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Facilities Use

EGUSD and Faciltron logos
Effective 2/1/2024
EGUSD is pleased to announce Facilitron as the new online facility request and rental system. All applications are to be submitted at least 30 days prior to the event date, no exceptions. If you have any questions, please email
schoolfacilities@egusd.net and staff will be able to assist you.
Effective 6/3/2024
Facility availability is now open for the 2024/2025 school year:
  • Note: Schools will not be able to approve reservations in the 2024/2025 school year until they have finished setting up their own site calendars.  
  • This could potentially be as late as 30 days before your first event on a reservation.  
  • Performing Arts Centers at Sheldon High School and Cosumnes Oaks High School are available for reservations from 8/1/2024 to 7/31/2025.
The District is pleased to make school facilities available for rental when they are not being used for school programs and activities. The Facility Use Office coordinates with community members, groups, and organizations to use our facilities for athletic events, fundraisers, neighborhood meetings and more. Note: All outside events require a permit.

Facilities Use Information

Facilities Use Information

With the new system, Facilitron, reservation requests can be submitted easily and will be handled more efficiently. Renters will be able to access photos and descriptions, see real-time availability, get estimated quotes and pay online.
 
You can view and request all district facilities at: https://www.facilitron.com/egusd95624
 
Although the process of requesting/approval/management of facility use is now digital, what’s implemented on Facilitron, remains the same as dictated by the District’s board policies on facility use. The district’s administrative staff makes final decisions on all facility use requests. 
 
 
Facilitron will assist with the set-up of organizations and user accounts along with verification of non-profit status (if applicable). Facilitron will also collect payment and proof of insurance (certificate of insurance) on the District’s behalf. Payments can be submitted conveniently on Facilitron. Payment options include major credit cards, checks, ACH/eCheck, and PayPal. Proof of insurance (certificate of insurance) can also be conveniently uploaded into the system, and/or obtained directly through Facilitron.
 
The only way to request the use of a district facility is by creating a Facilitron account and submitting a request online. 

Facilities Use Fee Information

Facilities Use Fee Information

Revenues generated by the new fees will be used to maintain the fields, gymnasiums, multipurpose rooms, and other district facilities that incur wear and tear produced by usage beyond the curricular day. Funds will also be designated for the replacement of supplies that are consumed during community activities and equipment that may deteriorate over the course of time as a result of greater than expected use.
 
How to Submit a Facilitron Request

How to Submit a Facilitron Request

For those who had reservations with the District prior to Facilitron, accounts have already been created on your behalf, and an automated email has been sent to you to create a password to access your renter account. If you need any assistance setting up an account and/or submitting a facility use request, you can contact Facilitron directly at: support@facilitron.com, or by calling 800-272-2962, you can also contact the District at: schoolfacilities@egusd.net or by calling (916) 686-7771 Ext. 67030 or Ext. 67048.

Frequently Asked Questions

Frequently Asked Questions

When will sites become available for the next school year?

First weekday in May at 12:00 PM for group spaces like cafeterias, libraries, and sports-related facilities. The last week in May will be an in-person lottery for the Performing Arts Centers at Sheldon and Cosumnes Oaks High Schools.

What is the availability of sports-related facilities?

See the current year schedule for multi-purpose rooms, gyms, fields, and stadiums.
2024-25 Community Sports Availability Schedule

With a first come first serve system, when do I know my requested dates and times are reserved?

Payment of the application fee confirms and reserves the requested dates and times.

Facilitron is asking for 50% down when I go to checkout, what is the minimum payment I can make?

To reserve your requested dates and times, the only initial payment needed is the application fee.

When is the 50% deposit required?

To receive final approval on your reservation, the 50% deposit is required 30 days before your event.

When is the balance of my reservation due?

The very latest you can pay your balance and not have your reservation canceled is 72 hours before your event. If you have a recurring reservation over the year, you can pay in installments before your next upcoming event date.

What is the refund policy?

The application fee and any related processing fees are non-refundable. All other fees are refundable when they meet the cancellation policy.

What is the cancellation policy?

Cancellations must be completed through Facilitron seventy-two (72) hours prior to an event. Failure to provide timely notice will result in forfeiture of any deposit for the canceled event.

School Events with Vendors Facility Use

School Events with Vendors Facility Use

All school events that take place before or after school hours with vendors please complete the Use of Facilities Vendor Participation Procedures.

School-site food fair events where food organizations bring food onto the campus are not subject to these procedures. In the case of food fair events, the school site is responsible for ensuring that documentation of appropriate liability insurance and valid health permits are obtained for each event.
 

Insurance Requirements for all Facility Use

Insurance Requirements for all Facility Use

The Risk Management Department determines the insurance requirements for all facility use activities. The type and limits of insurance required depend upon the nature of the activities to be conducted on district property. The typical terms and requirements are below:
 
Indemnification and Hold Harmless: The applicant agrees to indemnify, hold harmless and defend EGUSD, its officials, employees, volunteers, students and guests from any and all losses to the applicant’s and district’s property, persons and claims arising from the applicant’s use of said facility.
 
Insurance
The applicant agrees to enforce its indemnity and hold harmless obligations, and obtain and maintain in full force for the duration of this agreement, insurance respective of the applicant’s use of said facility. Applicant’s insurance policy shall be at a minimum, Comprehensive General Liability, with limits no less than $2 million on a per occurrence basis, and $4 million in the aggregate. EGUSD shall be listed as Additional Insured endorsed to said policy, and such insurance shall be primary. Insurance shall be evidenced by a Certificate of Insurance, with the Additional Insured endorsement attached.
 
 
If you are unable to provide insurance, special event insurance may be available to purchase, depending upon the nature of the activity.
 
A copy of current insurance information with the endorsement to the district as Additional Insured should be included with the application to expedite the process.
 
For insurance requirement questions, please contact:
Sherrey Giberson, Risk Management Technician Lead
sgiberso@egusd.net | (916) 686-7775 Ext. 67019
 
FAX:
(916) 685-2606
 
Address:
Risk Management Department – Room 203
Robert L. Trigg Education Center
9510 Elk Grove Florin Road
Elk Grove, CA 95624