Use of Facilities Application Packet

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2016-17

Use of Facilities

Application Packet

Facilities Department

388 Wethersfield Avenue

Hartford, CT 06114

Tel: 860-695-3223 Fax: 860-722-8362

Newth001 @hartfordschools.org

IMPORTANT INFORMATION

1. All applications must be submitted 60 days (or more) prior to the date requested for the

event with all required documentation requested. Please note that there is a three (3)

hour minimum usage that must be met to use the school facility.

2. Fifteen (15 business days) must be allowed for a reply from the Facilities Department.

Please note that completion of application does not constitute approval of usage at any of

the school facilities. DO NOT PROCEED with any advertising or ticket sales until you have

received a written confirmation letter for the requested usage of the school facilities.

3. All persons or organizations are responsible for viewing the school facility they are interested

in using before submitting an application for processing to the Facilities Department.

4. Applications from Non Profit Organizations require the following documents to be attached

to the application for processing:

• Internal Revenue Service Identification Number issued by Dept. of Treasury

• State of Connecticut, Tax Exemption Permit issued by Dept. of Revenue Services

• State of Connecticut, Charitable Funds Solicitation, Certificate of Registration

5. The City Of Hartford and Hartford Public Schools requires all persons or organizations to

submit a Certificate of Insurance. Refer to the page on Certificate of Insurance and Hold

Harmless Agreement.

6. Spaces available are auditoriums, cafeterias, all purpose rooms, gymnasiums, field houses,

athletic fields and parking lots. Refer to the page on Schedule of Fees for cost per space.

7. IMPORTANT: All events are required to have security coverage. Security must be

provided through Hartford Public Schools Security Department (please see Schedule of

Fees for hourly charge per security officer) ..

8. Please note that all school functions conducted under the direction of School

Principals or teachers have precedence in granting the use of school buildings.

9. The staffing needs for events will be determined by the Facilities Department and the

school's Head Custodian at all times.

10. All entertainment events that are using extra lighting and heavy musical sound system are

required to have electrical hook-up and take-down at an additional cost to prevent power

outages in the school building.

11. The use of kitchen facilities requires for a Hartford Public Schools Food Service staff to be

present at an additional cost. Please contact the Hartford Public Schools Food Service

Department at (860) 695-8490.

12. Payment must be received by organizational check, money order, or certified bank check

before or on the due date of your invoice, based on an estimate of fees. Please include a

copy of your invoice with payment. Please note that a $35.00 return check fee will be

applied to your invoice for non-sufficient fund checks.

13. The City Of Hartford Ordinance requires notification of public gatherings and activities to the

HARTFORD POLICE DEPT. It is the person or organizations responsibility to advise the

Hartford Police Department of their event.

CERTIFICATE OF INSURANCE AND HOLD HARMLESS AGREEMENT GUIDELINES

STEP I The person signing the Application for Use of Facilities on behalf of the

outside organization is responsible for handling this request.

STEP II

Contact your insurance Carrier/Broker for Certificate of Insurance that

includes the following:

o Minimum coverage limits listed below

o Name the City of Hartford and the Hartford Board of Education as

the certificate holder and additional insured on a primary and

non-contributory basis

Waiver of subrogation

Certificate holder Address:

388

Wethersfield Avenue, Hartford,

CT 06114

STEP III Email, fax or mail the certificate of insurance with the completed Use of

Facilities application to:

Hope Newton, Facilities Management Specialist

Hartford Public Schools - Facilities Department

388 Wethersfield Avenue

Hartford, CT 06114

(860) 695-3223

(860) 722-8362 fax

[email protected]

MINIMUM COVERAGE

LIMITS Please adhere to the following coverage limits or higher:

GENERAL LIABILITY

o $1,000,000 Each Occurrence

o $1,000,000 Aggregate

UNACCEPTABLE WITHOUT THE FOLLOWING HOLD HARMLESS CLAUSE ON

ORGANIZATIONS LETTER HEAD

(ORGANIZATION) will at all times hold harmless the City of Hartford, CT,

its employees, agents or servants from any and all legal liabilities which

may arise as a result of any occurrence, negligence or otherwise at the

(FACILITY) i.e., auditorium, gymnasium, parking lot, etc.) of the

(SCHOOL), Hartford, CT.

