Facility Rental Terms & Conditions

TERMS AND CONDITIONS and SPECIAL INSTRUCTIONS for Community Use

General Terms and Conditions Special Instructions for Field Use Special Instructions for Auditorium/Cafetorium Use Special Instructions for Worship Groups

GENERAL TERMS AND CONDITIONS

• RESPECT THE CAMPUS and NEISD STAFF at all times. 
• Renter is allowed approximately one hour per week per team per season for practices.
• If the District should cancel an event and is unable to find an alternative venue, monies already paid by the Renter will be reimbursed, when applicable.
• Cancellation/change fees will be charged (per occurrence) after an event is confirmed (verbally and/or in writing) by the Department of Procurement & eCommerce if a cancelation/change is requested by the Renter.
• The District shall have the right (but not the obligation) to cancel any facility reservation at any time and without prior notice in the event of inclement weather or any other event which may render the use detrimental or harmful to the facility. Failure of the District to cancel the Renter's use of the Premises shall in no way be construed as an implicit representation by the District that use of the Premises shall not be detrimental or harmful to the Premises; the Renter shall be responsible for repairing any and all damage to the Facility which is sustained while the Renter’s use. (This decision may be made by, but not limited to, the Athletic Director, the Principal, or any coach at the School.)
• Any outside activity which interferes with regular school activities is prohibited.
• All fees will be collected by the Department of Procurement & eCommerce prior to the use of any facility. Any additional out-of-pocket costs will be billed to the Renter after the actual hours are calculated and verified.
• All individuals and groups using NEISD facilities shall communicate with the school Principal to the extent necessary to ensure they are aware of all expectations during the course of their utilization of the Facilities.
• Failure to adhere to these guidelines may result in a Renter losing it's facility reservation privileges.

DISTRICT AND CAMPUS RIGHTS:

• Any and all school activities SHALL take precedence over any external facility usage. 
• If, at any point during a reservation period, the Campus Principal or their designee determines that North East Police Department (NEPD) officers are required, the expense for NEPD officers shall be incurred by the reservation.
• The Principal may cancel or move the scheduled event due to campus-sponsored event(s).
• The Principal of the respective school shall have the authority to administer all activities within their respective school.
• The District shall have access to the Premises for any reasonable purpose at all times during the term of the Agreement.

INSURANCE REQUIREMENTS:

• Renter is required to file certificates of insurance with the District prior to the use of the Facilities unless provided otherwise in the Agreement. The required insurance shall be in the amount not less than $1,000,000 (one million dollars) with respect to injuries to or death of persons and with respect to damage or destruction of property. The District must be named an “additional insured” on the policy; the insurance company must be licensed to do business in Texas and have an A.M. Best rating of A; no cancellation, reduction in amount, or material change in coverage shall be effective until at least thirty (30) days after receipt by the District of written notice thereof, the policy shall provide that the insurer shall have no right of subrogation against the district; and the policy shall provide that any losses shall be payable not withstanding any act or failure to act or negligence of the District or any other person.
• 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 a Renter's property.  To the fullest extent permitted by law, the Renter agrees to indemnify and hold the North East Independent School District, its trustees, employees and representatives, harmless from any and all claims for monetary damages or other relief resulting from the Renter's invitees and/or use of the facility as contemplated by this Agreement. Such indemnity shall include defense costs against any such claim incurred by the North East Independent School District and its counsel of record.

 USE OF FACILITY:

• Manager/Coach/Coordinator MUST bring their approved Agreement with them to each and every event listed. 
• All trash MUST be picked up. 
• If equipment is available and if Renter has expressed written authorization to use District equipment, Renter MUST put equipment back where it was originally located (portable standards only).
• Any admission, entrance, concession charges, collections, sales, and/or fees are strictly prohibited at any NEISD facility. 
• NO FOOD or DRINKS (except for water) are allowed in the gym.
• Absolutely, NO CONCESSIONS are allowed. 
• Absolutely, NO MAIN FIELDS (unless expressly identified in the approved Agreement) shall be used; only Open Fields and/or Practice Fields may be utilized. 
• NO animals are allowed other than service animals.
• Portable restrooms are strictly prohibited.
• Renter is only authorized use of, and MUST remain within the Facilities, Area, Dates, and Times identified on the approved Agreement. Should the Renter deviate from the Agreement terms, the Renter may be issued additional charges accordingly. Access to any other portions of the facility is strictly prohibited. 
• Renter is NOT authorized to access the facility prior to and/or after the designated times indicated. Renter 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 Renter’s sole responsibility to ensure that all in attendance of the Event identified herein, to maintain crowd control and ensure that all in attendance are not in unauthorized areas.
• It is the Renter's sole responsibility to ensure that all attending parents/spectators maintain control of their children and keep them out of unauthorized areas. 
• For Field/Outside Use, NO RESTROOM facilities will be available unless expressly identified in the approved Agreement.
• Renter must adhere to any and all custodian’s requests.
• No additions, or changes to existing District facilities shall be made at any time, except with the approval of the Board prior to the time additions or changes are made.
• Renter shall be responsible for the cost of repairing any and all damage to the Facility which is sustained while the Renter’s use to the standards dictated by the District.

