Eugene School District 4J

When space is available, community members may apply to reserve District facilities.  The requested times may not interfere with the Eugene School District 4J instructional programs, student athletics or student activities and school related groups.

All facilities use is reserved using our online reservation system.  Prior to submitting a request, please ensure that you have thoroughly reviewed all terms and conditions located on our website.  It is your responsibility to familiarize yourself with these terms, conditions, and rules before proceeding with your request.  Your compliance with these terms is essential.

Insurance Requirements

Facility Use Fee Schedule

Availability Schedule

All requests must be submitted two weeks prior to the requested use or rental date.

All facility use is reserved using our online reservation system.  Click on Enter a Facility Rental Request to apply for use of our Facilities.

For Questions:

Send an email to:  facilityuse@4j.lane.edu

Call:  541-790-7406

OVERVIEW
These terms and conditions, by reference, become part of any facility use, lease agreement or contract executed by the facility user and Eugene School District 4J.  Any questions pertaining to use of school facilities not covered on the website should be referred to the Facilities Management Office, email facilityuse@4j.lane.edu.

TERMS AND CONDITIONS

1. Compliance: All users must follow Eugene School District 4J Terms, Board Policies, and local/state/federal laws.  Requests or uses that do not meet district standards may be denied.
2. Non-Discrimination: Users must comply with all non-discrimination laws, and with the District's anti-discrimination and harassment policies, which prohibit discrimination based on race, religion, disability, sex, and other legally protected statuses. The user will provide a qualified individual with a disability an opportunity to participate in or benefit from the aid, benefit, or service that is equal to those afforded others involved in the user’s program or activity.
3. Authorized Use: The use of any district facility must:
   1. Align with 4J and/or OSAA policies as applicable.
   2. Avoid damage to property or disruption of school or district programs.
   3. Be supervised by adults at all times.
   4. Not compromise campus safety or security, e.g. propping exterior doors. 
4. Fees: Fees are based on user tier and listed on the Facility Use homepage.
   1. Payment is required before use. Additional fees may apply for custodial, security, or special requests.
   2. Summer use (non-student days) will include additional charges.
   3. Triggering alarms, causing damage, or requiring excess cleaning will result in added fees.
   4. Non-payment will lead to the denial of future use.
5. Cancellations: 
   1. The District may cancel any reservation at its discretion. Notice will be given as soon as possible.
   2. All use is canceled during emergency or inclement weather closures.
6. Liability and Insurance:
   1. Users will adhere to District insurance requirements, as set forth on the Insurance Requirements page.
   2. User agrees to be responsible for the conduct of the participants and spectators in and about the facility and for any damage beyond ordinary wear and tear which may occur to the property incident to the user’s occupancy and/or use of property. User agrees to defend, indemnify and hold harmless Eugene School District 4J, its directors and employees, from any and all claims, loss, cost or damage rising out of the use of the facility.
   3. The District is not responsible for lost/damaged items or injuries.
   4. Subleasing or unauthorized sharing of space is prohibited.
7. Safety and Conduct:
   1. Use of alcohol, tobacco, drugs, fireworks, or weapons on school property is strictly prohibited, including outdoors.
   2. Users are responsible for cleaning and restoring the space to its original condition.  Report damage with details/photos immediately following use.
   3. Follow occupancy limits.
   4. Candles, incense, campfires, bonfires, barbecues, inflatables such as bouncy houses, dunk tanks, trampolines, mechanical bulls, smoke/fog machines, and any other similar flame/smoke producing items will not be permitted in/on District property.
   5. Unsafe behavior or damage may result in immediate suspension and denial of future use.
   6. Vehicles are only allowed in designated paved parking areas; driving or parking on other district grounds is prohibited.
   7. Users will comply with District policy KGB - public conduct on district property.
8. Site Access Guidelines:
   1. Keys/badges require District approval and may not be shared.
   2. Only designated access points may be used.
   3. Keys/Badges must be returned within 10 days of use or at the end of the scheduled season, whichever comes first.
   4. Keys/Badges not returned will be charged $25 per key/badge.
9. Equipment Use:
   1. School equipment (e.g., AV, pianos) requires prior approval and may include fees.
   2. School supplies and resources, such as paper, copiers, and other consumables, are not available for use by facility renters.  
   3. Users are required to bring all necessary materials and sporting equipment.
   4. All equipment and spaces must be returned to their original condition and properly stored after use.
   5. Equipment must stay on-site unless pre-approved for a District-supported event.
10. Specialized Spaces:
    1. Gyms: Non-marking shoes are required. Food is not allowed. Only indoor sports are allowed.  Indoor soccer is permitted under strict conditions (indoor balls only, in gyms without bleachers only, pre-approval from Facilities Management). Sealed water bottles are acceptable.
    2. Stages: Stages are not included in gymnasium or cafeteria rentals unless explicitly stated in the rental agreement. Additionally, stages are not available for use unless pre-authorized in writing by Facilities Management. Stage rentals will require additional rental fees for adjacent space, gym/cafeteria.
    3. Cafeterias: Catered food is allowed upon approval and coordination prior to use for non-district sponsored activities; no onsite cooking.
    4. Kitchens: Not available for rental or use.
    5. Auditoriums: Limited availability and do not include audio/visual or specialty lighting equipment with rentals.  Use of these systems requires trained District staff, and additional fees will apply if staff are available to operate them.
    6. Outdoor Areas: Must be reserved in advance. Users are responsible for clean-up and portable toilets. Exclusive use of outdoor areas cannot be guaranteed, as most District spaces remain open to the public. Please bring a copy of your rental contract with you on the day of use to help politely resolve any potential conflicts.
    7. Turf and Specialized Athletic Spaces: Must be used in accordance with all posted site signage, in addition to these terms and conditions.
11. Advertising Limitations: Any site advertising must be pre-approved by the building administration and removed at the end of the season.

