Facility Rental
rental PROCESS
If you are interested in renting a space at West Aurora High School and have questions, please contact:
Molly Walz
West High Operations Office Professional
E-mail: mwalz@sd129.org or Phone: 630-301-5520
High school facility rental application
If you are interested in renting any of our other facilities, please contact:
Janelle Kramer
Operations Coordinator
E-mail: janelle.kramer@sd129.org or Phone: 630-301-5629
non-high school facility rental application
Facility Rental Information
- WEST AURORA SCHOOL DISTRICT 129 USE OF SCHOOL FACILITIES CONDITIONS AND RESPONSIBILITIES
- DISTRICT 129 FACILITY USE CATEGORIES
- FEE SCHEDULE
WEST AURORA SCHOOL DISTRICT 129 USE OF SCHOOL FACILITIES CONDITIONS AND RESPONSIBILITIES
The following information outlines the policies and procedures for the rental of school facilities. Please read this information carefully and return the rental application forms attached.
GENERAL STATEMENT – PHILOSOPHY
The Board of Education recognizes the investment which the community has made in the District 129 buildings and facilities. It is the intention of the Board of Education to make school facilities available to responsible organizations, associations, and individuals in the community for appropriate civic, cultural, welfare, educational, or recreational activities that do not interfere with the conduct and best interests of the school system. The district reserves the right to approve or disapprove rental agreement. The use of school facilities for school purposes takes precedence over all other uses.
TYPES OF ACTIVITIES PROHIBITED
- Promulgating any theory or doctrine subversive to the laws of the United States or any political subdivision thereof advocating governmental change by violence.
- Any activity which conflicts with school activities.
- Activities which are discriminatory in the legal sense.
- Any activity which is prohibited by state or federal statutes and local ordinances.
- The District reserves the right to deny an applicant where the proposed use is inconsistent with the pedagogical mission of the District, or may be injurious to the buildings, grounds, or equipment.
RESPONSIBILITIES OF APPLICANT
- No facility or rental date can be granted until the proper completed application forms are received by the district. Charges will be assessed at the rates shown on the contract.
- Renters are required to submit, with the rental application, a current certificate of general liability insurance, naming District 129 as an additional insured and verifying minimum coverage of $1,000,000.00 combined single limit
- If the estimated cost of the rental is $2000 or higher, District 129 reserves the right to require a deposit equal to 50% of the estimated cost due 30 days prior to the event. The remaining balance will be billed after the event. First-time renters may also be required to pay a 50% deposit regardless of the estimated amount.
- A minimum two (2) hour charge of facility and labor costs will be assessed for cancellations with less than 24-hour notice. Any remaining deposit will be refunded, if applicable.
- Renters are responsible for identifying the location of the nearest automatic external defibrillator (AED). All organizations are required to identify one adult who is currently certified in cardio-pulmonary resuscitation and AED use to act as an emergency responder at the event. Renters who use any of the District’s AED devices must inform the District as soon as possible after the emergency.
- Prior to building use, renters are required to meet with school staff to review emergency response procedures and evacuation routes for the building. School staff will provide emergency contact information for the time of the event.
- Renters are required to stay in their designated areas at all times and to ensure that the area properly secured during their events.
- Any injury must be reported to the facility representative immediately. A completed accident report will be required.
- Renters are responsible for all damages to buildings, equipment, and fixed assets at current market price for materials and labor from any actions directly or indirectly arising out of or in connection with the said use of school facilities. All members or guests of the renting organization are required to follow district rules and procedures.
- Auditorium rentals that go more than thirty (30) minutes past the booked end time will start to be charged time and a half after that grace period. If the staff are unavailable to remain late, the renters will be asked to leave within thirty (30) minutes of their estimated end time.
DISTRICT 129 FACILITY USE CATEGORIES
CATEGORY A
District sponsored approved educational activities and school-related functions. This category includes the school PTA/PTSO, booster clubs, student and staff activities, District approved feeder programs, and school sponsored parent groups. This category will not be charged for the use of the facility or, with prior approval, personnel costs. Entities who have entered into an intergovernmental agreement with District 129 that includes facility use will not be charged for the use of the facility but will be charged for all personnel costs.
CATEGORY B
This category includes not-for-profit organizations whose primary billing address is located within District 129 boundaries. This category will be charged a fee, noted on the fee schedule, to cover utility costs and wear and tear on equipment and/or facilities. Any additional custodial or other personnel costs deemed necessary by District 129 will be charged to the organization.