INSURANCE Please direct all technical questions regarding the certificate of Insurance to

QUESTIONS Hartford Public Schools Risk Management & Insurance Services Division,

960 Main Street, 9

Floor, Hartford, CT 06103

Telephone (860) 695-8644

HARTFORD PUBLIC SCHOOLS LISTING

HIGH SCHOOLS:

SCHOOL NAME

ADDRESS

ZIP

Bulkeley High School

300 Wethersfield Avenue

06114

Hartford Public High School

55 Forest Street

06105

MIDDLE SCHOOLS:

SCHOOL NAME

ADDRESS

ZIP

Achievement First Hartford School

305 Greenfield Street 06112

Asian Studies @ Bellizzi School

215 South Street

06114

ELEMENTARY SCHOOLS:

SCHOOL NAME

ADDRESS

ZIP

Batchelder School

757 New Britain Avenue

06106

Betances School 42 Charter Oak Avenue

06106

Breakthrough II Magnet

395 Lyme Street

06112

Burr School

400 Wethersfield Avenue

06114

Clark School

75 Clark Street 06120

Expeditionary Learning Academy

101 Catherine Street

06106

Moylan School

Kennelly School

180 White Street 06114

Latino Studies Academy @ Burns

195 Putnam Street

06106

School

McDonough School 111 Hillside Avenue

06106

MD Fox School 470 Maple Avenue 06114

Milner School 104 Vine Street 06112

ML King School

25 Ridgefield Street

06112

Montessori & S.T.E.M

Fisher School

280 Plainfield Street

06112

Naylor School

639 Franklin Avenue

06114

Noah Webster Magnet School

5 Cone Street 06105

Parkville Community School 1755 Park Street 06106

Rawson School 260 Holcomb Street

06112

Sanchez School

176 Babcock Street 06106

SAND School 1750 Main Street

06120

Simpson Waverly School

55 Waverly Street

06112

S.T.E.M

Dwight School 585 Wethersfield Avenue

06114

Wish School

350 Barbour Street

06120

Other School Sites:

The Center for Adult Education

110 Washington Street

06106

SCHEDULE OF FEES

EFFECTIVE JULY 1, 2011

FEE FOR CUSTODIANS

FEE FOR SECURITY

MONDAY-SUNDAY

$40/HR PER PERSON

$35/HR PER PERSON

Please note that custodial and security services are not included in rental fees listed!

PROFIT

NON-PROFIT

RENTAL FEES

HIGH SCHOOLS

Auditorium

$300 for 4 hours

$150 for 4 hours

$25 per hour for each additional hour

$150 for 4 hours for each additional day

$75 for 4 hours for each additional day

$25 per hour for each additional hour

Field Houses:

$300 for 4 hours $150 for 4 hours

$25 per hour for each additional hour

Bu/ke/ey High School

Hartford High School

$300 for 4 hours for each additional day $150 for 4 hours for each additional day

$25 per hour for each additional hour $25 per hour for each additional hour

Conference Room $200 for 4 hours

$100 for 4 hours

$25 per hour for each additional hour $25 per hour for each additional hour

$100 for 4 hours for each additional day

$50 for 4 hours for each additional day

$25 per hour for each additional hour

Cafeteria

$100 for 4 hours

$50 for 4 hours

$10 per hour for each additional hour

$50 for 4 hours for each additional day

$25 for 4 hours for each additional day

$10 per hour for each additional hour $10 per hour for each additional hour

Single Room $50 for 4 hours

$25 for 4 hours

(classrooms) $10 per hour for each additional hour

$10 per hourfor each additional hour

$25 for 4 hours for each additional day

$10 per hour for each additional hour

MIDDLE SCHOOLS

Auditorium

$200 for 4 hours

$100 for 4 hours

$25 per hour for each additional hour

$100 for 4 hours for each additional day

$50 for 4 hours for each additional day

$25 per hour for each additional hour

Gymnasium

$150 for 4 hours

$75 for 4 hours

$25 per hour for each additional hour

(Some schools

have two

$75 for 4 hours for each additional day

$50 for 4 hours for each additional day

gymnasiums)

$25 per hour for each additional hour

Cafeteria

$100 for 4 hours

$50 for 4 hours

$10 per hour for each additional hour

$50 for 4 hours for each additional day

$25 for 4 hours for each additional day

$10 per hour for each additional hour $10 per hour for each additional hour

Single Room $50 for 4 hours

$25 for 4 hours

(classrooms)

$10 per hour for each additional hour

$25 for 4 hours for each additional day $25 for 4 hours for each additional day

$10 per hour for each additional hour $10 per hour for each additional hour

ELEMENTARY

SCHOOLS

Auditorium $200 for 4 hours

$100 for 4 hours

$25 per hour for each additional hour

$100 for 4 hours for each additional day

$50 for 4 hours for each additional day

$25 per hour for each additional hour $25 per hour for each additional hour

Gymnasium

$100 for 4 hours $50 for 4 hours

$10 per hour for each additional hour $10 per hour for each additional hour

$50 for 4 hours for each additional day

$25 for 4 hours for each additional day

$10 per hour for each additional hour

Cafeteria

$100 for 4 hours

$50 for 4 hours

$10 per hour for each additional hour

$50 for 4 hours for each additional day

$25 for 4 hours for each additional day

$10

per hour for each additional hour

$10 per hour for each additional hour

Single Room

$50 for 4 hours

$25 for 4 hours

(classrooms)

$10 per hour for each additional hour

$25 for 4 hours for each additional day

$10 per hour for each additional hour

CONDITIONS OF USE

1. The person or organization must accept full responsibility, including financial, for school

facility or equipment when these are rented and/or loaned to them. All facilities must be left

in good condition. The person or organization must designate to the Facilities Department,

the onsite person responsible for the use of facilities, the conduct of participants and/or

spectators.

