Facility Use Permits

The District is proposing to update its facility rental rates, which have not been changed since 2017. All current District facility users are invited to attend a meeting where we will share thew new proposed rates and explain how these costs are calculated. The meeting will take place on June 5, 2023, at 4:00 p.m. in Room C at the Education Services and Support Center, 84 East J Street, Chula Vista. (See official notice in the document container at the bottom of this page.)

In addition, the Board of Education has authorized staff to schedule a hearing at the next regular Board meeting to provide the public an opportunity to make oral or written comments on the proposed rates. The public hearing is scheduled for June 14, 2023, at 6pm in the Lowell J. Billings Board Room, CVESD Education Services and Support Center, 84 East J Street, Chula Vista, CA 91910.

New rates will be effective July 1, 2023. If you plan to attend the June 5 information meeting, please RSVP to Lisa Brannen at [email protected] or (619) 425-9600, extension 181372.

Facility Use

The Governing Board recognizes that district facilities and grounds are a community resource and authorize their use by community groups for purposes provided for in the California Education Code "Civic Center Act" when such use does not interfere with school or District activities. Click here to explore CVESD's Board Policy">Board Policy and Administrative Regulation 1330.

Terms and Conditions

All requesters must read and agree to the district Terms and Conditions for the use of school property for public purposes and as a Civic Center when the request is made. Failure to adhere to the Terms and Conditions may result in revocation of use and/or denial of future facility use within the district.

Insurance and Document Requirements

All requesters must submit a valid Certificate of Insurance with the additional insured endorsement for $1,000,000/$2,000,000 aggregate, and name the Chula Vista Elementary School District, 84 East J Street, Chula Vista, CA 91910, as an additional insured.

Failure to provide the required Certificate of Insurance will result in denying the facility use request. Failure to update the expired Certificate of Insurance will result in suspending the requester's facility use permits until a renewed certificate of insurance is provided. Non-profit organizations must submit a copy of the IRS 501(C)(3) Determination Letter and a current IRS Form W-9 to qualify for reduced rental fees.

District Priority

All facility use by community organizations depends upon facility availability. The school site and/or district have priority for all facility use. The school principal determines which individuals and/or organizations may use school facilities. Facility use may be revoked at any time with little or no notice if the school and/or district needs the facility for school district purposes.

Requesting Facility Use

Please contact the school before requesting facility use at a school site to determine site availability. Contact information for each school can be found at CVESD Schools. See the Board of Education Meeting calendar for dates. Failure to submit a request on time will result in a delay in facility use. Facility use may not begin until proper authorization has been received from the school principal or the district, as applicable.

The district utilizes an online facility request and rental system called Facilitron to provide a positive user experience. With the new system, reservation requests can be submitted easily and will be handled more efficiently. Renters can access photos and descriptions, see real-time availability, get estimated quotes, and pay online. In partnering with Facilitron, the district has launched custom facility use sites for the district and each school site – allowing facility use requests to be submitted at any time. You can view and request all district facilities.

Facilitron will assist with the set-up of organization and user accounts along with verification of non-profit status (if applicable). Facilitron will also collect payment and proof of insurance (certificate of insurance). Payments can now be submitted conveniently online. 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 it can be obtained directly through Facilitron. Please note that requests will not be processed until the required certificate of insurance is uploaded.

If assistance is needed to set up an account and/or submit a facility use request, contact Facilitron directly at: [email protected], or call 800-272-2962, Ext. 1.

Facility Use Fees

Facility use fees are charged according to the district Fee Schedule. Payment is due for direct cost and full-fee rentals at least one week before facility use. Cancellations must be made at least 72 hours before the date of the rental. Facility use on weekends or during school breaks requires the presence of a custodian, and a minimum of 3 hours is charged. When entering a request, please choose "pay by mail" to defer fee payment until after the school site and district approve the request. Once approved, payment is due. A credit will be issued to the requester's account in case of use cancellation. To inquire about a refund, please get in touch with Facilitron directly.

Online Payment

Online payment of invoices can be made during the facility request process.

Statutory Fees and Mitigation Report

Forms and Documents

Web Links and Resources

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