PROHIBITED CONDUCT: 

• Use of tobacco products, e-cigarettes, alcohol or other intoxicants on school property is strictly prohibited. Possession of intoxicating beverages on Public School Grounds is a Class C misdemeanor.
• The possession, use or display of any firearms and weapons are prohibited on NEISD facilities and premises, including by any person licensed to carry a firearm unless expressly authorized by the District. 
• Advertising materials and all sales of merchandise is forbidden on public school premises in connection with any meeting.
• Possession of keys to buildings by anyone other than NEISD employees is prohibited, as is the use of any school building without a representative of the school being present.
• No meeting will be held on District property for the purpose of advancing any doctrine or theory Subversive to the Constitution or laws of the State of Texas or the United States, or for the purpose of any entertainment that may be detrimental to the community welfare.
• Food Trucks are strictly prohibited at any NEISD facility.

SPECIAL INSTRUCTIONS FOR FIELD USE

• Absolutely NO vehicles on fields/grounds/grass areas, etc..
• Absolutely NO pets/animals on fields/grounds/grass areas, etc. other than guide dogs/animals assisting impaired individual(s).
• Absolutely NO tailgating of any kind.
• Absolutely NO bar-be-que pits and/or open flames.
• Absolutely no admission, entrance, concession charges, collections, sales, and/or fees of any kind. Exchange of monies is strictly prohibited at any NEISD facility.
• Absolutely NO vehicles parked in unauthorized areas including but not limited to fire lanes.
• The use of any type of tape is strictly prohibited on any and all surfaces at any NEISD facility.
• The use of any type of paint, spray paint, etc. is strictly prohibited on any and all surfaces at any NEISD facility. This also includes, but is not limited to, absolutely no painting/spray painting/etc. of any and all fields at any NEISD facility.
• In cases of inclement weather, updates may be posted on the Facility Rental homepage [ https://www.neisd.net/Page/835 ] and/or sent via email correspondence from the Facility Reservations Office.
• Cancellation of field facilities will be made based on the decision of the Executive Director of the Athletics Department, the Executive Director of Procurement & eCommerce, and/or the Campus Principal.

SPECIAL INSTRUCTIONS FOR AUDITORIUM/CAFETORIUM USE

• NEISD reserves the right to determine whether special custodial (two custodians required per Facility Administrator), security (NEPD required per Facility Administrator), and/or technical assistance (per Facility Administrator) are required during a facility reservation event.
• Concession Stands, Entrance Fees, etc. are strictly prohibited at any North East Independent School District facility.
• The use of any type of fog machine is strictly prohibited at any NEISD facility.
• The use of any type of tape is strictly prohibited on any and all surfaces at any NEISD facility.
• The use of any type of tack is strictly prohibited on any and all surfaces at any NEISD facility.
• In conjunction with AV Teacher/Technician, a crew of approximately six (6) to nine (9) students are required and shall be paid immediately after the event by the Renter through separate remittance at a rate of $10.00 per hour per student as may be required for spotlights, sound, and/or curtain technical support, technical support, etc..  Disclaimer:  Crew/student availability is subject to Campus Administration authorization.  Crew/student hourly rate may also be subject to change by Campus Administration.
• The use of any and all tobacco products, e-cigarettes, intoxicants at any NEISD facility will be classified as disorderly behavior; and further, is in violation of the laws of the State of Texas.
• Absolutely no admission, entrance, concession charges, collections, sales, and/or fees of any kind. Exchange of monies is strictly prohibited at any NEISD facility.
• Absolutely no signs, posters, billboards, etc. shall be posted anywhere at any NEISD facility.
• Absolutely no food or drinks in the Auditorium/Cafetorium spaces.
• The use of any type of paint, spray paint, etc. is strictly prohibited on any and all surfaces at any NEISD facility. This also includes, but is not limited to, absolutely no painting/spray painting/etc. of any and all areas at any NEISD facility.
• The use of glitter, confetti, etc. is strictly prohibited in any and all areas at any NEISD facility.
• The Renter shall contact the Facility Reservations Office (FRO) to coordinate  a facility walk through which shall take place before the scheduled event, if required.
• As a courtesy reminder, Teachers/AV Technicians are off contract during the summer months.
• NEISD will not be responsible for the security or safety of items left after a facility reservation event.

SPECIAL INSTRUCTIONS FOR WORSHIP GROUPS

• Use of Campus Kitchen is strictly prohibited at any NEISD Facility.
• An extra measure of precaution/protection should be taken for baptisms.
• If events are scheduled beyond the contract time, the Renter shall immediately notify Facility Reservations Office (csalaz4@neisd.net).
• If event description differs from that originally scheduled (e.g., picnics, egg hunts, etc.), the Renter shall immediately notify Facility Reservations Office (csalaz4@neisd.net).
• Open flames and/or the use of candles are strictly prohibited at any NEISD Facility.
• Renter takes full responsibility and holds NEISD harmless for items left behind (e.g., sound equipment, electronic equipment, musical instruments, etc.).