Purpose: In alignment with Eugene School District 4J’s mission to do what’s best for kids, Tier I approval provides a reduced-cost facility use to non-profit organizations serving 4J students.

1. Eligibility Requirements:
   1. Submit the form requesting Tier I approval annually and meet all form requirements.
   2. Approved Tier I users must submit an annual form request by June 1.  Failure to do so will result in removal from the approved Tier I user list.
   3. Users requesting field or gym spaces are required to attend seasonal Tier I meetings.
   4. Competition must include at least one Eugene School District 4J team.
2. Scheduling:
   1. Submit requests via the online system with full team/coach info, including the coach's phone numbers. Blanket requests will not be approved. Coaches, staff, and students must respect the scheduled time. Do not arrive early or stay late.
   2. Within three weeks of starting the season, Tier I users must submit all requests.  After this window, site availability will open to all user groups.
   3. Cancel unused reservations and notify the Facility Use Coordinator to allow the space to be reassigned.
   4. Tier I users and reciprocal-use agreements will receive priority after District and School-sponsored events, and childcare programs.
   5. Interior building access is not permitted on District-designated "no student" days.
   6. In alignment with the District’s Facility Use Fee Schedule, only days with student attendance will be classified as Tier I use. All summer rental usage when students are not present will be designated as Tier I fees. Interior facility use may also incur additional utility and custodial charges.
   7. School assignments for each season will be made by the facilities staff.  To ensure fair distribution, the number of Tier I users will be evaluated and assigned to schools accordingly.  Past assignments do not guarantee future use of the same space.
3. Fees:
   1. Tier I fees are per season or use and are due at the end of each season or use period.
      1. Fall Season: (September 1st - November 30th) Fees due by January 1.
      2. Winter Season: (December 1st - February 28th) Fees due by April 1.
      3. Spring Season: (March 1st - May 31st) Fees due by June 15.
   2. Summer Season (June 15 – August 31st) Fees due by September 30. Interior facility use may also incur additional utility and custodial charges. Please note: Tier I Summer use is not guaranteed and must be pre-approved before scheduled use.
   3. Late payment may result in loss of Tier I status and denial of use.
4. Site Access Guidelines:
   1. User groups with high use, as determined by the District, will be issued badges with three different access levels and must be tracked on a shared Google sheet set up by Eugene School District 4J.
      1. Coach Badges (Volunteer Staff)
         1. Group name only, limited to the assigned school site.
         2. Access during scheduled weekday practices. No weekend access..
         3. Badges work only during the group's scheduled practice time, Monday through Friday.
         4. Five per site; extras require approval.
         5. The group must track badge assignments.
      2. Supervisor Badges (Seasonal Hired Staff)
         1. Photo ID, name, and organization. Access regional schools
         2. PIN for the security system and weekend use. Valid all week.
         3. Doors should only be overridden when a supervisor is present. Do not prop open exterior doors.
      3. Manager Badges (Permanent Paid Staff)
         1. Photo ID, name, and organization. Access all gym-use schools.
         2. PIN access. Valid all week.
         3. Doors should only be overridden when a supervisor is present. Do not prop open exterior doors.
5. District Field and Building Improvements: Fields are as is at time of use.  Users may need to complete additional preparations or field lines to meet their own standards.
   1. A Tier I user must email facilityuse@4j.lane.edu for pre-approval to make any field or building improvements.
   2. Submit receipts for materials/labor to request fee reductions.  All receipts must be submitted prior to the time fees are due.  Volunteered time and donated materials do not apply towards a fee reduction.
6. Conflict Resolution:  If issues arise:
   1. First, address issues within your organization.  All volunteers, coaches, and parents must direct any questions or concerns to the organization where they are enrolled.
   2. Continued complaints from school staff regarding an organization may result in loss of a specific site use up to or including loss of Tier I status.

For Questions or Assistance:
Email: facilityuse@4j.lane.edu
Phone: 541-790-7406