Facility Rental

Recognizing that the taxpayers of Polk County have invested significant revenue into school district owned schools and facilities throughout Polk County, the School Board of Polk County encourages shared use of school district owned facilities by the community if such use is of a lawful purpose and does not interfere with the educational or programmatic purpose of the requested School Board owned property. The purpose of the following procedures is to establish the rules and conditions for the use of the School Board of Polk County owned facilities and grounds in accordance with Board policy number 7510.

FEES AND CHARGES

It is understood by the requesting organization that the actual charges shall be made in accordance with the expenses incurred and that the final invoice may vary from the original invoice. This would only be the case at such times that the event runs longer than was scheduled, use of equipment, etc. that was not identified on the initial application, there is damage to the grounds or the facility or any other unforeseen circumstances.

The user group will be responsible for the cost of any damage, vandalism or other alteration to a district owned property which occurs during the scheduled event. The user group will also be responsible for the cost of any additional clean-up above and beyond the custodial fees calculated in the original invoiced agreement. Users who cause damage to District property may be required to submit a damage deposit for future events or may be denied use if the damage or issue is severe.

Fees may be waived, reduced or donations are accepted at the discretion of the principal and approved by district staff prior to the event being held at least 7 days prior to the event.

PROCESS FOR REQUESTING FACILITIES USE

Facility spaces available for reservation are usually limited to public areas and/or assembly spaces. This includes areas such as gymnasiums, common areas, cafeterias, and libraries etc. Classrooms are not generally used due to the potential impact on the educational process. Limited classroom use may be allowed at the discretion of the principal or Facility manager. The principal or facilities manager will establish rules and policies for the use of such areas.

1. Any person or group who wishes to use any school district property or facility must fill out an application at least fourteen (14) days prior to the time of need of the facility or property. The application can be found at the following link: www.faciliton.com/pcps33830. The applicant must agree to the terms and conditions of the application before checkout.
2. If the application is approved, an electronic invoice of charges will be sent to the applicant if payment isn’t made at the checkout. Pre-payment is required at least seven (7) days prior to the event.
3. If you are having a Food Truck at your event, they must fill out an application for the parking lot only as well and provide the following information:
   • Vendors must have a state license from DBPR. (Division of Business and Professional Regulations. Or also referred to as Division of Hotels and Restaurants.)
   • Vendors will need to contact the Fire Department at 863-834-8201 for an inspection of the Food Truck. Must show proof
   • Vendors will need to get with Water Utilities to get a Food Truck Sanitary Sewer Disposable Water Source Form. They can be reached at 863-834-8327 (Gina Graham) or 863-834-8320 (Philip Hart Jr.)

Where a violation is considered egregious, there will be immediate expulsion, and all future requests shall be denied. No refund will be given.

If an applicant does not agree with the decision, they may appeal that decision to the Use of Facilities Director. If the applicant still doesn’t agree with the decision of the Use of Facilities Director, they may appeal to the Superintendent. The Superintendent is the final authority in the appeal process.

Community Rentals of School Facilities

Polk County Public Schools has partnered with Facilitron to offer an online facility request and rental system designed to provide a positive user experience for all. With this system, reservation requests can be submitted easily and processed efficiently. Renters are able to access photos and descriptions, see real-time availability, get estimated quotes and pay online.