Facility Rental Request

Organizations must follow all the district’s guidelines and understand that school activities and district events are given top priority when it comes to the use of facilities.

If you desire to be categorized as an Athletic Partner or a Community Athletic Club, then please follow the instructions provided on under the Athletic Partner/Community Athletic Club section.

For all other interested organizations/groups interested in renting D8 Facilities, the following information is provided:

• District 8 does not rent out classrooms
• All organizations will be required to provide proof of a current liability insurance policy reflecting a minimum coverage of one million dollars.
• At Elementary sites, users are only permitted to rent out the cafeteria or the gym.
• For-profit organizations that plan to rent facilities are limited to no more than 4 hours of usage a week.
• If the space desired is not listed, it may be a space that is not permitted to be rented.
• If your request fails, it may be that the space is already rented or your request may be outside rental hours.
• The request, once submitted, is then forwarded to the building administrator (typically the principal or designee) of the site that you are requesting to use to verify that the rental will not conflict with school activities.
• If approved at the site level, it is forwarded to the district level for determination of fees that may be associated with the rental, as well as policy compliance (proof of insurance/proof of student participation, if applicable).
• Upon review of the request at the district level, and if all requirements are met, the request will be approved, and the event will be placed on the Tandem schedule. If further information is needed from the group, a district representative will contact the group using the information provided on the application.
• Once approved at the district level, an invoice will be created. This invoice will be emailed to the group’s point of contact listed on the application.
• Payment of the invoice is required at least two weeks prior to the event.

Please note that if your organization is donating to a school club as part of this rental agreement, costs associated with custodial support or other facility rental fees (if any) will be deducted from the donation first and then the remaining balance will be considered the donation. When paying your invoice, make sure to clearly indicate (in check memo or other method) which club your donation is supporting. For example, you could write “FFCHS – Band” in the memo field.

Payments, if required, are due two weeks prior to your event and should be paid by check or money order, no cash will be accepted. Please make your checks out to “FFCD8”.

Payments can be made at the Facilities and Maintenance Office located at the following address:

FFCD8 Facilities and Maintenance Office
11355 Old Pueblo Road
Fountain, CO 80817
719-382-1325

Please complete the application with the FFCHS head coach who referred your organization, then submit the signed form to Jarrett Sweckard, District/High School Athletic & Activities Director. The organization’s certificate of liability insurance must be submitted to the district’s accounting office.

Athletic Partner Club Application 

Custodial Fees

Approved Athletic Partner: Weekends only, $25 per hour per custodian

Community Club: Non-Custodial Hours, includes after regular hours, weekends, school breaks, and summer) $25 per hour per custodian

AGREEMENT FOR USE OF FACILITIES BELONGING TO FOUNTAIN-FORT CARSON SCHOOL DISTRICT EIGHT BY COMMUNITY ORGANIZATIONS

In consideration of this School District permitting the undersigned community organization to use the below listed school facilities during the below-listed time, the undersigned party, individually and on behalf of the undersigned organization and each and all its members, agrees as follows:

1. The undersigned agrees to carry and maintain liability insurance in the minimum amount of one million dollars ($1,000,000) per occurrence for bodily injury and/or property damage.
    
2. The undersigned will not permit smoking, vaping, alcoholic beverages or weapons to be upon the facilities or adjacent school premises.
    
3. If the facilities are to be used by anyone other than members of the undersigned organization and/or for a public meeting and security is required, the undersigned shall provide the number of security guards to be at the facilities and upon the adjacent premises at all times during the period of use of the facilities.
    
4. District 8 does not rent out classrooms
    
5. Organizations are only permitted to rent the cafeteria or gym space at elementary school sites.
    
6. The undersigned understands that the use of facilities by a for-profit organization is limited to 4 hours a week.
    
7. The undersigned agrees to pay any required fees, if applicable, at least two weeks PRIOR to the scheduled event.
    
8. District 8 only supports ADA service animals who are properly vested.
    
9. If use is for an athletic turf field maximum cleat length is 3/16”.
    
10. If use is to be made of a school kitchen, the undersigned will hire a nutrition services employee of School District 8 during the time of use of the kitchen.
     
11. Contemporaneously with the signing of this agreement, the undersigned pays to the School District the listed fees, to be retained by the School District. If a deposit is paid this will be retained by the School District to the extent necessary to pay for needed repairs, an adjustment may be made after the actual usage and the balance returned to the undersigned.  A one-hour custodial fee will be added to occupied time; ½ hour before and ½ hour after occupied time for set-up/clean-up. Payment is required at least ten days before the date of the activity. Make check payable to Fountain-Fort Carson School District Eight – mailed or paid in person to 11355 Old Pueblo Road, Fountain, CO 80817. 
     
12. The School District reserves the right to adjust any fees for the facility rental if the event exceeds the scheduled time.
     
13. The undersigned shall keep the facilities and adjacent premises in clean, neat and orderly condition always.
     
14. The facilities and adjacent premises shall be returned promptly to the School District at the end of the period of intended use in the same condition as when received and the undersigned shall pay for all costs incurred to return the facilities and adjacent premises to that condition.
     
15. The School District shall have no liability for any defects, either latent or patent, in the school facility or adjacent premises.
     
16. The undersigned waives any and all claims that any member of the organization may have as a result of any injury to any member of the organization or to the property of any such persons arising from or in any way related to use of the facilities and adjacent premises during the time use is given to the undersigned.
     
17. The undersigned assumes full responsibility to all persons in or upon the school facility or adjacent premises during the period of use by the undersigned and shall hold harmless the School District, and all employees and Board members of the School District, from any and all claims, suits or demands in any way related to or arising out of the use of facilities and adjacent premises during the time use is given to the undersigned.
     
18. The undersigned shall reimburse the School District, employees, and Board members of the School District, for all costs, fees, and expenses incurred by any of them because of such claim, suit or demand incurred in enforcing this agreement. The applicant agrees to show proof of insurance if requested by the School District.
     
19. The School District reserves the right to cancel building facility utilization agreements should the space be needed for school or school-related activities.  Cancellation will be used only when necessary, due to unavoidable circumstances.  
     
20. The organization agrees that the school district may have to preempt our scheduled use of district facilities in which case we understand the district will give as much advance notice as possible and that any money paid for use of the facilities will be refunded.

Login/ Create a Tandem Account

The following information is required to be submitted/attached to your Tandem request (when applicable):

• The organization's proof of an active liability insurance policy reflecting a minimum coverage of one million dollars.
• If applicable, the approved application verifying that a sports group is either an Athletic Partner or a Community Athletic Club.
• Verification of FFCD8 student participation list (if required).

If you received approval for your requests and are required to pay a rental fee, all payments are required to be made two weeks prior to your event.

If there are any further questions about facility rentals, please contact Robert Maul or Medrick Port in the Facilities Office at (719) 382-1325.