FACILITY RENTAL GUIDELINES
Facility Rental Guidelines: District Programs & Local School Related Use (PTA, School Community Group, In-service, etc.): Use of Canyons School District facilities will be granted free of charge for CSD sponsored programs and activities according to Category 1 of the fee schedule. If use impacts local personnel’s normal duties or requires additional personnel, those costs will be charged to the sponsoring group.
An exception to this guideline would be the curriculum-based class level activities of elementary schools (Science fairs, plays, literature nights, etc.) parent/teacher conferences, officially sponsored PTA meetings or activities, and school community group activities. If the activity requires additional custodial time, that time should be submitted to the office of the District Facilities Scheduler on a Use of Building Report and Time Sheet. The office of the District Facilities Scheduler will code and sign the time sheet and forward it to payroll. These costs will be covered by district funds.
No cost for use of district facilities will be charged for Adult and Community Education classes and Instructional Supports Department sponsored in-service when held at designated locations. The District Facilities Scheduler has the responsibility to send in-service groups to those designated locations. Any other schools/facilities requested are subject to appropriate fees and are granted based on time and space availability. In-service classes sponsored by a local school or PTA and not held in conjunction with Instructional Supports Department in-service, will require the approval of the appropriate K-12 Director. If the class requires additional time for the school custodian, that time should be submitted on a Use of Building Report and Time Sheet to the K-12 Director. The K-12 Director’s office will sign the time sheet and forward it to the District Facilities Scheduler for coding. The District Facilities Scheduler will code the time sheet and forward it to payroll. These costs will be covered by district funds.
In the case of an emergency that is NON-Life threatening please call our Canyons Security line at 801-255-1985. Custodial personnel may also ask that you vacate the building in these cases where the building may not be safe to reside inside. Examples may be: water issues from plumbing or flooding, electrical concerns, or structure of the building, etc. For anything that is life threatening please call 911. If there is anything that you are concerned about please contact our Canyons security and reach out to the custodian.
All groups are responsible to provide their own supplies, including photocopies, paper, markers, chalk, etc. Needed equipment can be requested at the time the room request is completed. School functions will take priority over other activities in scheduling buildings.
In-Service Use: Other Than School or District Use Individuals from the Utah State Office of Education, who wish to hold in-service classes at a Canyons School District school, should first contact the Academic Department and then make arrangements through the District Facilities Scheduler.
School Clubs: Facilities will be made available for school clubs to meet according to Category 1 on the fee schedule. Clubs associated with organized sports leagues and not sponsored by UHSAA, such as rugby, hockey, and rodeo club are subject to rental fees for practices and games.
Inter-local Governmental Agreements: Canyons School District (District) has entered into IGA’s with various local governments for the use of properties or buildings that benefit students of the District. The District may negotiate IGA fees on an individual basis. IGA’s are developed at the District level by the Superintendent or his/her designee, with Board of Education approval. The terms agreed upon in the IGA’s supersede the terms on this website. Additionally, local government employees who are subject to an IGA are not entering into a binding agreement when scheduling events on this website. The local building administrator is not authorized to negotiate IGA’s with governmental agencies. If a request is made at the school level for use of the building by a governmental agency, they should be referred to the District’s Facilities Scheduler. Since the local administrator is frequently responsible for or impacted by the IGA, his/her input may be requested. IGA’s may include such activities as pageants, music and drama productions, recreational activities, etc.
Election Use: The Board of Education authorizes the use of Canyons District facilities for election purposes. Local schools are expected to cooperate. The election judge assigned to each site is responsible for setting up the election booth. The school will provide a table and three chairs for each voting district. The voting should be set up near handicapped entrances for easy access. A custodian or sweeper must be present and must be available for assisting the election chairman as needed. The custodial staff should complete regular duties when not assisting election chairman. Custodians working during their regular hours will not be paid extra for assisting with elections. Custodians or sweepers will be paid for extra hours worked at the elementary school sites. This time should be submitted on a Use of Building Report and Time Sheet. A fee will be negotiated and assessed to the County/City to cover district expenses associated with the election use.
Charitable Use: Those wishing to rent the facilities under this category must provide evidence of their non-profit status. Category IV or V fees according to the fee schedule will be charged to recoup building expenses, provide necessary custodial supplies, and for personnel time.
Commercial Use: Canyons School District’s primary mission is the academic, physical, cultural, and emotional development of the students we serve in our schools. Due to the nature of Canyons School District, commercial rentals are discouraged. Large rentals which are taxing on employees and facilities should be referred to professional business agencies which can better serve their needs. Canyons School District does not wish to compete with other local facilities that are created for the purpose of holding public and private events.
