2900-A & S) and any additional documentation related to the proposed use has been approved, Community Schools creates an invoice based on the time on site, the space required, personnel hours needed, and any equipment use requested. That invoice will be sent to the requesting group. There is an invoicing fee of $35.00 for each invoice. For ongoing or multiple events included on one application, the invoice can be made payable on the following terms:
Once the Facilities Use ApplicationForm 2900-A & 2900-S(PDF, 406kb) has been submitted and approved by the school and the Community Schools office, the user group is sent a Confirmation and any additional documents needed to outline the terms of the use. Receipt of the confirmation signifies approval of the request.
When you sign the confirmation, this becomes your contract for use. Any alterations must be submitted on a Change Request (Form 2900-CH) to Community Schools 15 days prior to the beginning date of the invoice. Payment is due 10 business days prior to the beginning date of the invoice.
Application fee is non-refundable and non-transferable.
To receive a refund or request a credit transfer, a written cancellation, revision, or change request must be submitted by the User Group or School to Community Schools 15 business days prior to the event date.
Refunds for cancellations due to inclement weather may be given if the User Group notifies Community Schools in writing (email is best) within three days of the cancelled date(s).
Refunds for cancellations due to school functions shall be given when Community Schools is notified in writing (email is best) within three days of the cancelled date(s) and school has confirmed the cancellation.
Refunds for cancellations due to emergency situations are reviewed on a case-by-case basis; written request is required.
Refunds shall not be given if WCPSS determines that the User Group is in breach of the Agreement.
Refunds shall not be given if additional time or charges were required to properly service a the event.
Refund requests may be emailed to a Community Schools / Community Use staff member listed in the Contact Us section.
This rate is charged when no other larger spaces are requested for use. This is because restrooms and hallways must be available, but the cost for this is only factored into the rate for larger spaces used in addition to classrooms.
When only a Classroom is requested, the fee must reflect the use of these ancillary spaces.