Facility Usage Guidelines
district facilities will not be permitted when it interferes with any campus or district activities,
including facility maintenance or repair projects. GISD may use its discretion to decline any
or all requests for its facilities.
GISD also has the right to differentiate among various categories of organizations (i.e. youth
groups, adult groups, nonprofit organizations, for-profit organizations, civic groups, etc.) when
establishing the length of time that a facility may be used or the fee(s) charged.
Any misrepresentations by an organization or an individual, abuse of any district property, or
any violation of the law or district policy may result in:
1. the requirement to immediately vacate the premises and / or
2. the denial of the organization’s or individual’s request for future use of the premises.
All individuals or organizations requesting a facility must complete the Facility Use Request
Form.
District facilities include, but are not limited to, campuses, real property, athletic facilities,
kitchens, cafeterias, gymnasium, and auditoriums.
Long-Term Access
Long-term agreements will not exceed one calendar year and will be reviewed every 90 days by
the school board.
Limited Access
GISD has the authority to limit access to its facilities. The use of all athletic fields, gyms, and
tennis courts is restricted to after school hours and must be requested through the Executive
Director of Operations (Scott Harper) and must also be approved by the Athletic Director
(Rickey Phillips). Requests may also be submitted to Velvet Jaynes (athletic department
secretary) or Mariana Klima (maintenance department secretary).
The Facility Use Request Form must be submitted at least 30 days prior to the scheduled event
to ensure adequate preparation of the facility (with the exception of sporting events that may
only have one week’s advance notice). Events may be scheduled sooner at the discretion of the
Executive Director of Operations and Athletic Director.
Cancellation should be received not less than 48 hours prior to the event.
Insurance
Proof of insurance must be verified prior to the rental of facilities. Facility users should have
liability coverage because those individuals will be held responsible for any injuries or damage
to the property that results, directly or indirectly, during the use of the district’s premises.
● Fees for damages will be assessed and may result in the loss of further use of the
district’s facilities.
● If a custodian, security staff, or school nutrition worker is required, the renter will be
assessed a fee to cover those services.
● The opening and closing of a building or other GISD premises must be arranged with a
district staff member to ensure the facilities remain secure and safe from vandalism.
General Rules
● Groups or individuals wanting to rent district facilities must complete the Facility Use
Request Form
● Permission to use the facility may not be transferred to a third party.
● Ensure that all district facilities are left neat and in orderly condition.
● Provide the following documentation before a rental agreement is prepared:
○ The completed Facility Use Request Form
○ A current insurance certificate
● If any fees apply, full payment must be made within 14 calendar days after the event.
● Allow the district time to determine the availability of the requested facility.
● Ensure that prior approval is received before there is any use of the facility.
● Ensure that children are supervised at all times and remain in the assigned area.
● School facilities may not be available during school holidays.
● Ensure that no fixtures, equipment, or furniture are removed from any building or
rearranged except with prior approval from district staff.
● Ensure that food and drink are allowable in the area being rented. The area must be left
clean after the event.
● Prohibit the possession and use of tobacco products in district buildings and on school
property.
● Ensure that alcoholic beverages or drugs in any form are not brought into the buildings
or on school grounds.
● Facilities may be rented by occasion or on a long-term basis.
● Keys to district facilities will not be distributed to any outside individuals.
● Gatesville ISD reserves the right to cancel any rental agreement at any time.
● Gambling or any other form of betting on games occurring on school premises is strictly
prohibited.