CATEGORY C
This category includes not-for-profit organizations whose primary billing address is located outside of District 129 boundaries. This category will be charged a fee, noted on the fee schedule, to cover utility costs and wear and tear on equipment and/or facilities. Any additional custodial or other personnel costs deemed necessary by District 129 will be charged to the organization.
CATEGORY D
This category includes commercial ventures and other groups that do not have not-for-profit status, whose primary billing address is located within District 129 boundaries and will be charged a fee noted on the fee schedule. Custodial or other personnel costs deemed necessary by District 129 will be charged to the organization.
CATEGORY E
This category includes commercial ventures and other groups that do not have not-for-profit status, whose primary billing address is located outside of District 129 boundaries and will be charged a fee noted on the fee schedule. Custodial or other personnel costs will be charged to the organization.
FEE SCHEDULE
| Facility | Group A | Group B | Group C | Group D | Group E |
|---|---|---|---|---|---|
| HIGH SCHOOL | |||||
| Auditorium (4 hr min) Production Performance* | n/c | 85.00 | 95.00 | 200.00 | 260.00 |
| Auditorium (4 hr min) Production Tech Rehearsal* | n/c | 75.00 | 80.00 | 175.00 | 210.00 |
| Auditorium (4 hr min) Meeting/Basic Use* | n/c | 65.00 | 65.00 | 125.00 | 150.00 |
| Stadium (FieldTurf) (2 hr min) | n/c | 145.00 | 180.00 | 225.00 | 270.00 |
| Lights | n/c | 35.00 | 60.00 | 75.00 | 70.00 |
| Scoreboard | n/c | 15.00 | 25.00 | 50.00 | 55.00 |
| Press Box | n/c | 25.00 | 45.00 | 65.00 | 90.00 |
| Gym (2 hour minimum) | n/c | 45.00 | 55.00 | 105.00 | 120.00 |
| Gym with bleachers and locker room | n/c | 55.00 | 65.00 | 120.00 | 145.00 |
| Upper Student Cafeteria | n/c | 35.00 | 50.00 | 80.00 | 90.00 |
| Lower Student Cafeteria | n/c | 45.00 | 60.00 | 90.00 | 110.00 |
| Field house (2 hour minimum) | n/c | 45.00 | 55.00 | 100.00 | 120.00 |
| Baseball/Softball Fields | n/c | 55.00 | 65.00 | 120.00 | 145.00 |
| Tennis Courts (8 courts) | n/c | 25.00 | 35.00 | 50.00 | 60.00 |
| Meeting Room B-140 | n/c | 20.00 | 40.00 | 50.00 | 60.00 |
| Learning Media Center or Library | n/c | 20.00 | 40.00 | 50.00 | 60.00 |
| Classroom | n/c | 10.00 | 15.00 | 20.00 | 25.00 |
| MIDDLE SCHOOL | |||||
| Main Gym | n/c | 25.00 | 45.00 | 65.00 | 80.00 |
| Multi-Purpose Room | n/c | 15.00 | 20.00 | 25.00 | 30.00 |
| Cafeteria | n/c | 25.00 | 40.00 | 55.00 | 65.00 |
| Cafeteria w/ Stage | n/c | 45.00 | 55.00 | 70.00 | 80.00 |
| Learning Media Center or Library | n/c | 20.00 | 35.00 | 50.00 | 60.00 |
| Classroom | n/c | 10.00 | 15.00 | 20.00 | 25.00 |
| ELEMENTARY SCHOOL | |||||
| Gym | n/c | 20.00 | 30.00 | 45.00 | 60.00 |
| Gym w/ stage | n/c | 35.00 | 40.00 | 55.00 | 70.00 |
| Learning Media Center or Library | n/c | 20.00 | 30.00 | 45.00 | 60.00 |
| Classroom | n/c | 10.00 | 15.00 | 20.00 | 25.00 |
Note: Rental fees do not include labor. When renting the auditorium, the auditorium supervisor must be hired at additional cost. The auditorium manager will determine the necessity of other support staff and additional equipment for which the user will be charged. When renting the high school stadium, gymnasium or field house, School Administration will determine the necessity of other support staff. Renters are required to pay for custodial services for any rental event.
| Staff | Rate |
|---|---|
| Auditorium supervisor | $45.00 per hour |
| Auditorium technician | $20.00 per hour |
| Student Assistant | $14.00 per hour |
| Event supervisor | $32.00 per hour |
| Security | $30 per hour |
| Custodian | $45.00 per hour |
- Grand Piano (High School only) $150/day + tuning cost
- Pit Cover (High School only) $850 - availability varies
- Orchestra Shell (High School only) $180 – availability varies
*Any auditorium use that requires the use of the sound system and/or stage lighting beyond basic work light will be billed at the Event Rate.