information for the community

Facility Rentals: FAQs

To help organizations better understand the Facility Rental process, these FAQs have been provided for your convenience.

[ Auditorium Capacity ] [ Use of School Facility Policy ] [ Contact Information ]

NOTICE: THE FACILITY RESERVATIONS OFFICE IS AUTHORIZED TO RECEIVE FACILITY USAGE REQUESTS FOR THE 2013 - 2014 SCHOOL YEAR BEGINNING NO EARLIER THAN WEDNESDAY, JULY 31, 2013 AT 12:01 AM. IF THE OFFICE RECEIVES ANY REQUESTS BEFORE THIS AUTHORIZED DATE/TIMEFRAME, THE REQUEST WILL, UNFORTUNATELY, NOT BE PROCESSED AND BE RETURNED TO THE REQUESTOR. THANK YOU FOR ATTENTION AND CONTINUED COOPERATION. THANK YOU, IN ADVANCE, FOR CONSIDERING NORTH EAST INDEPENDENT SCHOOL DISTRICT FOR YOUR FACILITY RESERVATION NEEDS.

 1.  Who is eligible to rent a North East Independent School District facility?

ANSWER: All non-campus groups utilizing North East Independent School District buildings must be a IRS non-profit organizations that are based in and serve the residents of NEISD. Athletic facilities are available only to youth-oriented groups. Facilities are not available to individuals and are not to be used for fund-raising purposes, whether non-profit or for-profit.

 2.  What areas of a campus are available to outside (non-campus) groups?

ANSWER: Auditorium, cafeteria, commons areas, middle school gyms, elementary school gyms, and elementary school fields are the areas most often rented by the northeast community. The Facility Reservations Office is not authorized to rent the high school level athletic facilities. Please feel free to contact the Athletics Department at 491-6100 for procedures, authorization, and pricing of those high school athletic facilities.

 3.  May my organization contact a campus to request the use of a facility?

ANSWER: Students and Teachers are NEISD's first priority at every campus; therefore, any request to use a facility should be directed to the Department of Procurement & eCommerce. Complete and forward the Facility Use Request form. Click HERE to obtain access to the form.

 4.  How much will my organization be charged for use of a facility?

ANSWER:  Click HERE to obtain access to the Facility Usage Fee Schedule.

NOTICE: Implemented during the 2012 - 2013 school year, the processing fee changed from $10.00 to $20.00. Thank you for your attention.


NOTICE
: Cancelation/Change Fee(s) will be assessed (at $50.00/Per Occurrence) after an event is confirmed by the Department of Procurement & eCommerce if a cancelation/change is requested by the Organization.


DISCLAIMER
: An additional thirty (30) minutes before a scheduled event and one (1) hour after a scheduled event shall be added to Invoices. This additional time is required on all scheduled events for custodial staff preparation(s) and clean-up.

5. If a facility request is approved, what is the earliest my organization may gain access to utilize a facility during the week?

 

ANSWER: Due the NEISD's KIN Program (AfterSchool Child Care Program), the absolutely earliest that any outside organization may have access to any NEISD Facility is 6:30 pm. Additionally, Organizations MUST adhere to the contract terms of a FACILITY RESERVATION CONFIRMATION. Organizations are only authorized to the Area(s), Date(s), Start Time, and Stop Time as identified in the Facility Reservation Confirmation. Failure to adhere to this policy may result in an Organization losing its facility reservation privileges. Any remittance submitted for the use of facility is non-refundable.

 

6. What category does my organization fall under?

ANSWER: Each organization falls under a specific category code based upon organization membership. The categories and examples of each are as follows:

Category I - Direct School Support Organizations - Parent-Teacher Associations, Booster Clubs, Band

Parents, etc.
Category II - Youth Organizations - Boy Scouts, Girl Scouts, Camp Fire Girls, YMCA, YWCA, etc.
Category III - Nonprofit Community Service-Oriented Organizations - Volunteer Fire Departments, Volunteer Neighborhood Associations, etc.
Category IV - Nonprofit, Noncommercial Organizations - Homeowners Associations, Churches, etc.
Category V - Governmental Entities - City of San Antonio, Bexar County, Federal, State and Local Legislators, etc.
Category VI - Universities, Colleges - Texas A&M, Concordia University, etc.
Category VII - For Profit, Commercial Organizations - Businesses, Corporations, etc.