2. All persons or organizations utilizing the school facility shall be responsible for proper

supervision of the event as well as for any damages to the building or equipment loaned.

3. All persons or organizations utilizing private security companies must ensure and be

responsible for proper security presence in all areas used of the school facility.

4. All persons or organizations utilizing the school facility must notify the school's Head

Custodian and the Facilities Management Specialist of any time change of their event,

whether the event ends earlier or later than originally requested.

5. All persons or organizations using the school facility must exit the building by 12-midnight.

6. All persons or organizations are responsible for submitting setup requests to the approved

school facility's Head Custodian one week prior to the event. No setup requests will be

honored the day of the event.

7. The use of school electronic or audio visual equipment is only permitted by the School

Principal or designee.

A formal request will need to be submitted for school equipment

usage on the organization's letter head.

8. SMOKING is prohibited in any school facility and property at all times.

9. ALCOHOLIC beverages are prohibited in any school facility and property at all times.

10. NO refreshments or food are allowed in auditoriums, classrooms, gymnasiums or field

houses at any time. Refreshments and non-alcoholic beverages may be served in the

cafeteria only.

11. The cooking of any food is prohibited within the school and on the outside premises

of the facility due to Health and Safety regulations. All food must be pre-cooked

before its brought to the facility.

12. Decorations of a possible flammable nature are prohibited in any school facility. If doubtful

of decorative material, please contact the local fire marshal's office for verification.

13. Fire and safety regulations must be observed and practiced at all times. Seating

capacities are available.

14.

Parking is limited to desiqnatsd parking areas. Parking is prohibited on the school

facility's athletic fields, grass, sidewalks, landings, and fire lanes.

15. The use of field houses or gymnasiums for athletic events, participants must wear the

appropriate footwear.

16. All athletic fields or other school grounds must be vacated half-hour beyond dusk for any

events.

17. School facilities will not be available for outside use on major holidays and when

schools are closed due to inclement weather.

HARTFORD

PUBLIC SCHOOLS

Where the future is present

Please attach all required documentation

application

avoid delays in processing

2016-17 SCHOOL YEAR --

(July

1,2016

to June

30,2017)

Non-Profit:

Profit:

EmaillFaxlMail Application to:

Tax Id#:

Hope Newton,

(Please attached Tax ID form)

Facilities Management Specialist

Name of Organization:

School Requested:

Address of Organization: Facility Requested (space):

City, State, Zip Code:

Days & Dates Requested:

Phone and Fax Number of the Organization: Time of entry: Start time of event:

Name of Contact Person and Title:

Time of exit: End time of event:

Phone of Contact Person: E-mail and/or Website of Organization:

Who are the Participants:

Hartford Residents

(What%: __ )

Children

Adults

Both

Non-Hartford Residents (What %:

)

Description of Program:

Signature of Contact Person: Date:

FOR FACILITIES DEPARTMENT USE ONLY

(DO

NOT WRITE BELOW):

Facilities Department Signature: Comments/Special Instructions:

Date:

Approved

Denied

Principal's Signature:

Invoice

Date:

Estimated Fees:

Approved

Denied

Copies to: Principal

Facilities Files

FIELD HOUSE/GYMNASIUM USAGE AGREEMENT

Name of Organization:

Days and Dates:

Times requested:

Field house and gymnasiums are available to outside persons or organizations under the

following conditions:

1. For students under the age nineteen (19) there must be (1) adult for every ten (10) children;

2. A roster of the participants must be provided to the Facilities Department;

3. Sneakers are the only acceptable footwear allowed on the gym floor when participating in

sports activities;

4. Food or snacks of any kind are prohibited in the field house, gymnasium or locker rooms;

5. Smoking of any kind is prohibited in the building;

6. Masking, electrical or any type of floor tape with heavy glue adhesive is not allowed on the

gym floor for markings;

7. The field house or gymnasium should be left in good condition; and

8. The custodian on duty should be visible and informed of all activities taking place in the field

house or gymnasium during the event.

Failure to comply with any of the above listed conditions will result in the termination of usage.

Persons or Organization:

Signature

Date

Head Custodian:

Signature

Date

Facilities Department:

Signature

Date

HOLD HARMLESS SIGN OFF SHEET

IMPORTANT: Failure to return sign-off sheet with your completed application for use of facility

will result in cancellation of your privileges to use the Hartford Public School's facility.

Group Name: will at all times Hold Harmless The

City of Hartford and Hartford Public Schools, its employees, agents or servants from any

and all legal liabilities, which may arise as result of any occurrence, negligent or otherwise at

(SCHOOL NAME) field house or gymnasium.

TYPE OR PRINT CLEARLY

NAME OF EACH PLAYER

SIGNATURE