Facility Use

Our schools and facilities are part of our community and are available for community groups to rent during non-school hours. We offer a variety of buildings, spaces and fields for community use.

Basic Requirements

Facilities are available for use Monday-Friday 5:00 pm to 10:00 p.m. when school is in session; however,
official programs and activities of the Monroe School District receive first priority for scheduling.
During weekends and school holidays, a minimum facility use charge of 2 hours is required if
custodial staff are necessary (see fee schedule below).
Facility use requests and required documentation must be submitted for the approval process
at least 10 business days prior to the date of the scheduled event, except in rare instances when
circumstances prevent such prior knowledge.
The Facility Use Agreement must be signed and returned in order to confirm reservation.
All youth sports activities must also fill out and submit a Head Injury & Cardiac Arrest Compliance
Form (found below).
Facility Use fee payments are due prior to the scheduled event. For lengthy sports seasons,
a 30% deposit is required at the time of scheduling.
Proof of insurance must be provided prior to facility use (see insurance requirements below).
Read Policy 4260 & 4260P - Use of School Facilities before you submit a facility request.
Read Monroe School District's Notice of Non-discrimination.

Requesting a Facility

We are excited to announce that Monroe School District has moved to Event Manager, a new online event and calendar management system. This transition will help our district manage events more effectively, ensuring our facilities continue to be utilized in the best possible manner. This also means you’ll have a slightly different process for submitting event requests, but you can continue to expect ease of use and consistent communication.

Community members should submit facility use requests online via Event Manager, our facility use request platform (MSD staff who need to reserve facilities for official school events, please use this link). Instructions on requesting facilities through Event Manager are outlined below.

Creating an account

Creating an account

In order to begin entering facility requests for your organization, you will first need to create an account and be approved as a member of an organization.

Click on the "Login/Create Account" link on the Event Manager website (link will be live Aug. 1, 2024).
Under the Get Started panel, enter your First Name, Last Name, Email Address, and Phone Number.
Click Submit to save your information and submit your membership request. You will be sent an email message to verify your account and set your password.
Open the confirmation email from Event Manager and click the hyperlink in the confirmation email.
In the window that appears, enter your desired password under New Password and Confirm New Password.
Click Submit and Verify. You can now log in. *Note: Though you can now log in to Event Manager, you cannot request any events until your membership request has been approved by the Monroe School District.

Joining an organization

Joining an organization

If you need to be a member an organization in Event Manager, you will need to request to join those organizations or submit an organization request. After creating an account, those requests are made once you have logged into Event Manager.

Click My Profile from the side navigation menu.
Click My Organizations. *Note: You can also view the status of any previous membership requests you have made from this page.
Request to Join an Organization:

Click Request to Join an Organization.
Enter the name of your Organization.
To register as a member of more than one organization, click Add Another Organization and enter the name in the field. *Note: You can request to be a member of as many organizations as needed.
Click Request to submit your request(s).

4. Or, Create an Organization:

Click Create an Organization. This will open the Organization creation form. *Note: All required fields are indicated with an asterisk.
Enter all required organization details, including any insurance information that is relevant.

Additional instructions can be found here.

Creating an Event Request

Creating an Event Request

Once you have been approved as a community user, you will be able to create an event request in Event Manager.

In order to create an event you will first need to search for an available location. Once you have checked availability, you will be brought to the event form.
When you have finished entering all necessary information on the event form, click the Submit button at the bottom of the form.
In the pop up window, click Save.
An email will be sent to our facility use administrator, who will review your request. You will receive an email confirmation of your request and subsequent emails notifying you if your request was accepted or declined.

Mandatory Insurance Requirements

A certificate of insurance is required for all community groups using district facilities for accident and liability covering persons using the district’s facilities. The facility user shall name Monroe School District as “additionally insured” on their insurance policy, with liability coverage of at least $1,000,000 combined single limit. This insurance shall be primary. Reservation requests will be cancelled if proof of insurance is not provided at least one week prior to the intended rental date.

NOTE: A user who doesn’t have coverage in effect at the time of application may apply for low cost, special events liability insurance, available through the school district’s carrier, Arthur J. Gallagher Risk Management Services, Inc.

Additional Form for Youth Athletic Groups

All youth sports organizations are required to complete the following compliance form. Completed forms can be sent to facility-use@monroe.wednet.edu. Forms are required yearly.

Head Injury & Cardiac Arrest Compliance Form (PDF)

Facility Use Rental Rates

Community members are encouraged to use school facilities, but will be expected to reimburse the district for such use to ensure that funds intended for education are not used for other purposes. On recommendation of the superintendent, the board sets the rental rates schedule. The fee schedule is evaluated on a biennial basis.

Facility Use Fee Schedule

Contact Us

For assistance, please call our Facility Use Department at (360) 804.2670 or email facility-use@monroe.wednet.edu.

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