Gatesville Independent School District

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).

Scheduling
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
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

• 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 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.