Canyons School District will only allow filming on our properties by credentialed members of the media and our non-profit government partners (i.e. UDOT, Health Department, law enforcement, etc.) No pop music videos, no commercials, no movies, no TV shows, etc.
Rentals used to gain profit or make a living are deemed to be a commercial rental.
Criteria used to approve appropriate commercial rental are as follows: 1. Is there another facility that could service the rental? The school district should not be in competition with local businesses. 2. Is the requesting commercial entity part of the local school community? 3. What would the impact be on the school facility and school personnel? 4. Does the requesting commercial entity have a business license? 5. If admission or fees will be charged or items sold, the requesting commercial entity must have a Temporary Sales Tax License.
The renter will be charged for all spaces used for such rentals. Only the rented space and adjoining restrooms and common areas may be used. If storage of equipment is required for the rental, a fee will be charged to store equipment or other items.
The renter is entitled to a walkthrough of the rental space requested prior to the event. The renter is then responsible to notify the district scheduler, in writing, of any objectionable conditions, no later than one week before the date of the event.
Per Utah Code 53A-3-414, prices should be set at a rate to cover all costs including administration, supervision/technician, custodian(s), supplies, and utilities.
Equipment: Those renting the auditorium who request to use the lights and sound equipment must also pay a fee for the use of the stage lighting and sound equipment (see fee schedule). Canyons School District trained technicians must be hired to operate auditorium sound and equipment. Any damage to or loss of district equipment must be charged to the renter. Auditorium rentals will include the auditorium space, basic stage/house lights, sound board, standard and wireless (handheld or lapel) mics, podium, dressing rooms, adjacent restrooms, students to run sound and lights, and custodial support. Anything outside these parameters will need to be submitted in writing for these additional modifications to the use of the space.
Partnerships: Under the direction of the K-12 Directors, the Director of Facilities, and the District Facilities Scheduler school administrators may form business partnerships that will be mutually beneficial to the business, the district, and the individual schools involved.
The distribution of revenue from such a partnership will be determined on an individual basis; however, all costs for personnel and building maintenance and utility costs must be covered and forwarded to the District Facilities Scheduler’s office. An Application for Building Rental form must be submitted to the office of the District Facilities Scheduler so that there can be a proper distribution of funds to cover district expenses.
Supervision: There must be a custodian of the school/District present during any indoor building rental by an outside group. This employee will be accessible to the group using the facility by radio, cell, or other means of communication. If the activity occurs during the custodian’s regular time, additional personnel must be hired to supervise the activity. The supervisor must be accessible to the group using the facility. The District facility scheduler will use discretion in requiring adequate additional supervision by law enforcement and school personnel for the type of activity and the number of people involved. When the kitchen is used, appropriate Nutrition Services staff must be hired to supervise the use of the kitchen equipment.
A Canyons School District trained technician(s) must be hired to operate all sound, lighting, and other specialty audio/visual equipment. The Facility Scheduling Office will collaborate with the school and renter to best determine the appropriate number of technician personnel and expertise required.
All rentals will be assessed a custodial fee. Additional fees will be assessed when the scope of the rental requires an additional custodian(s), the rental requires other personnel: supervisor, technician, lunch manager etc.
District personnel who provide services or supervision during a rental must be paid through the CSD Payroll Department by submitting a timesheet. Classified employees will be paid at their hourly rate. Certificated employees will be paid at the in-service rate per hour.
The District Facilities Scheduler will use discretion in requiring adequate additional supervision by law enforcement and school personnel for the type of activity and the number of people involved.
Classified or certified staff are asked and agree to work a rental on a Holiday or a Sunday, they will be compensated at a rate of time and one-half. In this case, the renter will be required to pay an additional $10 per hour on top of the approved personnel hourly rate.
Renter/user warrants to the District that it will provide all the supervision necessary for the safe use of facilities. User understands and agrees it takes full responsibility to provide medical and emergency care to all those involved in the event, including participants and spectators. User warrants to the District that all medical and emergency care will be appropriate and sufficient.
School Reporting of Issues Related to Rentals:
The District Facilities Scheduling Office will provide schools with the approved and finalized details on all rentals. A school must report issues or concerns that occur during any rental to the Facilities Scheduling Office by the next business day.