7. How does my organization obtain approval to utilize and rent the 8750 Tesoro Drive facility meeting rooms?

ANSWER: The Department of Procurement & eCommerce is not authorized to rent this venue. Contact Adult & Community Education at (210) 657-8866 for guidelines, pricing, contract, and any additional information that may be necessary.

8.  How does my organization obtain the insurance policy that NEISD requires for use of a facility?

ANSWER: Contact your Insurance Agent/Provider with the insurance requirements. All Organizations must submit a proof of Certificate of Liability Insurance at the same time the Facility Use Application Form is submitted.
A Certificate of Liability Insurance may be obtained as a separate policy or as a rider. North East Independent School District MUST be listed as an "Additional Insured" on the Certificate of Liability Insurance and a copy of the Additional Insured endorsement/policy language must be attached. The minimum limits of liability are $1,000,000. North East Independent School District is not responsible for injuries to participants and/or spectators and is not responsible for damage to and/or loss of an Organization's property.

9.  Why does NEISD need to be named as the insured or as an additional insured?

ANSWER: Periodically, the Facility Reservations Office gets this question. The District requires all Organizations utilizing/renting an NEISD facility to provide a Certificate of Liability Insurance for general liability coverage, naming North East ISD an an additional insured. The District's goal is to protect the interests of the schools and taxpayers, in case litigation develops from an activity associated with with the Using Organization's rental of the NEISD facility, so as to provide for the District's legal defense costs and insurance coverage.

10.  May my organization use a NEISD facility to hold a fund-raising event?

ANSWER: Our campus facilities are not to be used for fund-raising by non-NEISD groups, regardless of whether the event is for charity or is benefiting a non-profit group. Any admission, entrance, and/or concession charges, collections, sales, and/or fees are strictly prohibited at any NEISD facility.

11.  How much advance notice is recommended to reserve a facility?

ANSWER: Requests for building use should be received by the Department of Procurement & eCommerce no less than two (2) weeks prior to your event. This time is necessary to contact and verify availability with the school, schedule custodians and other workers that need to be on duty, and complete paperwork in a timely manner so that all necessary departments may be notified. Additional time during the summer months may be needed. Please allow as much time and planning possible during the summer months.

 12.  Is it possible to rent a high school auditorium?

ANSWER: Auditoriums are in constant use during the school year, not only by our drama and music students, but also for school and district meetings, parent nights, awards nights and other school events; therefore, rental use may be limited during the school year.

 13.  May I reserve the black-top for my team's practices?

ANSWER: Most open black-tops, courts, etc. on our school grounds are available for public use after school business hours, after 6:30 pm. They may be utilized for the purposes for which they are intended. Groups who use any school property must follow all school district policies. A Facility Usage Request Form MUST be submitted for the use of the facility. Click HERE to obtain access to the form.

 14.  May my organization rent a high school gym/field?

ANSWER: Unfortunately, the high school gyms/fields are not available for public use due to high volume campus use. The Facility Reservations Office is not authorized to rent the high school level athletic facilities. Please feel free to contact the Athletics Department at 491-6100 for procedures, authorization, and pricing of those high school athletic facilities.

 15.  My teams consist of middle school-aged children, may my organization rent an elementary school facility?

ANSWER:
  Due to the protection and safety of elementary school-aged and middle school-aged children, facility use is not granted.

 16.  My teams consist of elementary school-aged children, may my organization rent a middle school facility?

ANSWER:
Due to the protection and safety of elementary school-aged and middle school-aged children, facility use is not granted.

 17.  How should my organization submit remittance?

ANSWER: Remittance should be made payable to North East Independent School District and delivered no less than ten (10) days before event date to NEISD Department of Procurement & eCommerce 8961 Tesoro Drive, Suite 317 San Antonio, Texas 78217.

