NHCS Facility Use - New Hanover County Schools

Report
Step 1: Facility Use Application
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Applications can be found on the Facility Use web page along
with NHCS Facility Use Procedures and Board Policy 4500
www.nhcs.net
A Certificate of Liability Insurance naming New Hanover
County Board of Education as the Certificate Holder must be
acquired for any rental event
The Insurance should be in the amounts of $1,000,000 per
occurrence and $2,000,000 annual aggregate
Proof of Non-Profit Status, must be submitted if applicable
All request must be submitted to The Facility Use Coordinator
You may submit application via email, fax, mail or school mail
Email to [email protected] or
Fax to 910-254-4479 or
Mail to 6410 Carolina Beach Road, Wilmington , N. C. 28412
Step 2: Facility Use Request
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Once a request is received by Facility Use
An Application package is sent ( containing Facility Use Application, Facility
Use Standard Terms and Conditions , and Board Policy 4500 Community
Use Of School Property And Facilities)
The completed application should be returned to the Facility Use
Department.
The request is then sent to the Principal, Asst. Principal or Athletic Director
for review
The school will check for availability and staffing for this event
Once approved or disapproved the group is contacted with the decision by
the Facility Use Coordinator
If approved a contract is prepared and a Certificate of Liability Insurance and
Proof of non-profit status is needed if applicable
We use the Event Management System or EMS to make all contracts.
We next send the completed contract to the group requesting the Facility for
review, signature and payment
Step 3: Facility Use Request
A. Once payment is made and contract is signed, the
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contract is valid
Then a receipt of payment and a deposit form are
prepared, then the check and deposit form are taken to
the Finance Department
The signed contract is sent to the school and a copy is
sent to the group renting the Facility for their records.
The school should then notify our Energy Manager’s
Department of an inside event at their school. So that air
or heat will be available.
The event is now ready to proceed
Step 4: Facility Use/ Minnie Evans
A. Minnie Evans Art Center
B. Information about the Minnie Evans Art Center can be
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found on the NHCS website
Jacqueline Booth is the General Manager
Minnie Evans Art Center is for performing arts only
Outside use must be approved by the MEAC Committee
The committee currently consists of : Bill Hance,
Georgeann Hass, Emma Jackson, Roy Turner, Jacki Booth,
Jackson Norvell, Patrick McCarty and Frankie Pollock
Step 5: Facility Use / Guidelines
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No Tobacco Products on school property
No Pets
No Alcohol
No Foul Language
Must wear Appropriate attire for events
Enter and Exit at agreed upon times
Rental contracts must be completed at least 1 week
prior to event date
Step 6: Facility Use / Guidelines
All fees must be paid at this time
Report any unsafe condition
Be Respectful of the school and staff
New Hanover County Schools has priority over any and
all rental agreements
5. All parties must agree to “Hold Harmless” the NHCS for
any and all accidents or incidents that take place during
said rental
6. NHCS has the right to cancel any facility agreement at
any time for any reason
7. Cancellation made prior to one week of rental date will
receive a full refund
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Step 7: Facility use / Information
 The NHCS Facility Use Department as part of our
desire to serve the community, has established a
facility rental policy that allows employees and nonemployees to rent out specific parts of NHCS building
and grounds. The NHCS reserves the right to amend
this policy at any time. In addition, NHCS reserves the
right to cancel any agreed upon facility usage
agreement at any time for any reason. With that said,
only in rare circumstances would the NHCS have to
void an agreement

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