Examples may include, but are not limited to:
Rental exceeded original agreed upon time (before or after)
Rental duration was less than agreed upon (before or after)
Excessive mess
Damage, vandalism, or theft
Renter used additional rooms/areas that were not approved
Rental included activities that were not previously disclosed by the renter
Actual scope/size of the activity was not previously disclosed by the renter
Additional personnel were needed to attend to the rental
Dangerous activities or concerning behaviors were exhibited during the rental
Other
Renter Reporting of Issues Related to Rental
If a school is not able to provide the agreed upon services that a renter requests and pays for, or other issues/concerns occur during a rental, the renter should notify the Facility Scheduling Office by the next business day. The Facility Scheduling Office will investigate accordingly and may issue a refund for services not provided.
Examples may include, but are not limited to:
Exterior entrance was not unlocked at the agreed upon start time
Personnel support was not available for the needs of the rental
Personnel support did not perform the duties necessary for the rental
All rented rooms were not available
Rented equipment was not available/functional
Other
Insurance: All non-school district groups using CSD facilities must provide evidence of liability insurance in the amount of one million dollars.
Entities that do not have a current policy may contact the insurance company of their choice. Utah State Risk Management (insurance carrier for CSD) offers a commercial insurance program to cover outside entities without insurance. Current information on this insurance is available from the office of the district scheduler.
Forms: The District Facilities Scheduler is responsible to ensure that all applications for rentals are complete and that proof of insurance is included with each application. The school administrator and custodian will be notified of an approved application. Copies of the approved/signed form will be distributed to the school, applicant, and Facility Scheduler. District personnel must submit the OT Time Sheet when requesting payment for supervision and support.
Payment:
Fees will be charged for use of facilities according to the approved fee schedule. All fees may be paid by cashier’s check or money order and must be submitted prior to the activity. Fees will be collected by the District Facilities Scheduler. Personnel time sheets resulting from a rental must be submitted to the district scheduler on an OT Time Sheet for proper coding and payment.
A 10% deposit or $200, whichever is greater, will be required on all rentals. This deposit covers damage to the school, additional personnel required, and additional time or space added to the original agreement. If the deposit does not cover these costs, the renter is responsible to cover all additional costs. All or a portion of the deposit will be refunded if all costs are covered in the original agreement.
If the District Facilities Scheduler must be notified of a cancellation of the planned activity, the contract amount and a portion up to 50% of the deposit may be refunded, if requested within 30 days of the event. The renter must submit to the District Facilities Scheduler a request in writing of those fees to be refunded. The request must include all mailing information, to whom the check should be made, and a copy of the rental application.
Disbursement of Funds:
An amount equal to 10% of the building rental fee (not personnel costs associated with the rental) at a location will be returned quarterly to the school. At the end of the year, and after all costs for rentals are covered, the remainder of the revenue will be shared between the school and the school district at a 30%/70% ratio. The school’s portion will be deposited to the principal’s discretionary account, and the district’s portion will be retained to pay for capital improvements in district schools.
The District Facilities Scheduler will be responsible to calculate the amount and see that it is transferred by journal entry to each location.
Use of Grounds and Outside Facilities: All field rentals are under the direction of the District Facilities Scheduler. The local school’s use of the fields to meet curriculum and program needs supersedes any other use. Inter-local agreements may be established for recreational programs to use district grounds. When rental is allowed, hours and use must be designated. The UHSAA moratoriums will be enforced for off-season times. Approved users will provide, when needed, sanitation facilities for the duration of their activity. The sanitation facility must be removed from CSD property at the conclusion of the activity. Any group or organization using Canyons School District facilities must adhere to the following standards:
1. All usage will be scheduled through the District Facilities Scheduler.
2. A deposit of 10% of the rental or $200, whichever is greater, will be charged to the renting organization for field use. At the end of the rental if the facility is left clean and without damage all or a portion of the deposit will be returned, less cost to restore facility to acceptable condition.
3. The high school football, baseball, and softball fields are off limits to any group other than Canyons School District endorsed athletic programs. Groups such as Ute Football, soccer, rugby, lacrosse, and any other high-wear field usage activity are not allowed to use high school fields. Approved baseball, softball or track programs may use the facilities but are subject to field rental fees. Swimming pools are not available for rent.
4.No outside use will be allowed on the track, tennis courts, softball fields, baseball fields, etc. during school hours.
