• SPS Facility Use 

     

     

    Our facilities are community facilities. We can allow the use of our facilities for programs that benefit the community when they are not needed for our regular educational programs.

    However, certain restrictions and requirements apply to protect public property and educational funding. We cannot allow the use of facilities for private events such as: 

    • Weddings
    • Receptions
    • Birthday parties
    • Anniversaries
    • Family reunions
    • Baby showers 
    • Similar activities

     

    Calendar Considerations, Cancelations and Denials

    • No requests will be considered on dates when schools and offices are closed, as published on the SPS Calendar. This includes organization rentals with long-term agreements.
    • In addition, when schools are closed due to inclement weather, all facility use agreements are canceled. Users are responsible for notifying their memberships.
    • We also cannot allow the use of any new school during its first year of operation (so that we can assure that all aspects of the instruction programs receive priority attention).

    The following Gymnasiums must be rented through City of Suffolk Parks and Recreation https://www.suffolkva.us/1524/Rental-Facilities

    • Booker T. Washington Elementary
    • Creekside Elementary
    • Mack Benn Jr. Elementary
    • Northern Shores Elementary
    • Oakland Elementary
    • Kings Fork Middle
    • John F. Kennedy Middle 

    The following Natural Grass Athletic Fields must be rented through City of Suffolk Parks and Recreation https://www.suffolkva.us/1524/Rental-Facilities

    • Forest Glen Middle School
    • John F. Kennedy Middle

     

    Use of Facilities Procedure

    • FMX account created (see “Become a Requester” below)
    • Request submitted via FMX 
      • If putting in multiple dates of use, it is best to click customize and add dates individually to the request, to avoid a denial due to dates SPS is closed. 
    • Building Approver will either approve or deny use.
    • If approved, the requester will receive an estimate to review and accept via FMX.
    • If accepted, the requester will receive an invoice (see “Billing and Payment Procedure” below). 
    • Payment received and event is finalized and upcoming

     

    Become a Requester

    All organizations wishing to apply to use a SPS facility must create an account on our Facilities Use Request Site: https://www.gofmx.com/login/

    The url domain is spsk12

    Here is the FMX Community Requestor Training Guide

     

    Application Requirements

    • Current Certificate of Insurance (see “Insurance” below) 
    • The request must be submitted no less than 21 days before intended use

    It is suggested that you contact the school principal prior to submitting your application.

     

    Insurance Requirements

    Suffolk Public Schools does not carry liability insurance for the protection of groups or individuals renting or using district facilities. A certificate of insurance is liability insurance while your organization uses the facility for your event. The following must be met on the insurance policy before access to request use is permitted.

    • The certificate must list Suffolk Public Schools as the certificate holder and must state that Suffolk Public Schools is named as the additional insured. Listing the school as a certificate holder and/or additional insured will not be accepted.
      • Suffolk Public Schools 100 N. Main Street, Suffolk VA 23434 
    • $1,000,000 for each occurrence (Bodily Injury)
    • $2,000,000 general aggregate (Bodily Injury)
    • $3,000,000 for each occurrence (Property Damage)
    • $1,000,000 combined single limit
    • Coverage is to include Product Liability, Personal Injury, and Fire Damage Legal Liability. The certificate must show evidence of workers' compensation coverage if the organization has one or more employees involved in the event.

     

    Facility Rental Rates and Fees

    Charges for the use of school facilities will be made in accordance with the fee structure.

    Use of Facilities Rates and Fees (updated July 2024)

    Certain groups will not be charged a fee for regular meetings. These groups include the PTA, Girl Scouts, and Boy Scouts.

     

    AVL Equipment

    Users are permitted to provide their own stand-alone AVL equipment and lighting. However, if you would like to use SPS AV Equipment, please review the following

    AV Equipment Policy and Rates (updated October 2024)

    The SPS AVL Use of Facilities Agreement must be signed and emailed to robinbooth@spsk12.net or uploaded to your request in FMX.

     

    Rental Waiver Application 

    Requesters wishing to submit a waiver/reduction of fee application must fill out the following form: Fee Waiver or Reduction Application and email directly to robinbooth@spsk12.net.

     

    Billing and Payment Procedure

    Payment for all facility use fees is required in advance of the rental date by exempt and non-exempt organizations. Exact cash, checks, or money orders must be made payable to Suffolk Public Schools and mailed or delivered to – 

     

    Finance Department of School Administrative Office

    100 N. Main Street

    Suffolk, VA 23434

     

    Facility Use Forms and Documents

    Use of Facilities Information, Rental Fees and Policy (updated July 2024).  

    AV Equipment Policy and Rates (updated October 2024) 

    SPS AVL Use of Facilities Agreement (updated October 2024)

    Rental Fee Waiver or Reduction Application (updated July 2024)

    If you have any questions, please contact Robin Booth, Purchasing Technician, at 757-925-6762. robinbooth@spsk12.net 

     

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