Facility Rentals

Informed K12 Facility Request Forms- Start your facility rental request by selecting the appropriate application below. Click the link to open the Informed K12 application and begin your facility use request.

• Athletic Facility Request Form
  Covers all athletic spaces including gyms, stadiums, tracks, tennis courts, pools, and other athletic facilities.

• General Facility Request Form
  Covers indoor school spaces such as classrooms, commons areas, parking lot, and other non-athletic facilities.

Additional Required Forms

• Security and Required Staffing Acknowledgement Form

• Facility Use Rules

• Concussion and Cardiac Arrest Compliance Form (Athletic Use Only)

• Synthetic Turf Agreement Form (Athletic Use Only, if applicable)

All facility users and organizations sponsoring on-campus activities are required to provide a Certificate of Liability Insurance that names Auburn School District as both:

• Certificate Holder

• Additional Insured

If your organization does not currently have liability insurance, you must obtain Special Event Coverage through an insurance provider of your choice, meeting the required coverage limits.

• Government agencies that are self-insured may submit documentation from their self-insurance administrator verifying equivalent coverage.

• Please review the example certificate prior to submission.

This process applies to all reservations for gyms, stadiums, tracks, tennis courts, pools, and other athletic facilities.

Approval Process

• Building Principals have the first right of approval or denial. They are responsible for balancing school priorities such as:

  • Student athletics

  • PTA events

  • ASB activities

  • Booster programs

  • School functions

• Rental rates are applied by the ASD Athletic Office.

• Once approved at the building level, permits are forwarded to the ASD Athletic Office for district-wide review.

• If no conflicts exist, the ASD Athletic Director provides final approval.

Required Documentation

Each request must include:

• Completed and signed Facility Use Form

• Certificate of Liability Insurance

• Concussion and Cardiac Arrest Compliance Form 

Payment

• Invoices are typically issued after the final reservation date.

• For large tournaments, invoices may be issued after each event weekend.

• All fees are billed by the district business office directly to the applicant.

• Payments must be made to the district business office — payments may not be made directly to school staff.

This process applies to all non-athletic facility rentals, including classrooms, commons areas, and other indoor school spaces.

Approval Process

• Building Principals have the first right of approval or denial. They are responsible for balancing school priorities such as:

  • Student athletics

  • PTA events

  • ASB activities

  • Booster programs

  • School functions

• Rental rates are applied by the ASD Athletic Office.

• Once approved at the building level, permits are forwarded to the ASD Athletic Office for district-wide review.

• If no conflicts exist, the ASD Athletic Director provides final approval.

Required Documentation

Each request must include:

• Completed and signed Facility Use Form

• Certificate of Liability Insurance

Payment

• Invoices are issued after the event is complete.

• All charges and fees are billed by the district business office directly to the applicant.

• Payments must be made to the district business office — payments may not be made directly to school staff.

To ensure timely processing, all facility use requests must begin at the building level:

• Submit your request to the school for initial review and calendar approval.

To begin the facility rental process, please use the links below to select your school and find the appropriate contact.

• 👉 High Schools

  For building rentals at high schools, please contact the main office or office manager. For all high school athletic facility rentals, please contact the Athletic Office directly. 

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  👉 Middle Schools

  For middle school facility rentals, please contact the school’s main office or office manager.

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  👉 Elementary Schools

  For elementary school facility rentals, please contact the school’s main office or office manager.

Please do not send facility use requests to the district office, as they will be redirected to the school for processing.

To help ensure a safe, clean, and well-managed environment, Auburn School District may require custodial services, building supervision, and/or Campus Safety Officers depending on the type, size, location, and timing of your event.

Custodial Services

Custodial coverage may be required for facility rentals that occur outside of normal building operating hours, on weekends, or for events that require additional cleaning or facility support.

Minimum custodial staffing and billing requirements apply. Please review the Custodial Staffing Guide for examples of how custodial coverage is determined.
 

Campus Safety Officers

For events requiring security, Auburn School District utilizes Campus Safety Officers to support a safe and well-managed environment. Officers are responsible for overseeing safety, assisting with crowd management, and ensuring district policies are followed throughout the event.

Security Staffing is determined based on the nature, size, and expected attendance of the event and may be required for certain facility rentals.

Please review the CSO expectations outlined here: Campus Safety Officer Responsibilities 

Additional Information

Required custodial, security, supervision, and other district staffing costs will be determined during the facility use approval process. Any applicable charges will be included with your reservation approval and reflected on your final invoice.

If you're looking for information about the ASD Theatres, please click here.

⚠️ 30-Day Notice Required

All required forms must be submitted directly to the school no later than 30 days prior to the event. Requests submitted with less than 30 days’ notice may not be accepted.

The school district reserves the right to cancel non-school activities in favor of school activities whenever the two conflict for time. Whenever possible, the school district will notify non-school users of cancellations at least two (2) weeks in advance.

Users must submit all cancellation requests and reservation changes in writing to the school district at least five (5) calendar days prior to the event. Reservation changes include, but are not limited to, changes to event dates, start or end times, or facilities requested.

Cancellations or reservation changes requested fewer than five (5) calendar days before the event may result in additional custodial, security, or other staffing charges if personnel have already been scheduled. For reservations occurring on district-recognized holidays, custodial and security staffing is scheduled based on the approved reservation times. Requests to shorten the reservation after staffing has been scheduled may not reduce the staffing charges, and users may be billed based on the original approved reservation.

The Auburn School District reserves the right to determine whether staffing schedules can be adjusted and to assess applicable charges based on operational needs.