5. Athletic directors and coaches are not authorized to approve grounds use for any group.
6. Ongoing, organized groups will not be allowed to have unscheduled or uncharged activities.
7. All groups will provide their own adult supervision to adequately monitor facilities used. Monitoring is to maintain order and prevent vandalism and destruction of school and adjoining properties. No unsupervised youth group or organization will be allowed to use the school facilities.
8. No tampering, modifying or abusing of the field-watering equipment is allowed.
9. Users must be respectful and considerate of private properties bordering school grounds.
10. Field marking must be done in such a manner that there is no damage or destruction of the grass (with an approved field marking paint). No gasoline or other herbicide may be used. The addition of temporary fencing or barriers needs to be requested and approved in advance.
11. Portable goals must be set up and taken down each day they are used. Permanent goals must be pre-approved by the school district before installation.
12. Driving of vehicles on playing fields or playground asphalt areas is prohibited. Parking must be in designated parking areas only.
13. No alcohol, tobacco or drugs are allowed on school grounds.
14. No loud music or inappropriate conduct.
15. No vandalism or destruction of school or adjoining properties or equipment is allowed.
16. School’s power equipment may only be operated by authorized Canyons School District personnel.
17. Supplies or equipment belonging to the school or its students may not be used or removed from the premises.
18. No climbing on fences or backstops.
19.Rental groups must be willing to sign a hold harmless agreement for field usage.
Non-compliance of these standards will result in forfeiture of further use.
These standards will be distributed to all teams using district property through inter-local agreements with the various recreation programs.
Municipalities using Canyons School District facilities for leagues through an inter-local agreement share the responsibility to enforce the above standards.
Restrictions: The District Facilities Scheduler will deny requests that would disrupt regular programs or threaten damage to the facility or grounds.
District personnel cannot be compelled to work on Sundays or holidays for school rentals. Therefore Sunday and holiday rentals are strongly discouraged.
Because of the time commitment required of district staff and the limitations placed on school use of the building, on-going rentals will also be discouraged.
Computer labs, tech labs, shops, and swimming pools are not to be rented.
Elementary and middle school grounds close at 10:00 pm. High school grounds close at midnight. All district policies, state and local laws will be enforced.
A school’s power equipment may only be operated by authorized Canyons School District personnel.
Supplies or equipment belonging to the school or its students may not be removed from the premises.
Haze and Fog machines will need to be approved by the school and district and reviewed for compliance to State Risk requirements. This may result in additional fees for testing and any system modification.
Tape or any type of sticky adhesive may not be used on floors or any painted surface without prior approval from the school personnel and district.
Requests for any foreign materials (ie bubble and foam machines) must be requested and approved before use.
References: Under the provisions of the Civic Center Act, school facilities may be used as civic centers as described in the Utah Code: UTAH STATE CODE:
Title 53A. State System of Public Education Chapter 3. Local School Boards Part 4. Powers and Responsibilities of Local Boards
53A-3-413. Use of public school buildings and grounds as civic centers.
1. As used in this section, “civic center” means a public school building or ground that is established and maintained as a limited public forum to district residents for supervised recreational activities and meetings.
2. Except as provided in Subsection (3), all public school buildings and grounds shall be civic centers.
53A-3-414. Local school boards' responsibility for school buildings and grounds when used as civic centers.
1. As used in this section, “civic center: has the same meaning as provided in Section 53A-3-413.
A local school board:
a. Shall manage, direct, and control civic centers under this chapter;
b. Shall adopt policies for the use of civic centers;
c. May charge a reasonable fee for the use of school facilities as a civic center so that the district incurs no expense for that use;
d. May appoint a special functions officer under Section 53-13-105 to have charge of the grounds and protect school property when used for civic center purposes;
e. Shall allow the use of a civic center, for other than school purposes, unless it determines that the use interferes with a school function or purpose; and
f. Shall ensure that school administrators are trained about and properly implement the provisions of this section and Section 53A-3-413.
All State and local laws will be enforced at school facilities (not limited to those listed below).
76-10-106. (3). (a) Prohibition of smoking in elementary and secondary educational facilities and child care centers.
3. A person may not smoke or use tobacco in any area of the following facilities or locations whether or not they are also public places:
a. Public or private elementary and secondary school buildings and educational facilities and the property on which those facilities are located.
53A-3-501. Possession or consumption of alcoholic beverages at school or school-sponsored activities.
1. A person may not possess or drink an alcoholic beverage: a. inside or on the grounds of any building owned or operated by a part of the part of the public education system; or
b. in those portions of any building, park, or stadium, which are being used for an activity, sponsored by or through any part of the public education system
**Updated 06/24/2025**