Governmental entities and community groups that wish to use district facilities must receive permission from the superintendent or designee. All other individuals or groups must have permission from the Board. The district will not reserve the space or grant permission until after the group provides the superintendent or designee: 

1. A completed application to use district facilities. The application must be made at least 14 days prior to the date of requested use and must be signed by a representative of the group who is at least 21 years old and has the legal authority to bind the group contractually. This representative is responsible for the actions of the group and is required to arrive prior to the gathering and remain until all people leave.

2. Proof of insurance in the same amount that the district carries ($2 million). The district may provide information regarding event insurance, when applicable. The proof of insurance must be made at least 14 days prior to the date of requested use.

3. A completed indemnity and hold harmless agreement signed by the group representative on behalf of the group. The indemnity and hold harmless agreement must be made at least 14 days prior to the date of requested use.

4. Applicable deposits and fees as determined by the superintendent or designee. Fees must be made at least 14 days prior to the date of requested use

The following rules apply unless an explicit exception is granted by the superintendent or designee:

• Groups issued permits to use district facilities must make the permits available for district staff to review during all authorized use periods. A permit to use district facilities granted to one group is not transferable to a different group.
• The group representative who made the reservation is responsible for maintaining order and monitoring the behavior of those attending. Groups are responsible for supervising children associated with the group. Excessive noise or disturbance to neighbors of the facility or other persons using district facilities is prohibited. The district does not assume any liability for the behavior or actions of the group.
• All groups are required to follow the law; district policies, regulations and procedures; and directives from district staff. The use, possession or sale of tobacco products, alcoholic beverages, illegal drugs, fireworks, explosives or weapons is prohibited. Persons under the influence of alcohol or illegal drugs are not permitted on district property.
• Groups will only be provided access to the rooms or spaces specifically requested in the application and only for the dates requested and approved.
• A group may use desks, chairs and tables located in the room or facility designated for the group's use, but otherwise a permit to use district facilities does not give permission for the group to use district equipment such as interactive whiteboards, computers, electronic equipment, projectors, kitchen appliances, scoreboards or athletic gear. The superintendent or designee may provide access to equipment at his or her discretion and may charge a fee or a security deposit for such use. The superintendent or designee may determine that some equipment may only be used by district staff and charge the group for the cost of providing a knowledgeable employee, such as a technician for the auditorium or a cook for using kitchen appliances.
• Gambling is prohibited, except for raffles and sweepstakes conducted by charitable organizations in accordance with law.
• Groups may not bring live animals onto district property unless they are service animals allowed by law.
• Groups are not allowed to use district facilities for storage.
• Groups are expected to leave the facility neat, orderly and as clean as it was prior to the group's use. Nothing may be attached to the walls, ceilings or floors without prior approval.
• Supervisory Personnel - A district administrator, custodian or other district employee must be present during the use of district facilities. The district will determine at the time of application whether a custodian must be present. In addition, groups using district facilities are required to engage a certificated district employee to serve as event supervisor. Each group or must be accompanied by at least one adult who has been placed in charge and who is responsible for the actions of the group.

The following rules apply unless an explicit exception is granted by the superintendent or designee:

• District-sponsored groups and activities will receive priority over any other group use. The district will deny requests if the superintendent or designee determines that the use may disrupt a district-sponsored activity or event nearby or otherwise distract from a district function. A group's use may be canceled if a district-sponsored group needs to use the facility.
• District facilities are not available for community use during the school day when students are present, and all use must occur between 6:00 a.m. and 10:00 p.m.
• Community groups are not permitted to use school buildings during the two hours before and two hours after the official academic day with the exception of governmental entities or nonprofit community groups directly serving district students.
• The superintendent or designee will maintain the official district calendar and clearly designate days in which the district's facilities may not be used. No entity or group may use district facilities on any day designated as a holiday by the Board of Education.
• When the district or the district building to be used is closed due to inclement weather or an emergency, all group uses will be canceled for that day.
• Community groups must provide written notice of cancellations at least 48 hours prior to the date of the scheduled use to be eligible for a refund of fees paid for facility use.
• Summer hours may be adjusted due to the availability of facilities and school programs.

To ensure the expectations for the payment of a facility permit are met, the procedures listed below should be followed. 

• • Payment must be made before the final facility reservation is approved. Payment can be made online or in the form of cash or money order. When paying cash, please include a copy of the invoice to ensure the proper invoice is credited. 
  • The Facility Scheduling Office must be notified of any cancellations a minimum of 48 hours prior to the date of the event. Failure to do so will result in charges for the facility, as well as labor scheduled. 
  • Fees will not apply if the cancellation or change is due to inclement weather or the district finds it necessary to cancel or change a permit. 
  • Multi-date permits may be revoked if two consecutive scheduled dates are not used without proper cancellation. 
  • You will be billed for damages during your rental period. Upon entry, if damages are observed, you should immediately report this to the custodian on duty and email the Facility Scheduling Office within 24 hours. 
  • Staffing fees may apply on weekends, holidays, and during winter, spring, and summer breaks. Additional fees may also be charged for large events or for setting up and cleaning that is required as a result of the event. 
  • Staff are scheduled a minimum of one half-hour prior to the scheduled start time through one half-hour past the scheduled ending time of the permit. This additional time is required for set-up and cleaning. Billing will reflect this additional hour of custodial time. However, the fee for the facility itself (for example, the gym) will only be for the actual time scheduled. Events that run longer than scheduled will be billed for the additional time used.

The Superintendent reserves the right to waive fees for official HMC-1 Community Partners.

To become a community partner, contact Justin Robinson at justin.robinson@hickmanmills.org