Facility Rental

Cole R-V School reserves the right to deny or cancel a reservation at any time, without cause or penalty. The District also reserves the right to change reservations to other rooms with the understanding that, if possible, comparable facilities will be provided. The District reserves the right, as permitted by law, to deny any organization use of school facilities if the District reasonably believes the organization and/or its activities may present a danger to the health or safety of the District. 

Scheduled District administered activities shall always have priority over non-District administered activities, even if a non-District reservation has already been approved.   

Damage or breakage occurring in any building or grounds because of activities of an individual or organization shall be paid for by the responsible party. Damages will result in additional charges, a meeting with the group organizer and may result in the denial of future facility rental. 

No weapons, tobacco, e-cigarettes, illegal substances or alcohol is permitted on the school grounds.

Any misuse of the facilities will result in: 

  1. A meeting with the administration

  2. Not being allowed to use the school's facilities for one calendar year (365 days)

  3. No longer being allowed to use the school's facilities permanently 

OVERALL GUIDELINES

School facilities (indoor or outdoor) will be reserved on a first to sign up basis with Cole R-V School students as priority. Any team made up of at least 50% of students from our district (Cole R-V students and/or students that reside in our district) will not be charged a facility rental fee. Any team not consisting of at least 50% of students from our district (Cole R-V students and/or students that reside in our district)  will be charged a $25.00 fee for each 1.5 hour practice slot, and will be allowed to use the facility only if a team from our District does not have a need. The ball field will not be available for use during the school year.

Weekend tournaments: If at least 50% of the host team is district students, (Cole R-V students and/or students that reside in our district) rental charges will be $50.00 for one-day and $100.00 for two-day tournaments. 

If more than 50% of the students on the hosting tournament team are not from our district, (Cole R-V students and/or students that reside in our district) rental charges will be $100.00 for one-day and $200.00 for two-day tournaments.  

Cafeteria rental is only available to our District patrons, scheduled on a first to sign up basis. Cafeteria rental will cost $50.00 for up to four hours usage, and $100.00 for more than four hours.  

Reservation Contact Person & Cleaning Expectations: One person will be assigned as the contact to reserve the facility for the requested dates, make arrangements for key/fob pickup, pay fees, get copies of all guidelines, make arrangements for any special needs for concessions, lights, etc, and get the appropriate Hold Harmless documents signed. A list of custodial duties will be provided to the reservation contact person to be completed prior to the end of the rental.  

RESERVATION PROCESS

After the district patron fills out the Facility/Event Reservation Request form off our school website (www.coler-v.k12.mo.us), the request is forwarded to our school’s Activities Director.  If the request is approved, it is sent to the Central Office to be added to the Facility Reservation calendar.  Central Office personnel will notify the individual of the approved reservation, email them usage guidelines and Hold Harmless documents, and work out FOB deposit and pick up.  

Upon completion of the reservation, Central Office will secure payment, if appropriate, and verify that the borrowed FOB is returned to the school.

USAGE AND CLEAN UP

Softball/Baseball Field

  1. Rake pitcher’s mound area

  2. Rake around bases and base paths 

  3. Level off the batter's box area and rake smooth

  4. TENNIS SHOES ONLY in the batting cages

  5. Batting cages must be swept out and all balls picked up

You WILL NOT have access to:  bases, chalk, water, baseballs/softballs, bathrooms or lights.

Elementary Gym (basketball)

  1. Sweep gym floor before and after use

  2. Basketball shoes are worn on the hardwood floor or a clean pair of tennis shoes

  3. All equipment is put away

  4. Make sure all stools and urinals are flushed 

  5. Make sure lights are turned off and doors are securely shut as you leave

You WILL NOT have access to: basketballs, 5-8 foot goals (unless prior approval by administration), cones or anything out of the coach's office.

Elementary Gym (softball/baseball) 

  1. Sweep gym floor before and after use

  2. Softies are to be used for any hitting stations outside cage area

  3. Use provided rugs for hitting stations and catchers in full catcher’s gear

  4. Use provided carpet for cage use

  5. Clean tennis shoes only on the hardwood floor 

  6. All equipment is put away

  7. Make sure all stools and urinals are flushed 

  8. Make sure lights are turned off and doors are securely shut as you leave 

You WILL NOT have access to: softballs, baseballs, softies or anything out of the coach's office.

*The batting cage carpet and rugs for baseball and softball are located in the closet in the kindergarten hallway*. 

Cafeteria Usage Guidelines (Elementary or High School)

  1. Floors must be swept and spot mopped as necessary, in the cafeteria, hallway and adjoining bathrooms.

  2. Trash must be emptied and taken to the outside dumpster.  In the HS, this is located out of the back HS Gym door.  In the Elementary, the dumpster is just outside the back Elementary Cafeteria door.

  3. Cafeteria rental does NOT include any kitchen usage - except as it relates to cleaning.  No stove, oven or dishwasher usage is allowed.  However, the ice machine in each kitchen is available for your use, as well as the walk-in refrigerator and freezer.

  4. Make sure all stools and urinals are flushed.

  5. Make sure lights are turned off and doors are securely shut as you leave.

Cleaning supplies of broom, dustpan, mop, bucket and trashbags will be provided by the school.

Approved by the Board of Education:  November 17, 2021