 18.  My organization is considering holding its venue in an auditorium. What is the seating capacity in an auditorium?

ANSWER: Please see approximate seating capacity below for each facility identified.

AUDITORIUM CAPACITY
High Schools
Churchill
800
Lee
600
MacArthur
600
Madison
700
Reagan
900
Roosevelt
700
Johnson
700
 
Middle Schools
Bradley +
375
Bush +
475
Driscoll +
550
Eisenhower
500
Garner
725
Harris +
450
Jackson +
275
Krueger
400
Lopez +
600
Nimitz
450
Tejeda +
450
White +
300
Wood +
325
+ Cafetorium Style Seating

 19. My sports organization consists of adult participants. May the organization use an NEISD sports facility?

ANSWER: Athletic facilities are available only to youth sports groups.

 20. May the sports organization use an NEISD sports facility for practices?

ANSWER: Per NEISD policy and procedure, Youth Sports Organizations are limited to approximately one (1) hour per week per team. However, due to limited District resources, limited available space, on-going construction projects, and simply the growing number of outside youth sports organizations within NEISD boundaries, Youth Sports Organizations will be asked to play half-court (basketball/volleyball) or share field space (football, baseball, soccer) within their Organization.

21. What are some of the general guidelines for the youth organization utilizing an NEISD facility for practices?

ANSWER:

*RESPECT THE CAMPUS AND STAFF.
*Organization MUST provide proof of Certificate of Liability Insurance naming NEISD as an additional insured in the amount of no less than $1,000,000.
*Org's are allowed one hour per week per team.
*If at any point during a Reservation period the Campus Principal or their designee determines that NEPD is required, the expense(s) for NEPD shall be incurred by the Org.
*Any admission, entrance, and/or concession charges, collections, sales, and/or fees are strictly prohibited at any NEISD facility.
*Manager/Coach/Coordinator MUST bring this Confirmation with them to each and every event listed.
*Any and all school activities SHALL take precedence over any facility usage contract/confirmation.
*All trash MUST be picked up.
*If Org has authorization to use District equipment, Org MUST put equipment back where it was originally located (portable standards only).
*Org MUST leave at the designated time indicated.
*Absolutely, NO CONCESSIONS are allowed.
*NO FOOD or DRINKS (except for water) allowed in the gym, if applicable.
*Absolutely, NO MAIN FIELDS shall be used; only PRACTICE FIELDS shall be utilized.
*NO animals allowed, other than guide dogs assisting the visually impaired individual.
*Access to any other portions of the venue are strictly prohibited other than those specified on the FACILITY RESERVATION CONFIRMATION.
*Org MUST remain within the relegated area(s) of the Facility Reservation Confirmation.
*DO NOT enter any portion of the facility other than that indicated on this Confirmation.
*Org's MUST NOT start until the designated date and time and MUST leave at the designated date and time.
*DO NOT enter the gym office or any other portion of the facility.
* It is the Org's sole responsibility to ensure that all attending Parents maintain control of their child(ren) and keep them out of unauthorized areas.
*For Field/Outside Use, NO RESTROOM facilities will be available.
*Adhere to any and all custodian’s request.


Failure to adhere to these guidelines may result in an Organization losing its facility reservation privileges

 

Please also refer to North East ISD Policy links below - GK Community Relations - for any additional information needed.

GKA (Local) - Conduct of School Premises

GKA (Legal) - Conduct of School Premises

GKD (Local) - NonSchool Use of School Facilities

GKD (Legal) - NonSchool Use of School Facilities

CONTACT INFORMATION:

Susanne Baker
Facility Reservation Specialist
Department of Procurement & eCommerce
8961 Tesoro Drive, Suite 317
San Antonio, Texas 78217
Telephone: (210) 407-0398
Facsimile: (210) 804-7134

Cindy Salazar
Facilities & Business Marketing Coordinator
Department of Procurement & eCommerce
8961 Tesoro Drive, Suite 317
San Antonio, Texas 78217
Telephone: (210) 407-0396
Facsimile: (210) 804-7134

Any questions or comments should be directed to the Web Page Coordinator.

UPDATED: October 21, 2013